Programme Management Assistant (2 Posts)

  • Added Date: Tuesday, 10 May 2022
  • Deadline Date: Monday, 16 May 2022
7 Steps to get a job in the United Nations

Result of Service

The CITES CoP19 runs smoothly from a logistics view with funded participants supported to attend the meeting. The Pre-session and In-session documents are sent to and received from French and Spanish translators as per required standards and on time.

Work Location


Expected duration

The duration of the work is estimated to be 7 months; the contract will start on 1 June 2022 and will terminate on 31 December 2022.

Duties and Responsibilities

The Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES) is an international agreement between states. Its aim is to ensure that international trade in specimens of wild animals and plants does not threaten their survival ( The CITES Secretariat is administered by UN Environment Programme and is located at the Geneva Duty Station.
This assignment is part of the CITES Secretariatโ€™s work under the Governing Bodies Unit and the Administrative and Financial Unit.
Under the overall supervision of the Programme and Documents Officer and Administrative Officer, the consultant will support the CITES Secretariat in the preparations of its nineteenth meeting of the Conference of the Parties, specifically, but not only, concerning supporting travel and logistics, as well as sending and receiving of translation of Pre-Session and In-Session documents of the 19th meeting of the Conference of the Parties to CITES to be held in Panama City, Panama, from 14 to 25 November 2022.
The individual contractor shall:
1) Assist the CITES Secretariat Administrative and Finance Unit (AFU) and Governing Bodies Unit (GBU) in preparing for the nineteenth meeting of the Conference of the Parties to CITES, including.
- Participate in the team meetings to prepare for upcoming meetings of the Conference of the Parties and the Standing Committee (AFU and GBU).
- Request travel quotations from the CWT travel agency for funded participants (AFU)
- Manage the pre-registrations in the online registration tool (GBU).
- Manage the lists of participants, in accordance with official nominations and registration forms, as per request from GBU.
- Draft and send the invitation, confirmation and visa support letters when applicable.
- Coordinate with CWT travel agency appropriate itineraries in accordance with UN rules for funded participants, under the supervision of the Administrative Assistant (AFU).
- Send the official itineraries to the funded participants and follow-up with them for adjustments, modifications and endorsements (AFU)
- Send out the e-tickets and information notes to the funded participants (AFU).
- Respond to various questions about the meetings through emails and phone calls (AFU).
- Create rosters for sponsored participants and follow-up with administration for review, approval and signature (AFU).
- Create excel tables for the arrivals and departures of participants to organize airport transfers (AFU).
- Prepare the list of the sponsored participants with all the identification security details.
- Trouble-shooting

2) Assist with the formatting of documents for CoP19, using in particular MS Word, MS Excel and Adobe Acrobat
3) Assist with the sending and receiving of documents for translation
4) Perform any other tasks, as requested, such as registration of participants or website maintenance

Qualifications/special skills

b) Required field of work and where applicable, area of specialty: Experience in organizing travels and in conference organization and logistics. Fast and accurate use of MS Word, MS Excel and Adobe Acrobat. Experience in having worked for an international organization is desirable. Prior experience with the UN system is highly desirable.
c) Required education qualifications: High school diploma or equivalent is required. University degree in administration, international relations, programme management, social science, literature or related area is desirable.
d) Required knowledge of languages: English, French and Spanish are the working languages of the CITES Secretariat. For the post advertised, Fluency in spoken and written English is required. Working knowledge of French or Spanish is desirable.
e) Competencies: To successfully undertake this consultancy role the incumbent will demonstrate the competencies of client orientation, planning and organizing, professionalism and teamwork.

No Fee


This vacancy is archived.

Recommended for you