Org. Setting and Reporting

The United Nations Environment Programme 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 United Nations Environment Programme. This post is located in the Convention on Biological Diversity, Office of the Executive Secretary (OES). Under the general guidance of the Executive Secretary and the direct supervision of the Special Assistant, Administration, the incumbent will perform the following duties:

Responsibilities

•Keeps abreast of all the various programmes of work of the Secretariat and independently processes daily correspondence to staff members for action; keeps the Executive Secretary informed of all mail items received; performs follow-up on status of replies to official and routine daily correspondence. 
•Performs electronic archival and records management of mail in internal database (mail log). 
•Researches, compiles and summarizes information on various issues upon request. 
•Drafts replies to official correspondence received, prepares notifications; initiates and prepares official correspondence to Parties, governments, organizations and replies to routine requests from general public and focal points. 
•Reviews and edits correspondence drafted by other staff members, prepared for Executive Secretary’s signature, for adherence to format, grammar, punctuation and style, as well as content. 
•Administers electronic distribution of notifications, press releases, communiqué’s to relevant CBD partners and media contacts. G. Maintains and manages records in national focal points database. 
•Liaises with various CBD partner organizations, including Permanent Missions in New York and diplomatic missions in Canada, ensuring that the Secretariat records are up-to-date. 
•Develops technical documentation for relevant computer application systems for staff use. 
•Introduces formatting rules for various internal databases that are used by other staff members with a view to ensuring consistency in data entry and proper synchronization with other internal databases and list serves.
•Trains and provides guidance to relevant staff on importance of such rules and procedures. 
•Supervises office support staff on their proper usage. 
•Works closely with the Implementation Support Division on improving the overall information management system of the Secretariat and participates in the design, development and testing of new internal computer applications making sure they are user-friendly and meet the needs of the Secretariat 
•Trains new staff on the usage of various internal databases; provides daily support. 
•Performs other relevant duties as required.

Competencies

PROFESSIONALISM: 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.

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.

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 the audience. Demonstrates openness in sharing information and keeping people informed.

Education

Completion of High School Diploma or equivalent is required. Computer training certification also required. Knowledge of Microsoft Access databases is an asset.

Work Experience

A minimum of seven years of progressively responsible work experience in administration, information management or related field is required. Excellent computer skills and experience in information management also required.

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 a strong asset.

Assessment

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

Special Notice

Appointment against this post is 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.

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. 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.

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.