Quality of Service Fund Project Unit Coordinator, Bern, Switzerland

Universal Postal Union (UPU)

UPU Berne

Vacancy Announcement No: UPU/22/P5/FT-C/386 Title: Quality of Service Fund Project Unit Coordinator Grade: P5 Type of contract: Fixed-term (Non-Core) Appointment Duration: Three years

Publication Date: 22 November 2022 Application Deadline: 10 January 2023 Vacancy Notice Closed (automatic) Organizational Unit: Postal Operations Directorate (DOP ) Duty Station: Bern Switzerland Scheduled date for taking up appointment: 2023

Organizational Context: 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.

Main duties: Under the general guidance of Director, the Programme Coordinator provides technical advice to the Director General, the Governing Bodies and Director of the Postal Operations Directorate on all issues related to QSF. The incumbent develops and establishes medium and long-term strategies linked to the objectives, priorities and needs of the UPU and the QSF Board. He/she designs, coordinates and implements the work programme, manages its resources, leads the operational activities, establish priorities and oversees the formulation and implementation of QSF projects. He/she develops Congress proposal for future QSF provisions . He/she represents the organization at interregional, regional and global meetings. Furthermore, the incumbent acts as Secretary to the QSF Board and on request as Secretary for the CA/POC groups.

1. Strategic function – Design, develop, formulate , implement, monitor and evaluate medium and long-term strategies linked to the objectives, priorities and needs of the UPU and the QSF, – Lead research works related to QSF activities on the current and future challenges and opportunities for geographical regions/country classification groups, evaluate its implications and present proposals to the related CA/POC groups for the development of future QSF provisions, – Coordinate works on the development, the long-term strategy, prioritisation plan and budget for QSF Programme comprising existing QSF model and Common Fund, for the whole cycle, – Supervise the implementation of work plan for QSF Programme, especially cross-Directorate deliverables, – Evaluate the effectiveness of the QSF Programme to enhance its programme delivery, – Present yearly reports of QSF Common Fund to UPU Councils for governance evaluation and coordinate the corrective/improvement actions directed by authorised bodies. Where applicable, highlight governance issues relating to QSF, and propose solutions to the Board/Councils.

2. QSF Board of Trustees /Postal Operations Council/Council of Administration – Act as Secretary of the QSF Board of Trustees, providing technical authoritative advice and guidance to the Chair and to the Board members. Advise UPU bodies in the areas of QSF, – Develop annual business plans, priorities and budget for QSF for approval, – Lead and coordinate quarterly meetings of the Board, including the development of agenda and selection of topics, – Oversee the preparation of reports of Board meetings and ensure decisions are documented properly. Lead the implementation of the decisions of the Board and the POC, – Draft technical documents or reports of highly complex and sensitive nature needed for UPU sessions at Congress, CA or POC level, – Supervise the organisation of the election of Board members, of Chair and Vice Chair, – Propose and implement global/regional project collaboration agreements between the QSF and Restricted Unions or other post related organisations, – Coordinate the implementation of Congress decisions/mandates relating to amendments to QSF Regulations. Assess adequacy of existing QSF Manuals and propose amendments to these Manuals, for approval by UPU bodies, – Analyse and verify disbursement of funds from Common Fund and present updates of project payments with in-depth analysis, to the Board at Board meetings, – Participate and contribute to the meetings of the QSF Finance and Investment Committee with analysis of cash liquidity required for project budget allocation half-yearly and annually.

3. QSF-Auditing – Support external auditors with the development of audit plan and manage the audit exercise ensuring the provision of files, documents and records to auditors, – Oversee the preparation of audit responses, – Lead the implementation of recommended action plans arising from audit reports.

4. Information and publications (QSF Practical Guide/Rules of Procedure) – Oversee the work for the production of Annual QSF Report and Congress QSF Report, updating of QSF information for all media types.

5. Internal Relations – Seek synergy with other Programmes in the Directorate (Supply Chain, Quality of Service, Physical Services, ) – Build and strengthen partnerships with other Directorates (DCDEV, DPRM, DFI) on matters under his/her responsibilities.

