STAFF 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. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal, Canada and is administered by UNEP. This post is located in the Secretariat of the CBD, Scientific, Society and Sustainable Futures Division (SSSF). Under the general guidance and the direct supervision of the Director of the Division, the incumbent will carry out the following functions: ResponsibilitiesA. Provides overall administrative support to the Director of the SSSF Division: a) Assists in the overall administration of the Division, i.e. 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. b) Serves as communication link between the Division Director and other Division/Units, keeping others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Division Director. c) Provides guidance and advice to other office support staff members in the Division regarding administrative and overall coordination matters. d) Fully involved in good time management and scheduling on behalf of the Division Director with appropriate consultations as required; effectively prioritizes and resolves competing demands. e) Ensures timely preparation and completion of the Quarterly Divisional Travel Plans, the annual report of activities of the SCBD and other required status reports, for submission to the Office of the Executive Secretary (OES). f) Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Division Director and the senior staff’s attention and refers others to relevant officers for appropriate disposition; monitors and follows up on actions to be taken. g) Oversees the work of other support staff in the Division when documents are submitted for signature ensuring adherence to the SCBD procedures, correspondence style and communication strategy. Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style, prior to final submission for clearance by the Division’s Director. h) Handles a wide range of administrative duties/processes (e.g. travel arrangements, visa applications, expense statements, mission reports, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings. i) Establishes and improves administrative procedures and systems to ensure smooth functioning, including electronic filing systems. j) Independently handles a wide range of complex information requests and enquiries (e.g. answer requests requiring files or other research); responds, or drafts responses to a diverse range of correspondence and other communications from Parties, partner organizations, other Multilateral Environmental Agreements (MEAs) and UN agencies. k) Manages the flow of documents and information in and out of the SSSF, including by making extensive use of electronic filing; preparing incoming and outgoing correspondence (in English, French and Spanish when needed), follow-up with other Team Members to comply with deadlines for submission of documents, statements. l) Undertakes representational duties on behalf of the manager to include serving as first point of contact and liaison with senior officials internally and externally. m) Prepares, processes and classifies confidential information. n) Undertakes other administrative work, as requested by the Director. B. Contributes to organizing official meetings of the SCBD by liaising with the Secretariat’s Conference Services handling all necessary arrangements (e.g. registration of participants, participants’ lists, invitation letters, funding letters, regular e-mail contacts to answer to queries from participants, catering, background documentation, special equipment: a) Contributes to organizing meetings of the SCBD Subsidiary Body on Scientific, Technical and Technological Advice (SBSTTA) and the Conference of the Parties, (COP); Contributes to the overall work of the Registration Team to ensure a smooth process of registration and overall participation of funded participants and different groups of observers. b) Organizes the meetings of the Subsidiary Body on Scientific, Technical and Technological Advice (SBSTTA) Bureau and facilitates the work of the SBSTTA Bureau during the SBSTTA meetings (invitation and visa assistance letters in different UN languages, assistance with their travel arrangements) and inter-sessionally. c) Undertakes other in-house coordination work, as requested by the Director. C. Contributes to the programmatic coordination of the Director within the Secretariat: a) Assists the Director in compiling and organizing information and submission related to the preparation and coordination for organizing and servicing the meetings of the SBSTTA and COP as well as the scientific and technical work to support the implementation of the Kunming-Montreal Global Biodiversity Framework, including compiling information and data using the excel, preparing PowerPoint (PPT) presentations, preparing social-media materials, and briefing notes. b) Organizes in-house staff meetings, online/ in-person meetings with external delegates/partners, and webinars, as requested by the Division Director, to support her/his coordination for organizing and servicing the meetings of the SBSTTA and COP. c) Undertakes other programmatic work as requested by the Director. D. Data strategy: a) 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. b) Assists with visualizations and updating information material such as web pages or brochures. CompetenciesPROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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 calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all areas of work. The ability to perform analysis, modeling and interpretation of data in support of decision-making. CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making 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. EducationCompletion of secondary school or equivalent is required. Job - Specific QualificationProficiency in the use of the Windows Office Suite software is required. Good knowledge of MS Word, Excel, PPT as well as Microsoft Teams, including file sharing platforms, SharePoint drives, and meeting scheduling is required. Work ExperienceA minimum of seven (7) years of experience in administration is required. The minimum year of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Work experience in applying UNEP/CBD policies and UN rules and regulations is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required. Knowledge of another official United Nations language is desirable. Note: Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and “knowledge of” equals a rating of “confident” in two of the four areas. AssessmentEvaluation of qualified candidates may include a substantive assessment which will be followed by a competency-based interview. Special NoticeAppointment against this post is for an initial period of one (1) year and may be subject to extension. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment. 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. Internal Applicants – when completing the Candidate Profile form, 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. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. 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. Online 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 \"Contact Us\" link. United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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 FeeTHE 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.