Team Assistant (part-time 50%)

Org. Setting and ReportingThe Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty aimed at the conservation and sustainable use of migratory species and their habitats. Numerous additional intergovernmental instruments on migratory species conservation have been adopted under the broad umbrella of CMS which are supported by the CMS Secretariat. The CMS Secretariat also provides the Secretariat for the Agreement on the Conservation of Small Cetaceans of the Baltic, Northeast Atlantic, Irish and North Seas (ASCOBANS). In addition, two regional agreements on migratory species adopted under CMS have independent Secretariats which are co-located with the CMS Secretariat in Bonn, that is, the African Eurasian Migratory Waterbird Agreement (AEWA) and the Agreement on the Conservation of European Populations of Bats (EUROBATS). The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. In the present context, UNEP provides the administrative functions for the CMS, AEWA, ASCOBANS and EUROBATS Secretariats. This temporary part-time position at 50% is located in the Secretariat to the Convention on the Conservation of Migratory Species (CMS) at the Bonn duty station in Germany. The team assistant is responsible for supporting the work of the CMS and AEWA Secretariats in the field of public information. Under the overall supervision of the Executive Secretaries of CMS and AEWA and direct supervision of the Coordinator of Information Management, Communication and Awareness-Raising Unit (IMCA), the incumbent will be responsible for the following duties: ResponsibilitiesGeneral Administration: • Performs a wide range of office support and administrative functions. • Responds or drafts responses to routine correspondence and other communications; uses standard Microsoft Office processing package to produce a wide variety of large, complex documents and reports. • Monitors processes and schedules related the unit’s outputs, products, tasks; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, to ensure compliance with relevant legal, financial and other requirements. • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences. • Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refers inquiries to appropriate personnel for handling. • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences. • Assists in the maintenance of websites by posting a variety of documents onto the site. • Assists in the preparation of presentation materials using appropriate technology/software. • Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit. • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions. • Updates and maintains large email distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services. • Performs general administrative tasks (e.g. arrangements for meetings and other events, reservations, budget follow-up.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications). • Maintains files and databases for work unit. • Assists in providing software and office equipment support. Data Management: • Performs data entry and extraction functions. • Generates a variety of standard statistical and other reports, work orders, using various databases. • 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. • Assists with visualizations and updating information material such as web pages or brochures. • Performs other duties as assigned. CompetenciesPROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. Ability to research, select, organize and summarize information required for the preparation of meetings. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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 audience; demonstrates openness in sharing information and keeping people informed. 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationSupplementary training in administration, project management or another relevant field is desirable. Work ExperienceAt least three (3) years of experience in general office support, administration or related area is required. The minimum year of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. Experience working with an Enterprise Resource Planning System (ERP) such as SAP is required. Experience working within the United Nations Common system or similar international organization is desirable. Work experience with Microsoft Office packages, data analytics, and website content management systems is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesEnglish, French and Spanish are the working languages of the Convention. For the post advertised fluency in English is required. Working knowledge of German, Spanish or French is desirable. Knowledge of other United Nations languages 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 for this position may include a substantive assessment followed by a competency-based interview. Special NoticeThis is a part time position at 50%. Appointment against this part-time (50%) post is for an initial period of one (1) year and may be subject to extension. External candidate selected for this position will be granted a fixed-term appointment limited (\"FTA-limited\") in accordance with section 2.2 (b) of administrative instruction ST/AI/2013/1 on Administration of fixed-term appointments. Renewal of appointment is contingent upon continued existence of mandate and availability of funding. If this position is discontinued, the incumbent will be separated from service. United Nations Secretariat staff members who meet the definition of \"internal candidate\" in staff rule 4.10 who are selected for this position subject to limitation will retain their current appointment status and will be reassigned or transferred to the position, without a lien to their parent position. 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. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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. When completing the PHP, 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 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. 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 \"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. 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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.