Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT (part-time 50%), G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: BONN
Posting Period: 18 March 2019 - 16 April 2019
Job Opening Number: 19-Administration-UNEP-111126-R-Bonn (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

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. 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. The Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty aiming at the coordinated and concerted conservation and management of migratory species and the ecosystems on which they depend. The Secretariat of the Convention is administered by UN Environment. This position is located in the UNEP/CMS Secretariat at the Bonn duty station. Under the overall supervision of the Executive Secretary and the day-to-day supervision of the Deputy Executive Secretary, the incumbent is responsible for the following:

Responsibilities

1.Administrative Support:
• Provide general administrative and secretarial support.
• Review, log and route incoming correspondence; create and maintain files, records, databases; review outgoing correspondence for accuracy and conformity with established policies for signature of the Executive Secretary, proofread for adherence to format, grammar, punctuation and style.
• Draft and type correspondence and other outgoing communications also of political sensitive or confidential nature on behalf of the Executive Secretary in English and French, respond to internal and external inquiries and direct them either to the management unit or the responsible Officer.
• Search for relevant background materials which may be for the preparation of replies, attaching files, drafting routine correspondence and keeping track of deadlines for action and reminding supervisor or other officers where appropriate.
• Support the personal assistant when needed and replace her when on leave.

2.Human Resources:
• Support the ES, who supervises HRMS, on administrative related matters and keep track of ongoing recruitment issues.
• Prepare relevant documentation required for new recruitments, classification, re-classifications.
• Coordinates written tests and recruitment interviews, handle the correspondence, prepare the documentation.
• Take notes during the interview and draft the panel report.

3.Translations:
• Act as focal point for internal and external translations in all three official languages of the Secretariat.
• Select appropriate external translators.
• Coordinates the process of having meeting documents and other documents translated, ensuring a timely delivery, verify invoices, produce certificate of acceptance, monitor the workload of each translators and keep track of the need for new contracts.
• Translate short documents or politically sensitive letters into French.
• Create a forecast table for upcoming translations per unit and budget line.

Competencies

PROFESSIONALISM: Knowledge of internal 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.

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

High school diploma or equivalent is required. Proficiency in MS Word, PowerPoint, Excel, Access is a requirement.

Work Experience

At least five (5) years of professional work experience in programme or project administration or a related area is required. Experience working in an international environment will be an asset.

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 French or Spanish is an advantage.

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 part-time (50%) 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. 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.

Internal Applicants – when completing the PHP, are to 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.

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.

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.

Sorry, this job opening is no longer available.
Home | Privacy notice | Site map | Fraud alert | Contact Us
Copyright 2019 United Nations. All rights reserved