Consultative Committee Assistant, Bern

Org. Setting and ReportingThis is a vacancy in the General Service category for which local recruitment procedures shall apply, in accordance with the Staff Regulations of the International Bureau of the Universal Postal Union. Candidates shall be solely responsible for any travel or other expenses incurred in order to participate in the recruitment process or, upon selection, take up the appointment. Staff members subject to local recruitment shall not be eligible for the allowances and benefits exclusively applicable to international recruitment. 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. ResponsibilitiesThe role provides administrative and secretarial support to the Secretariat by assisting with document production and formatting, processing financial transactions, helping to coordinate meetings and travel arrangements, and maintaining communication with internal and external stakeholders, as instructed by the supervisor. 1. Documents, Communications, Finance, and Secretariat Management a. Documents and Records Management Draft, edit, and format internal and external documents; Submit documents for editing and formatting through the internal editing system (Pegasus); Follow the internal document approval process and liaise with relevant colleagues as required; Assist with the preparation and distribution of documents for sessions; Ensure accurate filing and archiving of documents. b. Communications Management Disseminate official communications to CC members; Assist in managing the CC mail box, supporting the response to CC members’ requests and inquiries; Maintain and update CC email distribution lists and contact databases. c. Finance and Budget Management Assist with budget monitoring and expenditure tracking as instructed; Issue membership fee invoices and track payment status; Process external expense invoices and mission reimbursements; Process invoices and track outstanding payments in the internal accounting system (Navision). d. Secretariat Management Follow established internal workflows and administrative procedures to support the efficient functioning of the Secretariat; Assist with the orientation of interns and provide day-to-day guidance on tasks as instructed; Support intern recruitment processes by assisting with logistics and communications, as instructed. 2. Meetings, Events and Mission Coordination a. Meetings Help organize physical or online meetings and webinars with internal and external stakeholders; Handle meeting logistics, including invitations, agendas, documentation, publication of meeting documents, and follow-up actions. b. Missions Make official travel arrangements, including authorizations, flights, hotels, visas, trip planning, documentation, and UNSMS registration; Follow internal approval procedures. c. Events Assist in the organization of CC receptions and events, including catering arrangements, venue reservation, guest list management and invitations, on-site support, and related administrative and financial arrangements. Competencies- Professionalism: Takes responsibility for own actions and decisions, and for the consequences of these. Produces and delivers high-quality results. Drives change and improvement, continually searching for new ways to position the organization for success. Ensures that knowledge and learning is shared across the organization and encourages staff to learn from each other. - Ethics: Ensures that personal views and convictions do not compromise ethical principles. Understands and behaves in accordance with the UPU's professional, ethical and legal framework. Does not abuse power or authority vested by functions. Respects commitments and promises made to internal and external partners. Promptly confronts unprofessional or unethical behaviours and takes immediate appropriate action. Maintains confidentiality and treats sensitive information with discretion. - Teamwork: Works collaboratively with team members to achieve results. Shows respect to other members of the team, regardless of gender or of cultural, educational or religious background. Seeks help when needed in order to achieve set goals. Shares information on issues that may affect the team and respects confidentiality. Accepts joint responsibility for the team's successes and shortcomings. - Focus on results: Seeks to achieve expected outputs within the agreed timeframe. Ensures competent delivery with minimal supervision, even under pressure and with constantly changing priorities. Keeps supervisors informed of challenges encountered and solutions found. Job related competences: 1. Independence (in relation to instructions to be followed). 2. Sense of initiative. 3. Flexibility. 4. Ability to work under stress and to manage priorities. 5. Oral and written communication skills. 6. Practical-mindedness 7. Ability to work with people of different nationalities EducationAchieved secondary school in secretarial training or training in the field of commerce, business administration or accounting (CFC type). Job - Specific Qualification1. Independence (in relation to instructions to be followed) is required. 2. Knowledge of office software tools (Word, PowerPoint and Outlook) is required. 3. Good knowledge of Excel is required. 4. Very good knowledge of the procedures to be followed in preparing and making available or distributing meeting and conference documents is required. 5. Experience in taking notes and in re-reading and editing documents (in either French or English) is required. Work Experience1. Four years' initial experience as an assistant is required. 2. Experience in an international environment is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, either English or French is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).