Assistant, E-Commerce, Physical Services Integration and POC Matters (EPSI), 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. Moreover, this General Service vacancy is being advertised as a part-time (50%) position; therefore, it shall in principle be restricted to Swiss nationals and individuals legally domiciled and entitled to work in Switzerland. The recruitment of non-Swiss nationals from abroad for such a vacancy may only take place on an exceptional basis, subject to prior assessment and authorization as well as a written undertaking whereby such individuals shall: i) not engage in any other gainful activity in Switzerland; and ii) certify that they have sufficient financial resources to meet their needs. In this regard, family members of non-Swiss nationals recruited from abroad on a part-time basis shall not be allowed to enter Switzerland on the grounds of family reunification. 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. ResponsibilitiesUnder the supervision and guidance of the DOP.EPSI Director, provide administrative assistance and support for physical services development and e-commerce integration activities. 1. Support the Director − Assist with administrative tasks to ensure achievement of the goals of the programme. − Manage and draft content for the UPU website relating to the EPSI programmes. 2. Provide support with research, studies and surveys on e-commerce and physical services − Manage the data capture of research, study and survey responses through online IT survey tools; − With the Director’s approval, disseminate the results of the research and studies to all interested parties in the form of reports, models and best practices to contribute to the continuous improvement of e-commerce and physical services. 3. Assist with EPSI matters − Perform day-to-day administrative tasks relating to the EPSI programmes as assigned by the Director; − File, both manual and electronic, of project files to ensure ease of retrieval and maintenance, including content for the UPU website relating to the EPSI programmes. 4. Perform general administrative duties − Help organize internal and external meetings (reserving rooms and equipment, sending invitations, preparing and submitting documents, etc.); − Make travel arrangements (authorizations, tickets, bookings, visas, trip planning and documentation) and liaise with the Finance Directorate on the travel budget). 5. Assist in organizing Postal Operations Council (POC) expert team meetings relevant to the EPSI programmes − Format documents, ensure document availability in different language versions and disseminate the documents in the required quantities within the deadlines set; − Send out invitations and ensure that all necessary information is provided. 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 5. Practical mindedness 6. Ability to work with people of different nationalities EducationCompletion of secondary school in secretarial training or training in the field of commerce, business administration or accounting (CFC type) Job - Specific Qualification1. Good knowledge of secretarial or administrative practices is required 2. Knowledge of office software tools (Word, PowerPoint, Excel and Outlook) is required 3. Knowledge of postal physical services and regulations is desirable. 4. Organizational skills and ability to manage priorities is required. 5. Experience in taking notes and proofreading and editing documents (in either English or French) is desirable. Work ExperienceThree years’ experience as an assistant is required. 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).