Job Title: STAFF
ASSISTANT, G5
ASSISTANT, G5
Department/ Office: United Nations Environment Programme
Duty Station: MONTREAL
Posting Period: 21 May
2013-20 June 2013
2013-20 June 2013
Job Opening number: 13-ADM-UNEP-27322-R-MONTREAL (O)
United Nations Core Values: Integrity,
Professionalism, Respect for Diversity
Professionalism, Respect for Diversity
Organizational Setting and Reporting
The United Nations Environment Programme (UNEP) is
the United Nations system’s
the United Nations system’s
designated entity for addressing environmental
issues at the global and regional level. Its
issues at the global and regional level. Its
mandate is to coordinate the development of
environmental policy consensus by keeping the
environmental policy consensus by keeping the
global environment under review and bringing
emerging issues to the attention of
emerging issues to the attention of
governments and the international community for
action. At the 1992 Earth Summit in Rio de
action. At the 1992 Earth Summit in Rio de
Janeiro, world leaders agreed on a comprehensive
strategy for ‘sustainable development’.
strategy for ‘sustainable development’.
One of the key agreements adopted at Rio was the
Convention on Biological Diversity. The
Convention on Biological Diversity. The
Convention establishes three main goals: the
conservation of biological diversity, 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:
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;
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;
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.
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;
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.
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.
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.
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.).
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.
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.).
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;
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;
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.
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,
Supplementary training in administration,
project management or other relevant field is an
advantage.
advantage.
Work Experience
At least five years of progressively responsible
experience, including experience at the
experience, including experience at the
international level in the field of sustainable
development or environment related
development or environment related
programmes, environmental law, public
administration and environmental conventions.
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.
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
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
basis. External candidates will be considered
only when no suitable internal candidate from the
duty station is identified. The candidate is
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.
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.
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.
OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR
TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON
APPLICANTS’ BANK ACCOUNTS.
How to Apply
Interested candidates are required to follow the
link below to apply
link below to apply
Closing Date: Thursday, 20 June 2013
