Job Title:STAFF ASSISTANT, G5Organization:UNEP Montreal
Department/ Office:United Nations Environment Programme
Duty Station:MONTREAL
Job Opening number:13-ADM-UNEP-27322-R-MONTREAL (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The United Nations Environment Programme (UNEP) is the United Nations system's
designated entity for addressing environmental issues at the global and regional level. Its
mandate is to coordinate the development of environmental policy consensus by keeping the
global environment under review and bringing emerging issues to the attention of
governments and the international community for action. At the 1992 Earth Summit in Rio de
Janeiro, world leaders agreed on a comprehensive strategy for 'sustainable development'.
One of the key agreements adopted at Rio was the Convention on Biological Diversity. The
Convention establishes three main goals: the conservation of biological diversity, the
sustainable use of its components, and the fair and equitable sharing of the benefits from the use of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal and is administered by UNEP. Under the day-to-day supervision of the Principal Officer of the Division, the incumbent will perform the following duties:
Responsibilities
a) Assists in the overall administration of the department/division, i.e. provides substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner;
b) Compiles and analyzes basic data from a variety of sources;
c) Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
D) Screens and prioritizes all incoming correspondence; compiles relevant background documents and references' identifies issues requiring the manager's attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken;
e) Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.
F) Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
G) Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc. h) Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
I) Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participants lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
j) Prepares, processes and classifies confidential information.
K) Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, service and supply requisitions, conference room booking, etc.).
L) Exercises quality control functions for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style;
M) Uses standard word processing package to produce a wide variety of large, complex documents and reports;
n) Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
O) Performs other duties as assigned.
Competencies
Professionalism: Affinity with and understanding of the functions and organisation of UNEP.
Demonstrate ability to apply judgement in the context of assignments given and discretion,
resourcefulness and ability to deal proactively and tactfully with other divisions. Ability to
undertake research and gather information from standard sources. Analytical abilities an
advantage. Ability to identify extract and analyze a range of data. Planning and organizing:
Effective time management and ability to prioritize and plan own work to meet deadlines.
Communication: Ability to write in a clear and concise manner and to communicate
effectively orally. Excellent drafting and writing abilities required. Teamwork: Ability to
work harmoniously as part of an international multicultural team.
Education
Completion of Secondary school is required. Supplementary training in administration,
project management or other relevant field is an advantage.
Work Experience
At least five years of progressively responsible experience, including experience at the
international level in the field of sustainable development or environment related
programmes, environmental law, public administration and environmental conventions.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised fluency in oral English is required. Knowledge of another official United Nations language is an advantage.
Assessment Method
Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview
Special Notice
1. Appointment against this post is on a local basis. External candidates will be considered
only when no suitable internal candidate from the duty station is identified. The candidate is
responsible for any travel expenses incurred and visa or work permit issues in order to take-up the appointment. Staff members are subject to the authority of and assignment by the SG. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 2. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira 'Need Help?' link.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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.
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