6. External Relations – Maintain high-level contacts with designated operators with regard to their conformity to QSF Rules and Regulations, – Build and strengthen partnerships with restricted unions on matters under his/her responsibilities.

7. Management of the Unit a. Management of the Programme – Leads and manages the Program ensuring coordination and oversight of the work, promoting an environment of professional inquisitiveness, anticipating new challenges, seeking solutions and evaluating their effectiveness, demonstrating a commitment of excellence, – Initiates the development and implementation of the Programme’s work plan, including forecasts, priorities and anticipated requirements in terms of human and financial resources, – Achieves annual service targets and ensures the Programme performs within budget obtaining efficiency gains, – Ensures that all policies, processes and procedures, workflows and systems in place are relevant and cost effective, key figures and statistics regularly maintained, – Review and approve new project proposals and summary checklists for presentation to Board, evaluation of completed projects, – Approve the analyses of calls for tender and authorize payments for projects. b. Human Resources – Leads, motivates and guides staff. Establishes their work plans and performance objectives, provides regular feedback on their performance, recognizes good performance and addresses unsatisfactory performance issues. c. Financial Resources – Directs and supervises budget preparation, implementation, management and reporting for his Program, – Establishes measures to monitor resources.


Education: Advanced university degree (Master or equivalent) in economics, financial management, accounting, international relations, corporate management or a related field, or first university degree (Bachelor or equivalent) in aforementioned areas.

Experience: With advanced university degree, a minimum of 10 years’ of professional experience in the areas of international development, cooperation and/or project management, including at least 5 years of experience at senior level with a designated postal operator, United Nations common system or a governmental organization. or With first university degree, a minimum of 12 years’ experience in the areas as stated above.

Technical knowledge: 1. Very good knowledge in formulating strategic plans. 2. Global and cross-project management skills. 3. Knowledge of finance, impact assessment, accounting and management control. 4. Very good knowledge of postal operations such as quality of service, supply chain management, security, standardization and certification, customs. 5. Business presentation skills. 6. Good knowledge of UPU bodies such as Congress and the POC.

Skills and abilities / competencies: 1. Ability to work in an international environment with staff of different cultural, educational and religious background. 2. Analytical and problem-solving skills. 3. Excellent communication skills. 4. Results-oriented. 5. Strong representational abilities. 6. A high sense of political sensitivity. 7. Ability to work under significant pressure with constantly changing priorities. 8. Ability to lead and motivate a team. 9. Ethical awareness.

Language skills: Proficiency in French or English. Knowledge of other languages would be an advantage.

Additional Information: This is a non-core post. This position will be in full compliance with the “Rules governing non-core staff”.

The selected staff will participate in the UPU Provident Scheme and will be insured together with their recognized dependents against the risks of sickness and accidents.

This is a three years’ contract which can be renewed if the services continue to be required in the future, the funds are available and/or the staff member’s performance is satisfactory. However, this appointment does not automatically carry any expectancy of extension or renewal or of conversion to any other type of appointment. ________________________________________________________________________________________________ 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 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. ______________________________________________________________________________ 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.

Annual salary: (Net of tax) 90,664 USD

Post adjustment: 75.6 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.

The conditions of service are governed by the Staff Regulations and Rules of the International Bureau of the Universal Postal Union.

Please note that all candidates must complete an on-line application form. All applications must be received by the closing date as stated in the vacancy announcement.

All applicants employed by postal entities and applying for a vacant position in the Professional (P) or Senior (D) category must be recommended and submitted through the competent postal authority. Applications not satisfying this criterion may not be considered.

Only candidates under serious consideration will be contacted.

Applications from women and member states are particularly encouraged.

The UPU promotes diversity and work-life balance.

For further instructions regarding the online application process, please visit the UPU internet page at: (link)-Postal-Union/Careers

Vacancy Notice Closed (automatic)

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Tags: financial management, financial resources, human resources, impact assessment, international relations, operational activities, project management, supply chain, supply chain management