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United Nations Environment Programme (UNEP) Is Hiring SENIOR STAFF ASSISTANT Apply Now

Background

The United Nations Environment Programme is responsible for coordinating responses to environmental issues within the United Nations system. It was established by Maurice Strong, its first director, after the United Nations Conference on the Human Environment in Stockholm in June 1972.

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About UNEP

The United Nations Environment Programme (UNEP) is an agency of the United Nations (UN) that focuses on environmental issues and sustainable development. Here is some information about UNEP:

  1. Mandate: UNEP’s primary mandate is to coordinate and catalyze global environmental action. It provides leadership and encourages partnerships to address environmental challenges and promote sustainable development.
  2. Mission: UNEP’s mission is to provide leadership and encourage partnership in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations.
  3. Focus Areas: UNEP works on a wide range of environmental issues, including biodiversity conservation, climate change, sustainable consumption and production, ecosystem management, environmental governance, chemicals and waste management, and resource efficiency.
  4. Programs and Initiatives: UNEP implements various programs and initiatives to address environmental challenges. These include initiatives such as the Global Environment Outlook, the Green Economy Initiative, the UN Decade on Ecosystem Restoration, and campaigns like World Environment Day.
  5. International Environmental Agreements: UNEP supports the implementation of international environmental agreements, such as the Paris Agreement on climate change, the Convention on Biological Diversity, and the Minamata Convention on mercury. It provides technical assistance and capacity-building to countries in meeting their obligations under these agreements.
  6. Science and Research: UNEP promotes the use of science and research in environmental decision-making. It produces reports, assessments, and scientific publications to provide policymakers, governments, and other stakeholders with reliable information and data on various environmental issues.
  7. Capacity-Building and Technical Assistance: UNEP provides capacity-building support and technical assistance to member states and other stakeholders. This includes helping countries develop and implement policies, strengthen institutions, build local capacities, and access financial resources for environmentally sustainable development.
  8. Collaboration and Partnerships: UNEP collaborates with governments, civil society organizations, businesses, academia, and other UN agencies to leverage resources and expertise for environmental action. It promotes multi-stakeholder engagement and partnerships to address complex environmental challenges.
  9. Global Advocacy and Awareness: UNEP plays a crucial role in advocating for environmental protection and raising awareness about pressing environmental issues. It organizes campaigns, events, and initiatives to engage the public, mobilize action, and foster a global movement for sustainable development.

Why work at UNEP

The United Nations Environment Programme (UNEP) is an agency of the United Nations (UN) that focuses on environmental issues and sustainable development. Here is some information about UNEP:

  1. Mandate: UNEP’s primary mandate is to coordinate and catalyze global environmental action. It provides leadership and encourages partnerships to address environmental challenges and promote sustainable development.
  2. Mission: UNEP’s mission is to provide leadership and encourage partnership in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations.
  3. Focus Areas: UNEP works on a wide range of environmental issues, including biodiversity conservation, climate change, sustainable consumption and production, ecosystem management, environmental governance, chemicals and waste management, and resource efficiency.
  4. Programs and Initiatives: UNEP implements various programs and initiatives to address environmental challenges. These include initiatives such as the Global Environment Outlook, the Green Economy Initiative, the UN Decade on Ecosystem Restoration, and campaigns like World Environment Day.
  5. International Environmental Agreements: UNEP supports the implementation of international environmental agreements, such as the Paris Agreement on climate change, the Convention on Biological Diversity, and the Minamata Convention on mercury. It provides technical assistance and capacity-building to countries in meeting their obligations under these agreements.
  6. Science and Research: UNEP promotes the use of science and research in environmental decision-making. It produces reports, assessments, and scientific publications to provide policymakers, governments, and other stakeholders with reliable information and data on various environmental issues.
  7. Capacity-Building and Technical Assistance: UNEP provides capacity-building support and technical assistance to member states and other stakeholders. This includes helping countries develop and implement policies, strengthen institutions, build local capacities, and access financial resources for environmentally sustainable development.
  8. Collaboration and Partnerships: UNEP collaborates with governments, civil society organizations, businesses, academia, and other UN agencies to leverage resources and expertise for environmental action. It promotes multi-stakeholder engagement and partnerships to address complex environmental challenges.
  9. Global Advocacy and Awareness: UNEP plays a crucial role in advocating for environmental protection and raising awareness about pressing environmental issues. It organizes campaigns, events, and initiatives to engage the public, mobilize action, and foster a global movement for sustainable development.

Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-7
Duty Station : MONTREAL
Department/Office : United Nations Environment Programme
Deadline : May 25, 2024

Responsibilities:

A. Managing Correspondence:
a) Serve as the focal point for all incoming and outgoing communications.
b) Ensure the smooth flow of correspondence to and from the Office of the Executive Secretary, bringing urgent matters to the Executive Secretary’s attention immediately, with background documentation.
c) Translate routine correspondence from French to English and from English to French.
d) Independently draft, review, edit, and proofread documents, such as notes, memoranda, letters, notifications, etc., submitted for the signature of the Executive Secretary, paying particular attention to accuracy, grammar, punctuation, and style, and adhering to established standards of format.
e) Respond to or prepare routine correspondence and other communications in English and French.
f) Oversee and provide guidance to other staff within the Secretariat on the filing system for correspondence and documentation, including that of a confidential and political nature.
g) Draft, review, edit, provide guidance to staff on, and disseminate official communications.
h) Prepare relevant background material and documents for meetings and conferences in which the Executive Secretary is involved and communicate information to appropriate participants.

B. Organizing Meetings:
a) Maintain the Executive Secretary’s calendar and schedule of appointments.
b) Schedule appointments, taking into account meetings already scheduled and possible overlaps.
c) Suggest priorities among pending requests and invitations.
d) Modify appointments as requested, often at the last minute.
e) Ensure that recurring key meetings take place as expected and arrange all logistics for these meetings. When appropriate, draft agenda and meeting minutes.
f) Monitor deadlines for completion of requested tasks and draw the Executive Secretary’s attention to pending deadlines.
g) Liaise with participants of meetings in which the Executive Secretary is involved.
h) Respond to moderately complex information requests and inquiries, including those of a sensitive nature, or refer calls/visitors to the appropriate staff member.
i) Filter telephone calls and visitors for the Executive Secretary, using discretion and tact, and request access when appropriate.

C. General Administration:
a) Undertake all administrative functions pertaining to the Executive Office’s needs.
b) Review the data available in the various databases of the Secretariat and bring evolving trends or anomalies to the attention of the Executive Secretary.
c) Make all travel arrangements for the Executive Secretary, including visa formalities, ticketing, and actions in Umoja.
d) Prepare the Executive Secretary’s schedule of meetings before official missions and adjust the schedule as needed during missions.
e) Ensure that the Executive Secretary is provided with necessary information in a timely manner and maintain the Executive Secretary’s “bring forward” file.
f) Keep abreast of ongoing matters/issues in the Office of the Executive Secretary.
g) Identify diverse issues/problems as they arise and raise them with the Executive Secretary.
h) Coordinate extensively with UNON and UNEP staff and outside officials regarding all of the above duties.
i) Take initiative and independently carry out routine matters that do not require the intervention of the Executive Secretary.
j) Assist with the collection and analysis of data, as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision making.
k) Assist with visualizations and updating information material such as web pages or brochures.
l) Perform additional duties as requested.

Competencies:
PROFESSIONALISM: Demonstrates knowledge of general office and administrative support, including administrative policies, processes, and procedures. Ability to analyze, model, and interpret data in support of decision-making. 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. Motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Commits to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

PLANNING AND ORGANIZING: Develops clear goals consistent with agreed strategies, identifies priority activities and assignments, adjusts priorities as required, allocates an 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 a high school diploma or equivalent is required.

Job-Specific Qualification:
Supplementary training in administration, project management, or another relevant field is desirable.

