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 aims to enhance the quality of postal services worldwide and facilitate the exchange of information and best practices among its members.

Job Overview:
The Administrative Assistant position is a part-time role (50%) within the General Service category of the UPU, specifically designed for local recruitment procedures. The successful candidate will provide administrative assistance and support for the development of physical services and e-commerce integration activities under the guidance of the DOP.EPSI Director. The role involves managing content for the UPU website, conducting research, organizing meetings, and performing general administrative duties. The candidate will be expected to contribute to the continuous improvement of e-commerce and physical services by disseminating research findings and best practices. This position is primarily aimed at Swiss nationals or individuals legally domiciled in Switzerland, with non-Swiss nationals being considered only under exceptional circumstances.

Duties and Responsibilities:

• Support the Director by assisting with administrative tasks to ensure the achievement of program goals, including managing and drafting content for the UPU website related to EPSI programs.
• Provide support for research, studies, and surveys on e-commerce and physical services, managing data capture through online IT survey tools, and disseminating results with the Director's approval.
• Assist with day-to-day administrative tasks related to EPSI programs, including filing project files for easy retrieval and maintenance.
• Perform general administrative duties such as organizing internal and external meetings, making travel arrangements, and liaising with the Finance Directorate on travel budgets.
• Assist in organizing Postal Operations Council (POC) expert team meetings relevant to EPSI programs, formatting documents, ensuring document availability in different languages, and disseminating documents within set deadlines.

Required Qualifications:
Candidates must possess a good knowledge of secretarial or administrative practices, proficiency in office software tools (Word, PowerPoint, Excel, and Outlook), and organizational skills with the ability to manage priorities. Knowledge of postal physical services and regulations is desirable, along with experience in taking notes and proofreading/editing documents in English or French. Candidates should demonstrate independence, a sense of initiative, flexibility, and the ability to work under stress while being practical-minded and capable of collaborating with people from diverse backgrounds.

Educational Background:
Completion of secondary school with training in secretarial work or in the fields of commerce, business administration, or accounting (CFC type) is required for this position.

Experience:
A minimum of three years of experience as an assistant is required, with experience in an international environment being desirable. This experience should demonstrate the candidate's ability to perform administrative tasks effectively and efficiently.

Languages:
Proficiency in either English or French is required, with a working knowledge of the other language considered an asset. The minimum required level for each skill in these languages is according to the UN Language Framework, with both languages being the working languages of the UPU.

Additional Notes:
The position is a fixed-term appointment with a contract duration of three years. The annual salary is 36,365.5 CHF (net of tax). The UPU is committed to diversity and encourages applications from minority and disabled groups. Candidates must ensure they can be contacted at any time during the selection process. Background checks may be conducted for candidates under serious consideration for selection, and the UPU maintains a non-smoking environment. Reasonable accommodations may be provided for applicants with disabilities upon request.