|Posting Title:||STAFF ASSISTANT, G5|
|Job Code Title:||STAFF ASSISTANT|
|Department/Office:||United Nations Environment Programme|
|Posting Period:||11 February 2019 – 12 March 2019|
|Job Opening Number:||19-Administration-UNEP-110766-R-Montreal (X)|
Org. Setting and Reporting
The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. 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 has three main objectives: the conservation of biological diversity, the sustainable use of its components, and the fair and equitable sharing of the benefits arising from the use of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal and is administered by UN Environment. This post is located in the Convention on Biological Diversity, Implementation Support Division. Under the direct supervision of the Head of Division, the incumbent will perform the following duties:
A. Manages the office of the Head of Division: Provides direct assistance to the Head of Division; Maintains files on all correspondence and documents relating to the work of the supervisor, including those of a confidential nature; Drafts correspondence and types in English and French letters, notifications, documents and reports into final form; Reviews and performs quality control of outgoing correspondence and documents and ensures conformity with standard UN formats, practices and procedures. B. Assists in the overall administration of the Division: Responds to a diverse range of correspondence and other communication, in respect to relevant administrative matters of Division; Coordinates with service Divisions/Units and liaises frequently with internal team members for inquiries related to general administration of the Division (such as travel requests, travel claims, visa requests and quarterly travel plans); and serves as an internal leave monitor. C. Human resources related functions: Follows up on actions related to the administration of the Division’s human resources activities; Assists the Head of Division with compilation and preparation of terms of reference for vacant positions including screening of applications for short-term and consultancy positions; Drafts desk assessment report upon completion of evaluation of applications; Responds to general enquiries and provides information and advice to staff regarding administrative procedures, processes and practices under the UN Staff rules and regulations. D. Provides support for preparation of documents and organization of meetings: Assists in the typing, preparation and editing of documents for presentation at meetings and conferences and for publications; Compiles data/inputs from Programme Management Officers for the preparation of routine reports (such as quarterly reports, monthly bulletins); Exercises quality control functions for all outgoing documents; Proofreads and edits texts for adherence for format, grammar, punctuation and style; Uses standard word processing package to produce a wide variety of complex documents and reports; Manages and updates internal databases (such as CBD database); Provides secretarial/conference-servicing assistance during CBD meetings in Montreal. E. Translation and interpretation: Prepares informal translations as required, related to the work of the Head of Division; Assists Programme Management Officers under the supervision of the Head of Division in similar tasks as required. F. Undertakes other duties as required.
• Professionalism: Provides general office management support to the Implementation Support Division and assist with its overall administration; Assists in the preparation of documents and organization of meetings; Prepares informal translation/interpretation services; Shows pride in work and 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 calms in stressful situations.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
A high school diploma or equivalent is required. Updated computer skills are required. Supplementary training in administration, project management or other relevant field is an advantage.
A minimum of five (5) years of progressively responsible experience in general office support, administration or related area is required.
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English and French is required. Knowledge of any other UN language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Appointment against this post is on a local basis. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. This position is open for recruitment for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by Him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. 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 email 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
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 or sexual abuse, or crimes other than minor traffic offences, 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.
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.
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.
Above texts are copied from United Nations Official Web Page (careers.un.org)
Copyright 2018 United Nations. All rights reserved
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