Assistant, E-Commerce, Physical Services Integration and POC Matters (EPSI)

Provide administrative assistance and support for physical services development and e-commerce integration activities under the supervision of the EPSI Director. Support includes managing administrative tasks, research data capture, organizing meetings, and maintaining project files to ensure smooth operation of the EPSI programmes.

Responsibilities

• Assist with administrative tasks to ensure achievement of the goals of the programme
• Manage and draft content for the UPU website relating to the EPSI programmes
• Manage the data capture of research, study and survey responses through online IT survey tools
• Disseminate the results of the research and studies to interested parties in the form of reports, models and best practices
• Perform day-to-day administrative tasks relating to the EPSI programmes as assigned by the Director
• File project files manually and electronically to ensure ease of retrieval and maintenance
• Help organize internal and external meetings including reserving rooms and equipment, sending invitations, preparing and submitting documents
• Make travel arrangements including authorizations, tickets, bookings, visas, trip planning and documentation and liaise with the Finance Directorate on the travel budget
• Assist in organizing Postal Operations Council (POC) expert team meetings relevant to the EPSI programmes
• Format documents, ensure document availability in different language versions and disseminate the documents within deadlines
• Send out invitations and ensure all necessary information is provided

Requirements

• Completion of secondary school in secretarial training or training in the field of commerce, business administration or accounting (CFC type)
• Three years’ experience as an assistant is required
• Experience in an international environment is desirable
• Good knowledge of secretarial or administrative practices is required
• Knowledge of office software tools (Word, PowerPoint, Excel and Outlook) is required
• Knowledge of postal physical services and regulations is desirable
• Organizational skills and ability to manage priorities is required
• Experience in taking notes and proofreading and editing documents (in either English or French) is desirable
• Proficiency in English or French is required; working knowledge of the other language is an asset

Skills

• Secretarial Training
• Business Administration
• Accounting
• Administrative Practices
• Office Applications
• Word
• Power Point
• Excel
• Outlook
• Postal Physical Services
• Postal Regulations
• Organizational Skills
• Priority Management
• Note Taking
• Proofreading
• Content Editing
• English Language Proficiency
• French Proficiency

Languages

English, French