Assistant, English Documentation Processing Unit (UTD.AN) 60%

Org. Setting and Reporting

This 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 (60%) 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.

Responsibilities

- Prepare internal and external documents for publication, in accordance with the organization's standards - Perform proofreading of formatted documents to ensure quality and accuracy - Resolve technical queries from International Bureau (IB) staff (authors and their colleagues) to facilitate effective communication among departments - Ensure (on a rotating basis) the smooth running of the service in the absence of the Head of the Documentation Processing Unit 1. Prepare internal and external documents for publication, in accordance with the organization's standards, by: – accessing and sourcing working documents through the Pegasus system; – entering changes indicated by the translator/editor and checking the manuscript against the original to ensure accuracy and consistency; – transferring content of documents and publications to official IB templates; – formatting texts in accordance with IB standards, verifying page numbers, headings, tables of contents, etc., checking the layout of documents against the original manuscripts; – solving formatting problems, through an in-depth knowledge of word-processing tools (Microsoft Word, PowerPoint and Excel); – liaising with translators/editors and graphic designers to resolve queries; – managing the archiving process (renaming, replacing and updating of files; completion of titles; archiving.); – uploading of documents into the Pegasus system (correct insertion of titles, document numbers, all annexes and replacing all files if necessary); – uploading English documents prepared for the Union's bodies to the online database; – creating new English templates and updating existing ones; – as required, transcribing texts from audio recordings. 2. Perform proofreading of formatted documents to ensure quality and accuracy by: – checking that the final text corresponds to the original text in terms of page and paragraph numbers, headings, table of contents, graphics, spelling and ensuring consistency with the in-house style guide, etc.; – ensuring that annexes and references are correct, and that annexes are attached. – submitting documents (manuscript and formatted version) for final proofreading. 3. Resolve queries from IB staff (authors and their colleagues) to facilitate effective communication among departments by: – informing requesters of document status and location; – helping to fix formatting problems in their documents. 4. Ensure (on a rotating basis) the smooth running of the service in the absence of the Head of the Documentation Processing Unit by: – reporting to the Head of the Translation Service; – recording, preparing and distributing work with the necessary instructions; – establishing priorities, based on document deadlines and importance; – liaising with other Documentation Processing Units to ensure that language versions match and are delivered on time; – keeping Documentation Processing Unit records up to date; – performing final proofreading of documents and publications; – returning final documents to the author and/or submitting them to the print shop with appropriate instructions.

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. Receptiveness and high degree of flexibility 2. Sense of rigour 3. Customer orientation 4. Ability to work as part of a team

Education

Secondary or equivalent commercial or technical studies

Job - Specific Qualification

0 to 2 years' experience of clerical work is required

Work Experience

Good command of document formatting and typing are required Very good knowledge of the IB standards for document presentation is desirable Very good command of proofreading techniques is desirable Very good command of MS Word is required Good knowledge of the IT systems used by the language programmes (Pegasus) is desirable Sound knowledge of MS Excel and PowerPoint is required Very good command of English grammar and punctuation rules is required

Languages

Proficiency in English is required. Knowledge of French would be an asset.

Assessment

Applicants will be contacted directly if selected for written test. Additional testing/interviewing may be used as a form of screening.

Special Notice

Annual salary:(Net of tax): 39,571.2 CHF Type of contract: Fixed-term (Core) Appointment Duration: Three years Scheduled date for taking up appointment: As soon as possible French is the official language of the UPU. English and French are the working languages of the UPU International Bureau. 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 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.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.