Work Experience:
A minimum of ten (10) years of progressively responsible experience in general office support, administration, or related areas is required. The minimum ten (10) years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. A minimum of ten (10Responsibilities:

A. Correspondence Management:
a) Serve as the primary point of contact for all incoming and outgoing communications.
b) Ensure the smooth flow of correspondence to and from the Office of the Executive Secretary. Bring urgent matters to the Executive Secretary’s attention immediately, providing necessary background documentation.
c) Translate routine correspondence between French and English.
d) Independently draft, review, edit, and proofread various documents, such as notes, memoranda, letters, and notifications. Pay close attention to accuracy, grammar, punctuation, and style, adhering to established formatting standards.
e) Respond to or prepare routine correspondence and other communications in English and French.
f) Supervise and guide Secretariat staff in managing the filing system for correspondence and confidential/political documentation.
g) Draft, review, edit, guide staff on, and disseminate official communications.
h) Prepare relevant background materials and documents for meetings and conferences involving the Executive Secretary. Communicate information to appropriate participants.

B. Meeting Organization:
a) Maintain the Executive Secretary’s calendar and schedule of appointments.
b) Schedule appointments, considering existing commitments and potential conflicts.
c) Prioritize pending requests and invitations.
d) Make changes to appointments as requested, often on short notice.
e) Ensure regular key meetings occur as scheduled. Handle logistics for these meetings, and when necessary, prepare agendas and meeting minutes.
f) Monitor deadlines for assigned tasks and notify the Executive Secretary about pending deadlines.
g) Liaise with meeting participants involving the Executive Secretary.
h) Respond to moderately complex information requests and inquiries, including sensitive matters. Direct calls/visitors to appropriate staff members when necessary.
i) Filter telephone calls and visitors for the Executive Secretary, exercising discretion and tact. Request access as appropriate.

C. General Administration:
a) Perform all administrative functions required by the Executive Office.
b) Review data from various Secretariat databases and bring evolving trends or anomalies to the Executive Secretary’s attention.
c) Arrange all travel arrangements for the Executive Secretary, including visa formalities, ticketing, and actions in Umoja.
d) Prepare the Executive Secretary’s meeting schedule for official missions and make adjustments as needed during missions.
e) Ensure timely provision of necessary information to the Executive Secretary. Maintain the Executive Secretary’s “bring forward” file.
f) Stay up to date on ongoing matters/issues within the Office of the Executive Secretary.
g) Identify and raise diverse issues/problems to the Executive Secretary’s attention.
h) Coordinate extensively with UNON and UNEP staff as well as external officials regarding the aforementioned duties.
i) Take initiative and independently handle routine matters that do not require the Executive Secretary’s intervention.
j) Assist in collecting and analyzing data, preparing data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision making.
k) Assist in visualizations and updating information materials such as web pages or brochures.
l) Perform additional duties as requested.

Competencies:

PROFESSIONALISM: Demonstrate knowledge of general office and administrative support, including administrative policies, processes, and procedures. Ability to analyze, model, and interpret data to support decision-making. Show pride in work and achievements. Possess professional competence and mastery of subject matter. Be conscientious and efficient in meeting commitments, observing deadlines, and achieving results. Be motivated by professional rather than personal concerns. Show persistence in the face of difficult problems or challenges. Remain calm in stressful situations. Commit to implementing gender equality by ensuring equal participation and full involvement of women and men in all aspects of work.

PLANNING AND ORGANIZING: Develop clear goals consistent with agreed strategies. Identify priority activities and assignments. Adjust priorities as needed. Allocate appropriate time and resources for completing work. Anticipate risks and plan contingencies. Monitor and adjust plans and actions as necessary. Use time efficiently.

COMMUNICATION: Communicate clearly and effectively in both spoken and written forms. Listen to others, interpret messages correctly, and respond appropriately. Ask questions for clarification and engage in two-way communication. Tailor language, tone, style, and format to suit the audience. Demonstrate openness in sharing information and keeping people informed.

Education:
Completion of a high school diploma or equivalent is required.

Job-Specific Qualification:
Additional training in administration, project management, or a related field is desirable.

Work Experience:
A minimum of ten (10) years of progressively responsible experience in general office support, administration, or related areas is required. The minimum experience requirement is reduced to eight (8) years for candidates holding a first-level university degree or higher. A minimum of ten (10) years of administrative and senior secretarial experience is required. Previous experience within the United Nations common system or a similar international organization is desirable. Familiarity with Enterprise Resource Planning (ERP) systems, such as Umoja, is desirable. Additionally, one (1) year or more of experience in data analytics or a related area is desirable.

Languages:
Fluency in English and French (both written and spoken) is required. Knowledge of other official UN

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