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Posting Title:STAFF ASSISTANT, G6
Job Code Title:STAFF ASSISTANT
Department/Office:United Nations Environment Programme
Duty Station:MONTREAL
Posting Period:08 July 2019 – 06 August 2019
Job Opening Number:19-Administration-UNEP-118042-R-Montreal (X)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

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, Office of the Executive Secretary. Under the general guidance of the Executive Secretary and the direct supervision of the Special Assistant to the Executive Secretary the incumbent will perform the following duties:

Responsibilities

A. Assists in the overall administration of the Office, i.e. provides substantive and administrative support in managing priorities and work flow of the Office and of the work unit, including leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, among other as needed. Addresses administrative procedures and systems to ensure smooth functioning of the Office, including filing (paper and electronic) systems; prepares, processes and classifies confidential information; 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; is responsible for time management and scheduling the priorities of the Office with appropriate consultation, as required; effectively prioritizes and resolves related conflicts and competing demands; screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Office attention and refers information to relevant officers for appropriate disposition; monitors and follows-up on actions to be taken; ensures quality-control for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. 
B. Undertakes specific duties on behalf of the Office, including backstopping activities relating to the post-2020 process, such as note taking and reviewing standard operating procedures to foster effective communication exchange and follow up among senior officials internally and externally. Under the guidance of the supervisor, keeps other staff informed of processes, deadlines and deliverables by reviewing and conveying procedures, directives, reports, maintaining status updates and other relevant information; brings sensitive and urgent matters to the attention of the supervisor and other staff in the Office. 
C. 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, including providing input to draft briefing notes to intergovernmental bodies and other meetings, as required Researches, analyzes, compiles and summarizes background materials and data for use in preparation of reports, briefs, and speeches; scans reports from specialized agencies and other partners, as well as other sources keeping the Office abreast of relevant information. 
D. Supports logistics requests; organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.). Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases. Performs other duties as assigned.

Competencies

Professionalism: Supports the Office of the Executive Secretary in the management of the efficient operation of the Office. 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.

Education

Completion of high school diploma, or equivalent is required. Excellent planning, organization, writing and drafting skills, in addition to ability to design power-point and other types of visual presentations is required. Excellent database management and other computer skills are required. Supplementary training in administration, project management or other relevant field is an advantage.

Work Experience

A minimum of seven (7) years of progressively responsible experience in general office support, administration or related area is required. Working experience in an international organization is an asset

Languages

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 other UN languages is an asset.

Assessment

Evaluation of qualified candidates may include a substantive assessment which will be followed by a competency-based interview.

Special Notice

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. The United
Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. 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.

Internal Applicants – when completing the PHP, 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.

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.

Above texts are copied from United Nations Official Web Page (careers.un.org) 
Copyright 2018 United Nations. All rights reserved

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