Consultative Committee Assistant

Organizational Context

The Universal Postal Union (UPU), a specialized agency of the United Nations with 192 member countries, serves as the primary forum for cooperation within the postal sector. It focuses on ensuring a universal network of modern postal products and services. This role operates within the General Service category under local recruitment procedures.

Job Purpose

This role provides essential administrative and secretarial support to the Secretariat of the Universal Postal Union. The primary purpose is to assist with document management, including drafting, editing, and formatting, as well as managing communications, processing financial transactions, and coordinating meetings and travel arrangements. The position contributes to the efficient functioning of the Secretariat by ensuring smooth administrative operations, maintaining accurate records, and facilitating effective communication with internal and external stakeholders. The role supports the organization's mandate by ensuring timely and accurate administrative processes are followed.

Responsibilities

The Consultative Committee Assistant provides comprehensive administrative and secretarial support. Key duties include managing documents by drafting, editing, formatting, and archiving them, and ensuring adherence to internal approval processes. The role involves disseminating official communications, managing the committee's mailbox, and maintaining contact databases. Financial responsibilities include assisting with budget monitoring, issuing invoices, processing expense reimbursements, and tracking payments in the accounting system. The position also supports secretariat management by following workflows, assisting with intern orientation and recruitment logistics. Furthermore, the role coordinates meetings and events by handling invitations, agendas, documentation, and logistics for physical or online sessions, and assists with organizing receptions. Travel arrangements for missions, including authorizations, bookings, and documentation, are also managed.

Work Experience

Four years of initial experience as an assistant is required. Experience working within an international environment is considered desirable.

Skills

Professionalism, Ethics, Teamwork, Focus on results, Independence, Sense of initiative, Flexibility, Ability to work under stress and manage priorities, Oral and written communication skills, Practical-mindedness, Ability to work with people of different nationalities.

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