HR Assistant (60% APAS and 40% PLRH), G5

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

Under the direct supervision of the Staff Administration and Social Affairs (APAS) and Human Resources Planning and Development (PLRH) Programme Managers, the incumbent will act as the HR focal point to administer travel (statutory and duty/mission) and statutory relocations/removals (on appointment and separation of staff), assist in recruitment of freelance interpreters for conferences, and coordinate with IT support to address issues with the DRH’s ERP system (Hubdrive) and HR web pages. 1. For staff – duty travel, statutory travel – Ensures timely preparation and approval of the International Bureau’s travel plan for official and statutory travel, in coordination with the travel focal point of the directorate concerned and the travel agency, by ensuring compliance with IB rules, policies and practices, as part of an overall effort to ensure timely, cost-effective and well-coordinated travel arrangements. – In compliance with established rules and regulations, reviews/validates travel requests, cost estimates and proposed advances, including airfares, daily subsistence allowances (DSAs) and terminal expenses; authorizes travel arrangements and ensures the validity of travel documents, including required visas and certificates for submission to embassies or permanent missions. – Provides authoritative advice and guidance on staff entitlements and allowances and travel procedures, including on the most direct and economical routes, fares, schedules, relevant budgets, visa applications, UN travel time and rest/recuperation periods, in compliance with travel-related HR administrative instructions; offers solutions (for exceptions and complex cases) and drafts analyses/correspondence for the Director General’s approval. – Initiates, reviews and amends travel authorizations and travel claims, including budget obligations, and verifies the accuracy of supporting documents, for HR approval; calculates airfares, DSAs, terminal expenses, excess baggage allowances and other applicable entitlements. – Maintains accurate records (travel authorizations, advances, claims and refunds of unused tickets) and prepares periodic and ad-hoc reports, including periodic updates to the approved travel plan, and assists with the analysis and presentation of travel data, including updating web-based and printed content. – Contacts the travel agency to make changes to reservations and booking classes to ensure that the least expensive fares are applied and monitors the use of the IB’s credit card for payment of official travel. – Updates and maintains the travel guide based on the identified needs of staff members. – Adapts travel arrangements to the information system and proposes continuous improvements to procedures. For CA and POC Chairs and certain delegates (participation in meetings) Reviews and checks payment of travel entitlements for the CA and POC Chairs and certain delegates in terms of their allowances and reimbursement of their travel expenses. Entitlements related to staff appointments and separations – Administers the shipment/transport of household goods (removal entitlement) upon appointment and separation of staff. – Contacts external service providers (movers), compares quotations, prices and insurance coverage, decides on the most economic transport service, as per established rules and regulations, and drafts relevant correspondence. – Checks eligibility, calculates assignment grants and issues payment instructions for the programme manager’s signature and submission to the Finance Directorate for payment. – Ensures the completeness of administrative formalities for removals and the processing of removal payments, in compliance with UPU rules and regulations. 2. Administration of conference interpreters – Acts as focal point for administration of recruitment and issuing of contracts to conference interpreters, including payment of advances and salaries. – Liaises with the relevant directorates (Logistics, Finance and other directorates concerned) and the external Chief Interpreter. – Administers interpreter engagement and contracts through the ERP interpretation module and ensures completeness and accuracy of related records. – Validates interpreter entitlements, fees and advance payments within the ERP system in compliance with the applicable policies and procedures of the International Association of Conference Interpreters. – Reviews and validates system-supported calculations of advances and remuneration for interpreters, processes payment instructions and prepares relevant statistics. 3. Assists with: – HR ERP system (Hubdrive): supports the maintenance of the ERP system, including the travel and interpretation modules, and acts as a super user of the ERP/travel modules (travel plan, workflows and related travel/removal procedures); – HR web pages: updates and supports maintenance of the DRH’s intranet/Internet pages and ensures accuracy of published information 4. Any other duties as required Replacement: steps in to support other HR functions relating to health insurance pro-viders, privileges and immunities, in the absence of the principal HR Assistant.

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: Ability to work independently and in a team. Good customer orientation. Good communication skills (verbal and written). Ability to adapt and be a part of change management. Ability to pay attention to details and concentrate on figures

Education

Secondary school education or equivalent is required (first university degree would be an asset)

Job - Specific Qualification

Knowledge of airline industries and airfare principles is desirable Knowledge of the UPU travel policy, procedures and processes is desirable Knowledge of the UPU Staff Rules and Regulations is desirable Knowledge of payment structure of interpreters and translators is desirable Knowledge of applied security measures for UN travel is desirable Good knowledge of Microsoft Office tools and Outlook is required Good understanding of HR ERP systems (Hubdrive or similar platforms), including workflow-based process management and HR digital tools is required

Work Experience

A minimum of five years’ experience in administration or human resources and related fields. Less years of experience may be compensated by a University degree in the field of Administration or Social science.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, either English or French is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Capacity to communicate in the other language would be a strong asset.

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Required Languages

Language Reading Writing Listening Speaking

English UN Level III UN Level III UN Level III UN Level III

French UN Level III UN Level III UN Level III UN Level III

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): 79,603 CHF - Contract type: Fixed-term appointment (Core) - Contract duration: Three years - Scheduled date for taking up appointment: January 2027 - 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

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