Org. Setting and Reporting

This position is located in the United Nations Postal Administration (UNPA) office at Vienna (Austria), which reports to the United Nations Postal Administration (New York)/Facilities and Commercial Services (FCAS)/Division of Administration (DOA)/Department of Operational Support (DOS). The incumbent will report to the Sales and Marketing Assistant at the higher level in the Marketing and Order Entry Team and work under the overall guidance and supervision of the Programme Assistant managing the UNPA Vienna office.

For more information on UNPA, please visit the website www.unstamps.org

Responsibilities

Within assigned authority, the incumbent will be responsible for assisting in the overall sales, revenue earned, market and product development, systems and website maintenance, order entry and processing, and customer services of the United Nations stamp programme. The incumbent will be responsible for the following duties:

•Conceptualize and draft promotional copy for use in different marketing channels, including advertising, direct mail, Internet and e-mail.
•Conceptualize and create graphic material for varied print and electronic media projects such as brochures, catalogues, flyers, posters, and online newsletters.
•Prepare and coordinate inclusion of new material and prices in the UNPA sales system and website; convert documents into HTML; prepare and incorporate graphics as needed using Photoshop or other graphic design software; upload new promotional material to appropriate directories using FTP; analyse web statistics and prepare charts and graphs.
•Assist in the development of questionnaire surveys and the analysis of the results and coordinate market research mailings and related activities.
•Coordinate elements of annual marketing plan in such areas as direct mail, advertising, exhibit, and other related programmes; provide schedule and cost estimates, liaise with vendors, prepare periodic reports.
•Maintain in-house databases by entering and updating operational statistics, sales and other data; provide periodic reports.
•Coordinate the Office’s activities with other UN Departments, Agencies and Programmes involved in the sales of UN stamps.
•Handle credit applications and opening of accounts for new customers; research inquiries and prepare/sign off on relevant communications; monitor status of accounts, investigate discrepancies and initiate action of correcting inconsistencies, identify issues and recommend actions to supervisor on problem accounts.
•Accept and process orders (including electronic, subscriptions and standing orders) for assigned customers; receive and review and code orders; communicate delivery schedule; coordinate and follow-up with relevant units to ensure timely delivery and shipping; send invoices, reminders; respond to questions on status of orders.
•Monitor customer feedback; liaise with other units and colleagues; identify and recommend selective titles for promotion to customers including standing orders/on-line customers.
•Investigate claims on orders, handle returns, and ensure appropriate disposition, adjustments, exchange or refunds; gather supporting documentation, reconcile discrepancies and submit to supervisor for appropriate action.
•Coordinate specific order fulfilment functions.
•Assist with the overall operation of the UNPA stamp counter, including include planning, organizing, merchandising, staffing and delegating assignments.
•Attend stamp shows on behalf of UNPA to sell and promote UN stamps and other products.
•Provide administrative support; verify invoices for payment; process, draft and finalize correspondence and other communications; set up and maintain files/records; monitor deadlines.
•Work with the UN Office of Information, Communications Technology (OICT) and relevant service providers to provide overall personal computing, UNPA sale system and website, and other IT supports for the UNPA Vienna office.
•Perform scheduled conversion, review, upload and processing of sale transactions files into the UN Umoja (i.e. SAP) system.
•Carry out requisite reporting functions (e.g. standing orders/subscription figures etc.).
•Provide guidance/training to junior staff, as required; may undertake supervisory functions in an acting capacity.
•Perform other work-related duties as assigned.

Competencies

•Professionalism: Has knowledge of principles and practices pertaining to the promotion, sale and distribution of postage stamps, collectibles, gifts or other similar items. Has ability to design, develop and execute marketing and promotion of these items. Has knowledge of processing customer orders, customer adjustments, order entry data functions, order filling functions, customer service and retail sales. Is able to write and communicate effectively with customers and the public. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
•Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of experience in sales, customer service, order entry, order filling, and processing customer adjustments is required.
Experience in working with order fulfilling systems, online stores, web sales, mobile application or any other type of sales-oriented system is required.
Work experience with an ERP System is required.
Experience with SAP/Umoja, in particular, Sales and Distribution modules or other comprehensive sales systems, such as MegaStamp is desirable.
Experience uploading content and maintain website for a revenue-generating operation is desirable.
Experience in working with philately and philatelic products is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Other Skills and Requirements

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.