Administrative Assistant

Job Posting Organization:
The Universal Postal Union (UPU) is a specialized agency of the United Nations, established in 1874, with a mission to promote and coordinate international postal services. It has 192 member countries and serves as the primary forum for cooperation among postal sector players, ensuring a universal network of up-to-date products and services. The UPU's headquarters is located in Bern, Switzerland, and it plays a crucial role in facilitating communication and commerce across borders through postal services.

Job Overview:
The Administrative Assistant position is integral to the Secretariat of the UPU, providing essential administrative and secretarial support. The role encompasses a variety of tasks including document production and formatting, financial transaction processing, meeting coordination, and maintaining communication with both internal and external stakeholders. The successful candidate will be expected to manage documents and records efficiently, assist in budget monitoring, and help organize meetings and events. This position requires a proactive approach to problem-solving and the ability to work under pressure while maintaining high standards of professionalism and ethics. The role is designed for individuals who can work independently and collaboratively within a diverse team, contributing to the overall efficiency and effectiveness of the Secretariat.

Duties and Responsibilities:

• Documents and Records Management: Draft, edit, and format internal and external documents; submit documents for editing through the internal editing system; follow the internal document approval process; assist in preparing and distributing documents for sessions; ensure accurate filing and archiving of documents.
• Communications Management: Disseminate official communications to CC members; manage the CC mailbox; maintain and update CC email distribution lists and contact databases.
• Finance and Budget Management: Assist with budget monitoring and expenditure tracking; issue membership fee invoices; process external expense invoices and mission reimbursements; track outstanding payments in the internal accounting system.
• Secretariat Management: Support the efficient functioning of the Secretariat by following established workflows; assist with intern orientation and recruitment processes.
• Meetings Coordination: Organize physical or online meetings and webinars; handle logistics including invitations, agendas, and documentation.
• Mission Coordination: Make official travel arrangements; follow internal approval procedures for travel.
• Event Coordination: Assist in organizing receptions and events, including catering arrangements and guest list management.

Required Qualifications:

• Achieved secondary school education in secretarial training or a related field such as commerce, business administration, or accounting.
• Proficiency in office software tools, particularly Word, PowerPoint, and Outlook.
• Strong knowledge of Excel and procedures for preparing meeting documents.
• Experience in note-taking and document editing in either French or English.
• Independence in following instructions and a proactive sense of initiative are essential.

Educational Background:
Candidates must have completed secondary school education with a focus on secretarial training or relevant fields such as commerce, business administration, or accounting (CFC type). This educational background is crucial for understanding the administrative and financial processes involved in the role.

Experience:
A minimum of four years of initial experience as an assistant is required, preferably in an international environment. This experience should demonstrate the ability to manage administrative tasks effectively and work collaboratively in a diverse setting.

Languages:
Proficiency in either English or French is mandatory, with a working knowledge of the other language being an asset. The UN Language Framework specifies the required levels of proficiency for reading, writing, listening, and speaking in both languages, ensuring effective communication within the organization.

Additional Notes:
The position is a fixed-term appointment for one year, with a scheduled start date as soon as possible. The annual salary is 72,731 CHF, net of tax. This is a non-core post, and the selected staff will participate in the UPU Provident Scheme, which includes insurance against sickness and accidents for the staff member and their recognized dependents. The contract may be renewed based on the continued need for services, availability of funds, and satisfactory performance. The UPU is committed to diversity and encourages applications from minority groups and individuals with disabilities. All applications will be treated confidentially, and candidates must provide accurate contact details for communication during the selection process.