Sales and Marketing Assistant, Vienna

Org. Setting and ReportingThis position is located in the United Nations Postal Administration (UNPA) located in Vienna, Austria, operating under the Facilities and Commercial Activities Service (FCAS), Division of Administration, New York (DOA), Department of Operational Support (DOS). The incumbent reports directly to the Programme Assistant, leading the UNPA European Section and the overall direction of the Chief, UNPA. For more information please visit ResponsibilitiesWithin delegated authority, the Sales and Marketing Assistant will be responsible for the marketing, promotion, advertisement, communication, and social media campaigns of UNPA New York, Geneva and Vienna. The incumbent will be responsible for sales, revenue earned and all matters regarding markets and products development, European languages website maintenance, order fulfilment, correspondences and customer services of the United Nations stamps programme and merchandising in Europe and Middle Eastern countries. The incumbent will supervise the Sales and Marketing Team. The incumbent will perform the following specific duties: Promotion/Marketing • Conceptualize, create, and execute broad brand development, marketing, and communication initiatives with the objective of increasing visibility, sales and revenue from UN stamps and merchandise for UNPA offices in New York, Geneva and Vienna. • Research, analyse, and report on philatelic markets, stamps and merchandise sales, product and technological development, consumer trends, etc. so that UNPA teams are informed, and market opportunities identified and capitalized. • Research, compile and verify background material for promotional material; draft promotional copy for use in different marketing channels, including advertising, direct mail, digital marketing, social media postings, Internet and e-mail. Proofread copy written by other colleagues and/or contractors. • Conceptualize and work with UNPA Graphics and Communication Team located at UNHQ, New York to create graphic material for varied print and electronic media projects such as stamps, envelopes, folders, postcards, packaging materials, brochures, catalogues, flyers, posters, and online newsletters. Research for local vendors, obtain cost estimates and supervise the delivery of services and products when required. • Provide support in translating information of new UNPA products into required European languages for promotion, marketing and the UNPA website and other online social media and sales platforms; analyse sale statistics from various sales and marketing platforms and prepare charts and graphs. • Coordinate multiple marketing and promotional programmes to promote the sales of UN stamps/products as set out in the Annual Marketing Plan (e.g. advertising, websites, direct mail, email drip, social media, digital marketing, search engine marketing, affiliate marketing, brand partnership, exhibitions, and market research); prepare schedules and cost estimates; liaise with external vendors, graphic design staff, and other UN staff as required; monitor and evaluate responses to promotional programmes. • Work with various UN colleagues to administer and monitor contractual agreements; verify invoices for payment processing, review of bank deposits for submission to revenue accounts; participate in recruitment process for contract staff, etc. • Perform and supervise quality of data entry of sales and other data into in-house databases; provide periodic reports. • Manage and supervise marketing staff and/or business partners responsible for carrying out different sales, marketing, and promotional activities. • Coordinate the UNPA Europe Section’s activities related to the sales of UN stamps and other UNPA products with other UN Departments, Agencies and Programmes. • Coordinate the inventory of UN stamps including incoming and outgoing shipments, liaise with distribution and dispatch offices and annual inventory count and reconciliation. Sales/Order Fulfilment • Continually evaluate, recommend, and make improvements to processes related to sales and order fulfilment through telephone, mails, eCommerce website, business partners, sales representatives, etc. • Analyse, recognize, then simplify and/or improve customer shopping experiences with the objective of increasing customer satisfaction, retention, and sales; encourage customers to subscribe to standing orders. • Manage, and supervise the day-to-day operations and staff dealing with order fulfilment and customer service. • Review, plan, prioritize, and assign work with the team; develop internal operating procedures and guidelines. • 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 for correcting inconsistencies, identify issues and recommend actions to supervisor on problem accounts. • Accept and process orders (including online/web, individual customers, dealers/distributors and standing orders) for the assigned sales areas; receive, review and enter orders into the relevant UNPA systems; communicate delivery schedule; coordinate and follow-up with relevant units to ensure timely delivery and shipping or provision of on-line access, etc.; send notices/invoices, reminders; respond to questions on status of orders. • Investigate claims on orders, handle returns, and ensure appropriate disposition, adjustments, exchanges or refunds; gather supporting documentation, reconcile discrepancies and submit to supervisor for appropriate action. • Coordinate specific order fulfilment functions. • Monitor operations and recommend changes to improve revenue production, payment of accounts, client services, etc., and initiate new procedures as required. • Manage sales to agents and distributors; evaluate new customer account requests; analyse their needs and credit worthiness. • Monitor customer feedback; liaise with UNPA Headquarters teams; identify and recommend selective stamp issues for promotion to customers including standing orders/on-line customers. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other work-related duties as required. Competencies• Professionalism: Has knowledge of principles and practices pertaining to the promotion, sale and distribution of postage stamps and merchandise. Has ability to develop and execute brand board development, marketing, social media, communication, and promotion plan for United Nations stamps and other UNPA products. Has ability to service and communicate with customers, process their orders through an Enterprise Resource Planning (ERP) system. Is able to generate and interpret sales reports, conduct market research, evaluates and advises on product designs and offerings, and recommend pricing. Has ability to navigate and use sales system, eCommerce website, mobile applications, and popular social media platforms. Has ability to perform analysis, modelling, and interpretation of data in support of decision-making. 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. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors’ language, tone, style, and format to match audience; demonstrates openness in sharing information and keeping people informed. • Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches. • Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years of progressively responsible experience in sales, digital marketing, merchandising, advertising, social media, communication and promotional activities, order fulfilment, and customer service is required. The minimum number of years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. Work experience with sales and order fulfillment systems, online eCommerce store, and social media platforms are required. Experience with the philatelic market and major players is desirable. Experience with retail sales, customer services and exhibitions is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Fluency in German is desirable. Knowledge of another United Nations official language is an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise and a competency-based interview. Special NoticeFilling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit United Nations ConsiderationsAccording 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 FeeTHE 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.