ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThe United Nations Environment Programme (UNEP) 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. A key agreement opened for signature at Rio was the Convention on Biological Diversity. The Convention has three objectives: the conservation of biological diversity, the sustainable use of its components and the fair and equitable sharing of the benefits arising out of the utilization of genetic resources. This post is located in the Secretariat of the Convention on Biological Diversity (SCBD) within the Office of the Executive Secretary, Conference Services Unit in Montreal, Canada. Under the direct supervision of the Head of the Editorial and Language Unit and the Head of the Administration Division, the incumbent will carry out the following functions: ResponsibilitiesA. DOCUMENT PROCESSING, TRANSLATION COORDINATION AND QUALITY CONTROL: a)Sends out documents for translation, providing any necessary instructions and references to translators, answering queries and following up with them, as needed, to ensure timely delivery; during in-session periods, identify the most adequate translators from the roster for each assignment on the basis of priority, area of expertise, availability, equitable distribution of work and other relevant factors. b) Receives translations and reviews them to ensure consistency with the source language in terms of format and completeness; time permitting, carry out a more thorough scoping check. c) Keeps a detailed record of the translation flow and liaises with the other translation shift during in-session periods to ensure a seamless coordination and delivery of translations. d) Works in tandem and, as necessary, acts as translation team leader during in-session periods, dividing the tasks and workload and providing guidance, as necessary. e) Conducts terminology work, developing and maintaining an in-house multilingual glossary and sending feedback or record creation requests to the United Nations Terminology Database (UNTERM). f) Posts documents online or submits them for posting, including to the United Nations Official Document System (ODS). g) Formats documents in accordance with existing guidelines and templates, including by creating tables, graphics and charts and applying or developing styles, macros and templates, in MS Word. B. HUMAN RESOURCES AND ADMINISTRATION: In close collaboration with the SCBD Editorial and Language Unit, assists the HR Unit with the hiring and payment of contracted language personnel. a) Ensures that all per-word translation requests are received in a timely manner to facilitate the preparation of purchase orders (contracts) for translators. b) Liaises with the SCBD Finance and Budget Unit to obtain the required funding confirmation/approval and coding blocks for translation assignments. c) Creates shopping carts in UMOJA and follows up with the certifying officer for approval. d) Liaises with the HR partner to ensure purchase orders (contracts) are created and approved. e) communicates with language individual contractors to ensure the timely signature/initialing of their contracts. f) Creates Service Entry Sheets (SES) to initiate the payment process and follows up with the certifying officer for SES approval. g) Prepares correspondence in accordance with established rules and procedures. h) Ensures proper filing of per-word translators' documents in Share Point, including shopping carts, purchase orders, contracts and mandatory documentation. I) Maintains a list of per-word translators for tracking purposes, including deadlines for mandatory documents to ensure ongoing validity. j) In coordination with the SCBD Conference Services Team and UNON, completes the necessary steps for the recruitment of interpreters for pre-session meetings, if required. k) Responds to auditors' queries and proposes solutions to meet their observations. l) Assists 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. m) Assists with visualizations and updating information material such as web pages or brochures. n) Performs any other related tasks, as required. CompetenciesPROFESSIONALISM: Knowledge of performing a broad range of administrative functions, including budget and work programme coordination, human resources support, and database management. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in 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 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. TEAMWORK: Works cooperatively 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. CLIENT ORIENTATION: Considers all those to whom services are provided to be \"clients\" and seeks to see things from client's point view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. EducationHigh School diploma or equivalent is required. Job - Specific QualificationSupplementary training in languages or related fields, business administration, finance, human resources, translation or equivalent is desirable. Work ExperienceA minimum of seven years (7) of progressively responsible experience in language services, documentation management, administrative services, translation, finance, accounting, human resources or related areas is required. Experience working with an Enterprise Resources Planning (ERP) system, such as Umoja or similar tool is required. Experience working with the UN system or similar international organization is desirable. One (1) or more years of experience in data analytics or international environment is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).