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Job Opening

Posting Title: TEAM ASSISTANT (part-time - 50%), G4
Job Code Title: TEAM ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: BONN
Posting Period: 05 February 2019 - 06 March 2019
Job Opening Number: 19-Administration-UNEP-110117-R-Bonn (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The United Nations Environment Programme (UN Environment) 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. The Convention on the Conservation of Migratory Species of Wild Animals (also known as 'CMS' or 'Bonn Convention') aims to conserve terrestrial, aquatic and avian migratory species throughout their range. It is an intergovernmental treaty, concluded under the aegis of the UN Environment, concerned with the conservation of wildlife and habitats on a global scale. The post is located in the Convention on the Conservation of Migratory Species (CMS) in Bonn, Germany. Under the supervision of the Information Officer / Coordinator of the Common Information Management, Communications and Awareness-raising (IMCA) Unit of the CMS and Agreement on the Conservation of African-Eurasian Migratory Waterbirds (AEWA) Secretariats, the incumbent will perform the following duties:

Responsibilities

1. Provide secretarial, administrative and general team assistant functions to the IMCA Unit by:
• Performing a wide range of office support and administrative functions for the unit;
• Responding or drafting responses to routine correspondence and other communications using standard office software, such as the MS Office;
• Monitoring process and schedules related the unit's outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements;
• Screening phone calls and visitors; respond to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refer inquiries to appropriate personnel for handling;
• Providing secretarial, administrative and logistics support to activities carried out by the unit, including meetings, workshops, seminars, campaigns and conferences, assisting at meetings held away from the duty station etc.;
• Providing support in preparing and distributing various materials, reports and publications, where possible using electronic formats; handle arrangement for printing and translation
as necessary; coordinate shipment arrangements, courier services, etc;
• Preparing and/or process administrative requests/documents (e.g. requisitions, purchase orders, travel requests for meeting participants, consultant contracts, visa applications, etc.)
• Maintaining files (both paper and electronic) and databases for the Unit;
• Acting as replacement for other staff within the unit during times of leave.

2.To provide secretarial and office management support to the IMCA Unit Coordinator by:

• Assisting in the maintenance of calendar/schedules/work programmes for the IMCA Team Coordinator; monitor change and communicate relevant information to appropriate staff inside and outside the unit;
• Assisting in the preparation of presentation materials using appropriate technology/software;
• Reviewing, recording, distributing and/or processing mail and other documents; follow-up on impending actions especially relating to meeting minutes;
• Performing general administrative tasks (e.g. arrangements for meetings including booking venues and arranging telephone or video conferences);
• Performing other related duties as assigned.

Competencies

PROFESSIONALISM: Knowledge of policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.

Education

High school diploma or equivalent is required. Supplementary courses and/or training in administration, project management or other relevant field is an advantage. Excellent knowledge of MS Office (Word, Excel, MS Project, PowerPoint, etc;). Familiarity with Enterprise Resource Planning (ERP) software (SAP), web content management systems (Drupal) and social media would be an asset.

Work Experience

At least four (4) years relevant work experience is required; preferably some of which should have been in an international setting. Excellent knowledge of office procedures.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language such as French or Spanish is an advantage. Knowledge of German would be an asset.

Assessment

Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.

Special Notice

Appointment against this part-time (50%) post is for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will
be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order 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.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 "Need Help?" link.

Internal Applicants – when completing the 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.

United Nations Considerations

According 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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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 Fee

THE 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.

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