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. 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

Overall objective: Under the supervision of the Communication and Outreach Programme Expert, the incumbent provides administrative and communication support to ensure the effective implementation of campaigns, publications, and digital communication activities. 1 Assistance in overall communications activities 1.1 Administrative duties – Manage the daily influx of inquiries (incoming and outgoing) from the IB@info.upu.int and communication@upu.int e-mail addresses, respond to inquiries after researching information and documentation when possible, or circulate inquiries to the proper directorates and persons responsible; – Manage and validate password requests for access to protected areas of the UPU website; – Prepare, format and coordinate the distribution of correspondence and relevant circular letters; – Prepare, coordinate and archive legal contracts; – Maintain an up-to-date communication and media contact database (UN contacts, communication contacts from postal operators, media, philatelic entities, external suppliers, etc.); – Ensure proper archiving of documents and correspondence. 1.2 Budget and financial monitoring – Assist in preparing the yearly budget for communication programme activities; – Prepare billing and invoicing for all communication activities and follow up on due payments; – Document all incoming expenditures for communication activities; – Collaborate with the Finance Directorate to monitor the budget and report to the External Relations and Partnerships Coordinator. 1.3 Publications and website content management – Assist in the production and distribution of UPU publications; – Coordinate translations and monitor corrections to final texts; liaise with external translators; – Format articles and prepare them for publication on the UPU website; – Assist the editorial expert in managing the website; – Assist with the drafting of simple articles when needed by the team. 1.4 Digital communication – Upload the UPU newsletter on LinkedIn; – Support content production for UPU social media platforms; – Assist with the development of visual assets (social media cards, graphics, pho¬tos, videos). 1.5 Public relations activities – World Post Day (WPD): coordinate the distribution of information and materials to member countries; format information for publication on the UPU website; monitor and manage correspondence related to WPD; assist with poster pro¬duction and distribution; – International letter-writing competition: coordinate the distribution of information and materials to member countries; collect, document and format entries and circulate them to the jurors; coordinate translations as needed; coordinate the production of medals and certificates for prize winners and organize their secure distribution; coordinate the logistics of the ceremony; – Manage the souvenir programme (monitor inventory and order stock, liaise with suppliers, update the souvenir catalogue, coordinate sales with International Bureau (IB) reception); – Ensure the circulation of press releases through Meltwater and their publication on the website; – Support the logistical organization of events and missions. Other tasks Support other communication projects and campaigns as required.

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: - Very good organizational skills and attention to detail - Ability to work autonomously on set tasks - Excellent interpersonal and intercultural communication skills - Good team spirit and ability to share knowledge and experience - Ability to work under stress and prioritize work effectively - Strong sense of initiative and commitment to work

Education

Secondary-level studies and commercial or secretarial or PA training or equivalent

Job - Specific Qualification

1. Proficiency in Office tools (Word, Excel, Outlook, PowerPoint), is required 2. Experience in processing invoices and tracking budgets, is required 3. Familiarity with content management systems for websites (preferably Kentico), is required 4. Excellent writing skills; detail oriented, is required 5. Working knowledge of social media and media monitoring platforms (Mailchimp, Meltwater, Instagram, Facebook, LinkedIn, X), is required 6. Basic skills in visual content creation, including photo and video editing tools (Canva, Adobe Photoshop, Adobe Premiere Pro) is required

Work Experience

Four years of experience in administrative and communication support, is required Experience in an international environment is desirable

Languages

Assessment

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

Special Notice

- Annual salary:(Net of tax): 79,366 CHF - Contract type: Fixed-term appointment (Core) - Contract duration: Three years - Scheduled date for taking up appointment: January 2026 - French is the official language of the UPU. English and French are the working languages of the UPU International Bureau. - Priority shall be given for an internal promotion. - The UPU is committed to encouraging diversity among its staff. Interested candidates from minority and/or disabled groups are encouraged to apply. Interested candidates from disabled groups are encouraged to apply. All applications will be treated equally and in the strictest confidence. - Candidates may be considered for other similar positions (for a period not exceeding one year). - Candidates must ensure that they can be contacted at any time, to avoid exclusion from the selection process. - The UPU is committed to securing the highest standards of efficiency, competence and integrity for its staff members. In this regard, candidates under serious consideration for selection may be subject to satisfactory background checks aimed at validating the educational and professional background records as indicated by candidates in their respective application forms. - At the discretion of the UPU, such background checks may also be extended to include criminal records, disciplinary measures, sexual exploitation and abuse, and professional license check validation.

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. All external candidates recruited in accordance with section 2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. 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.