Organizational Context:
With its 192 member countries, the Universal Postal Union (UPU), a specialized agency of the United Nations, is the primary forum for cooperation between postal sector players. It helps to ensure a truly universal network of up-to-date products and services.

Main duties:
Under the supervision of the Coordinator of the EMS Unit
– ensure daily arrangements for the administrative and budget related activities and contribute to the communication activities of the EMS Cooperative and the EMS Unit
– supervise the Management Support Team
– initiate timely preparation of the Cooperative meetings
– on request, provide administrative assistance to the Coordinator in various other duties (project implementation, monitoring and follow-up)

1. Administration, accountability/finances and communications
1.1. Management Support:
– Provide administrative support for arrangements for missions of the EMS staff and consultants, when required (such as travel quotes, authorization, payment of expenses/ reimbursements and mission reports).
– Assist the Coordinator in managing tenders including the process for suppliers and consultants
– Provide administrative support in the preparation of draft contracts for suppliers and consultants
– Oversee contractual relations with suppliers and private businesses in coordination with the IB Legal Affairs Directorate (DAJ)
– Involve in staff recruitment of the EMS Unit, including participation as the Secretary of the Appointment and Promotion Committee, in interviews and applicants’ assessments in coordination with the IB HR Directorate (DRH)
– Prepare employment contracts (new, renewal and termination) for validation by the DRH and administer the Unit’s staff records including archives
– Keep staff’s HR related issues up-to-date in coordination with the DRH
– Keep the archives of the Cooperative and the EMS Unit in order and up to date
1.2. Budget/accounting/finances
– Administer and update the EMS yearly budget forecasts and daily activities for approval by the Coordinator and the Cooperative Board
– Follow up proper implementation of the budgets assigned to EMS programmes/activities (reallocate expenditures according to EMS work plan throughout the year)
– Act as the focal point between the Unit and the IB Finance Directorate (DFI) on EMS budget related matters
– Ensure accurate book-keeping in compliance with the IB procedures
– Ensure proper payments to suppliers and consultants
– Follow up payments of the Cooperative members’ annual contributions/membership
– Administer the fund-in-trust held on behalf of some postal operators, assume responsibility for expenditure monitoring and report to them
1.3 Communications
– Administer and maintain the Cooperative website in coordination with a communication consultant as well as the IB Communication & Outreach Team
– Draft for validation, keep updated and issue circulars and broadcasts related to EMS activities

2. Team management
– Ensure and provide supervisory guidance to the EMS Management Support Team in day-to-day administrative tasks
– Set the Support Team’s annual objectives and assess the mid-term and annual performance including the training needs

3. Secretariat of the EMS Cooperative Bodies (Board and General Assembly)
Documents/meetings
– Initiate and issue questionnaires on EMS traffic volumes or any other topics as decided by the Board
– Compile statistical information
– Provide support in analysing standard information and report on EMS trends by region, or other criteria as the data may indicate in coordination with the Standard and Measurement Team and EMS Regional Coordinators.
– Prepare documents and format presentations for the General Assembly and the Board meetings
– Provide support in meeting organization and assist the Coordinator in his role as the Cooperative Secretary
– Provide secretariat support to the General Assembly and the Board

4. Others
– Provide support to the Unit projects on requestQUALIFICATION AND SKILLS REQUIRED Education:
Bachelor degree or equivalent, together with some professional training, in business administration and general accounting.Experience:
Minimum 2 years’ experience in management and/or administration including financial responsibilities showing additional levels or responsibility
or
8 years of relevant experience (if without a bachelor degree or equivalent) at the UPU or in another UN agency, or in the postal sector in the domain covered by the postTechnical knowledge:
1. Extensive knowledge of financial and administrative procedures and rules
2. Very good working knowledge of IPSAS
3. Very good knowledge of HR procedures and rules
4. Good knowledge of recruitment technics (vacancies publications, interviews) an asset
5. Good knowledge of public communications in general and the functionalities of the EMS Website an asset
6. Strong expertise in MS OfficeSkills and abilities / competencies:
1. Strong organization skills.
2. Capacity to define tasks and priorities.
3. Very good analytical skills, attention to detail and figures oriented.
4. Good disposition to teamwork.
5. Adaptability and flexibility
6. Strong verbal and written communication.
7. Ability to work with different cultures.
8. Demonstrated leadership ability.Language skills:
Proficiency in English is required.

Additional Information:
This is a non-core post. This position will be in full compliance with the “Rules governing non-core staff”, which expressly exclude some international benefits (home leave, installation grant, education grant and eligibility to a continuing appointment).

The selected staff will participate in the UPU Provident Scheme and will be insured together with their recognized dependents against the risks of sickness and accidents.

This is a three years’ contract which can be renewed if the services continue to be required in the future, the funds are available and/or the staff member’s performance is satisfactory. However, this appointment does not automatically carry any expectancy of extension or renewal or of conversion to any other type of appointment.

French is the official language of the UPU. English and French are the working languages of the UPU International Bureau.

Priority shall be given for an internal promotion.

The UPU is committed to encouraging diversity within its workforce. Interested candidates from minority groups and/or with disabilities are encouraged to apply. All applications will be treated equally and in the strictest confidence.

Candidates might be considered for other similar posts (for a period not exceeding one year).

Candidates must ensure that they provide relevant contact details so that they can be contacted at any time, to prevent them from being excluded from the selection process.

The UPU is committed to securing the highest standards of efficiency, competence and integrity for its staff members. In this regard, candidates under serious consideration for selection may be subject to satisfactory background checks aimed at validating the educational and professional background records as indicated by candidates in their respective application forms.

Annual salary: (Net of tax)
50,377 USDPost adjustment: 85.3 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.
The conditions of service are governed by the Staff Regulations and Rules of the International Bureau of the Universal Postal Union.
Please note that all candidates must complete an on-line application form.
All applications must be received by the closing date as stated in the vacancy announcement.

Only candidates under serious consideration will be contacted.
Applications from women and member states are particularly encouraged.

The UPU promotes diversity and work-life balance.
For further instructions regarding the online application process, please visit the UPU internet page at: https://upu.int/en/Universal-Postal-Union/Careers…