Lead Management Support, MGM10

Org. Setting and Reporting

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. The Postal sector has been faced with far-reaching changes over the past few years. It has become essential for Posts to apply the latest technology in order to respond effectively to changing customer needs. The Postal Technology Centre Directorate (DCTP) of the UPU acts as a link between technology and the needs of the Postal industry by being the first choice in providing IT solutions, applications and services that enable the delivery of domestic and international postal services.

Responsibilities

Under the direct supervision of the Director of the Postal Technology Centre, assure the complete financial management of the DCTP, the professional establishment of all contractual relations of the DCTP with customers, members, partners and providers, as well as internal agreements within the International Bureau (IB), fulfil the secretariat role of the Telematics Cooperative (TC) Management Board, and support the establishment and maintenance of TC strategy. 1. Financial management – Ensure the financial health of the DCTP and support a future-oriented strategy. – Continuously assess and improve the general DCTP financial management policy. – Lead the development and implementation of annual DCTP budgets and forecasts, and plan investments. – Lead monitoring and reporting processes relating to the DCTP budget and financial operations. – Ensure adherence of all DCTP financial operations with the UPU Financial Rules and the International Public Sector Accounting Standards (IPSAS). – Manage the funds-in-trust held on behalf of certain postal operators and assume responsibility for expenditure monitoring and reporting to these postal operators. – Ensure the proper keeping of accounts and liaise with the Internal and External Auditors. 2. Business support – Bill DCTP customers, plan and control their due settlements. – Prepare periodical financial reports for IB management and TC members. – Manage and provide financial information to DCTP customers related to network traf¬fic, licences, projects, missions and membership fees. – Manage all missions by DCTP staff. – Consolidate and publish the annual DCTP price list (Schedule of Charges). – Ensure, with the Project Management Office (PMO), the monitoring and reporting of costs and revenues of the DCTP customer projects and services, as well as accurate quarterly cross-charging between TC and other budgets. 3. Contract and licence management In collaboration with the DCTP units, ensure all contractual relations with postal opera-tors, partners, private businesses and internal IB contacts, in coordination with the Legal Affairs Directorate. – Draft and secure for validation contract (licence) agreements. – Administer TC contracts and develop agreements. 4. Secretariat of the TC Management Board – Manage the activities of the TC and its Management Board, in conjunction with the DCTP Director and the Administrative Support Specialist. – Work with the DCTP Director and units to prepare and present the quarterly TC fore¬cast and the TC budget to the TC Management Board. – Organize TC General Assemblies and assist the DCTP Director in his duties as TC Secretary. – Oversee the TC Rules of Procedure, ensuring compliance and application by TC members. – Coordinate the drafting of the TC strategic plan and contribute to its development. 5. Management of arrears and sanctions Within the delegated authority and under the guidance of the DCTP Director: – Formulate proposals for tracking and reducing arrears. – Inform DCTP customers on arrears-related matters. – Establish and follow up on instalment plans. – Limit product usage on instruction. – Report on the status of arrears on a yearly basis to the TC Management Board. – Implement measures for bad debtors according to TC Management Board decisions. 6. Control Analyze and report: – from the Project and Portfolio Management (PPM) system on effort vs income; – regularly on forecasts vs contracted effort; – on the IB IT consulting contribution to the Finance Directorate. 7. Procurement Streamline and oversee all procurement processes required for projects and products provided by the DCTP: – In collaboration with the DCTP units, coordinate with the Tenders and Procurements Committee (TPC) for the submission of calls for tenders and derogation requests. – Track and analyze applications in terms of conformity with the UPU Financial Regulations, Rules and policy. – Maintain contract information in the Contract Lifecycle Management (CLM) system. 8. Leadership and management – Lead and manage the unit, promoting a spirit of professional curiosity, anticipating new challenges, seeking solutions and assessing their efficacy, all the while showing a commitment to achieving excellence. – Launch the development and implementation of the unit’s work plan, in particular establishing the forecasts, priorities and anticipated needs in terms of human and financial resources. – Lead, motivate, guide and ensure the ongoing development of team members. Draw up their work plans and objectives, give them feedback on their work, highlight posi¬tive results and resolve issues surrounding less positive results. – Manage leave and absences, as well as overtime and replacements when 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. Focus on results: – Quickly identifies issues and the right person to provide solutions, and shows strong client orien tation in business dealings; – Explores the options for finding innovative solutions to improve work processes and results; – Remains focused and keeps morale high when faced with adversity; – Reallocates resources quickly and effectively when faced with unforeseen events Teamwork: – Encourages cooperation among staff within the programme and directorate and across the organization; – Collects and assesses information on a broad range of issues related to the team’s work and seeks common solutions; – Encourages others to be innovative in order to improve outcomes. Team management: – Demonstrates the ability to delegate responsibility, motivate and lead, and provide effective coaching and performance feedback; – Coordinates the activities of the team; – Delegates work efficiently within the team and evaluates the team’s work in a timely and fair manner; – Clearly communicates work expectations and defines successful indicators; – Takes ownership of the team’s problems and seeks sustainable solutions; – Recognizes team participation and rewards individual contributions; – Ensures a good planning of work and regularly reassesses priorities to ensure delivery of the expected outcomes; – Motivates team members to strive for excellence. Job-related competencies: – Ability to see the big picture and capacity for analysis and synthesis. – Leadership and decision making. – Rigour and precision in work. – Ability to plan work, manage priorities and take decisions. – Ability to apply connected thinking and work as part of a team. – Oral communication skills to be able to present complex figures to all audiences. – Ability to prepare documents with complex figures, as well as procedures, rules and instructions.

Education

Advanced university degree (master’s degree or equivalent) in the field of financial management and accounting or economics, or first-level university degree (bachelor’s or equivalent) in the field of financial management and accounting or economics.

Job – Specific Qualification

Very good knowledge of international accounting standards (IAS, IFRS, IPSAS) and their application is required. Very good knowledge of accounting and budgeting techniques, clearing and settlement tools is required. Very good knowledge of financial and management rules is required. Good knowledge of relational databases and accounting software is required. Good knowledge of investment products and cash management techniques is required. Very good negotiation skills are required. Knowledge of auditing is desirable.

Work Experience

With an advanced university degree, at least seven years of professional experience in the field of accounting or financial management in IT commercial/service management, is desirable. With a first-level university degree, at least nine years of professional experience as outlined above is required.

Languages

Proficiency in English is mandatory. French would be an advantage.

Assessment

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

Special Notice

– Monthly salary:(Net of tax) 8,500 CHF – This is a non-core post. This position will be in full compliance with the “Rules governing non-core staff”, which expressly exclude some international benefits (home leave, installation grant, education grant and eligibility to a continuing appointment). 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. – Scheduled date for taking up appointment: As soon as possible. – 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. – Applications from women and member states are particularly encouraged. – 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. – 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. 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.