Job Opening

Posting Title: TEAM ASSISTANT, G4
Job Code Title: TEAM ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: KINGSTON
Posting Period: 10 October 2018 - 08 November 2018
Job Opening Number: 18-Administration-UNEP-104472-R-Kingston (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The United Nations Environment (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 UN Environment's Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This position is located in Kingston duty station.

Responsibilities

1.Assist in work organization and meetings: a. Assist in the organization of the supervisor’s calendar/schedules and monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit; b. Make travel arrangements, hotel bookings and prepare documentation required for missions; c. Assist in meeting arrangements including distributing invitations to the meeting participants, process documents for the meetings (agenda, participants list and working documents for the meetings, invitations) and provide secretarial services during meetings by typing and distributing minutes/reports of meetings as required; d. Assist in the logistics of national and international meetings and conferences including assisting participants with their travel arrangements and making accommodation arrangements; raising Travel Requests and assisting in security clearance for travelers and assisting in the meetings from time to time; e. Provides secretarial, administrative and logistics support to meetings, boards, working groups, committees and conferences.

2.Filing: a. Establish an up-to-date and suitable filing system for the work unit; b. Maintain an up-dated computerized mailing list of unit’s contacts, focal points, experts and Ministers of Environment, as relevant and other partners; c. Maintain mailing links with all participating countries and advisory centers;

3.Procurement: a. Prepare purchase requests and relevant agreements for the programme activities done through (e.g. SSAs, Purchase Orders, Corporate Contracts) and liaise with Administration in acquisition/procurement process; b. Assist in maintaining a monthly budget balance sheet for the sub-programme and keep records of obligations and payments made against them.

4. Coordinate information flow: a. Produce a wide variety of documents and reports. Updates and maintains large distribution lists; researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings and meetings/conference; b. Responds or drafts responses to correspondence and other communications in English, and Spanish as appropriate for supervisor’s signature. Maintain all the agreements signed for the programme implementation and keep list of status of agreements and reports, etc. and follow up with partners; c. Assists in the maintenance of UNEP CAR/RCU webpage and keeping it up-to-date with relevant information in coordination with sub-programme staff; d. Handles moderately complex information requests and inquiries pertaining to the substantive office and as necessary, refers to appropriate personnel for handling; e. Assists in increasing awareness of CEP activities by coordinating and assisting with developing information material for missions and disseminating and distributing public awareness material and general information on the and its sub-programmes to Contracting Parties, partner institutions, schools and the general public; f. Monitors processes related to the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements; Handles arrangements for printing and translation as necessary; coordinates shipment arrangements and courier services.

Competencies

•Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.

•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.

•Teamwork: Works collaboratively 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.

Education

Completion of secondary education and knowledge of the UN common system is desirable. Additional training in the field of office management and administration is an asset.

Work Experience

At least 3 years of relevant working experience in the field of office management and administration. Experience in an international organization is highly desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised fluency in oral and written English and Spanish are required. Knowledge of French is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

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.

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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