Job Opening

Posting Title: Senior Programme Management Assistant, G7
Job Code Title: Senior Programme Management Assistant
Department/Office: United Nations Environment Programme
Duty Station: MONTREAL
Posting Period: 11 November 2019 - 10 December 2019
Job Opening Number: 19-Programme Management-UNEP-124832-R-Montreal (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 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'. One of the key agreements adopted at Rio was the Convention on Biological Diversity. The Convention has three main objectives: the conservation of biological diversity, the sustainable use of its components, and the fair and equitable sharing of the benefits arising from the use of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal and is administered by United Nations Environment Programme. This post is located in the Convention on Biological Diversity (CBD), Office of the Executive Secretary. Under the general guidance of the Executive Secretary and the direct supervision of the Senior Programme Management Officer the incumbent will perform the following duties:

Responsibilities

A. Enhancing and supporting the work of the Office on Strategic Partnerships and Outreach: a) Provides substantive input into the review of documents/projects/initiatives as they pertain to the Office of the Executive Secretary, especially in the context of the Strategic Partnerships and Outreach and its role in supporting the preparatory process for the post-2020 global biodiversity framework. b) Serves as operative focal point for the Secretariat’s post-2020 task team, which includes liaising directly with the Heads of Divisions and Team leader of the post 2020 process, scheduling meetings, recording actions and ensuring follow-up, as well as provides substantive contributions to the activities and actions of the task team. c) Independently provides intergovernmental support to the Office of the Executive Secretary by directly liaising with Governments and partner organizations in the planning of key international events and workshops, in the context of the post-2020 process, regional consultations and open-ended working group sessions. This is done by directly communicating with Governments, and other partners, and facilitating the exchange of financial and logistical information between the Secretariat and Governments. d) Independently supports the Office of the Executive Secretary with the planning, organization and servicing of thematic meetings/workshops to enhance the work of strategic partnerships and outreach, as well as support the work in raising the visibility of the Convention and of the biodiversity agenda, at a global level. The responsibilities range from the organization of the agenda, issuance of invitation letters, drafting of background documents, to the servicing of the meeting/workshop and coordination of meeting/workshop reports. B. Organization of special meetings, events and activities related to the responsibilities of the Office of the Executive Secretary, leading up and during, the intersessional meetings and the 15th Conference of the Parties: a) In close coordination with other Divisions, plans and leads the coordination for the servicing of the High-Level Segments of sessions of the Conference of the Parties. In close coordination with other Divisions, plans and leads the coordination for the servicing of the High-Level Segments of sessions of the Conference of the Parties. This is done by i.) liaising with the Host Government for substantive arrangements, including the formulation and finalization of the agenda, the drafting of invitation letters to Ministers, securing and confirming speakers, drafting notifications for Parties, support the Host Government in drafting the Ministerial Declarations, and preparation of substantive background documents; ii.) internally coordinates with Conference Services and support team the logistical arrangements for the meetings, including drafting of information note for participants, definition of logistical requirements, definition of procedures; iii.) during the event, coordinates the servicing of the High-Level Segment, including liaising with Host Government’s logistical team to ensure proper unfolding of the event, coordinates the activities and roles of the staff servicing the meeting, drafting of choreographies, liaising with Ministers, delegations and invited guests (and speakers) to ensure proper participation throughout the programme of the event; iv.) coordinates with the editorial team and the Secretary of the COP, the final report of the event and presentation to the COP; b) Undertakes mission/field work in support of above activities, especially to ensure the effective servicing of meetings, workshops, sessions. C. Managing the administrative work and functions of Strategic Partnerships: a) Researches, compiles, analyzes, and draft relevant information on substantive thematic and cross cutting areas of programs for events and activities under the Office of the Executive Secretary, including programmes/project summaries, reviews, evaluations, concept notes, talking points, briefing notes, etc. b) Establishes internal databases, especially in relation to the strategic partners; sets up, files, stores and manages data and information relevant to the scope of several programme/project activities; c) Supports the Executive Secretary and the Special Assistant to the Executive Secretary with the meetings of the Senior Management Team. This is done by recording the minutes, drafting the actions and ensuring follow-up. d) Provides substantive and operative assistance to the Special Advisor to the Executive Secretary regarding strategic partnerships; e) Drafts routine correspondence to respond to enquiries with respect to relevant administrative and programme-related matters; f) Performs other related duties as assigned.

Competencies

Professionalism: Shows pride in work and achievements. 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 calms in stressful situations.

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.

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

Completion of high school diploma is required. Supplementary training in administration, project management, international development or other relevant field is an advantage.

Work Experience

A minimum of 10 years of relevant working experience in international relations, project management and international event planning is required.
Experience in preparing technical notes, correspondence and reports is required. Excellent planning and organization, writing and drafting skills, power point and other presentation and database management, among other computer skills are required.
Experience in providing administrative and management support in an international organization, government or public sector is desirable.
Experience in dealing with conference policies, procedures and practices as they apply in the United Nations or a similar international organization is desirable.
Work experience of UNEP, CBD policies, activities and programmes as well as sound knowledge of UN rules and regulations is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of other UN languages is an advantage.

Assessment

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

Special Notice

Appointment against this post is for an initial period of one year and may be subject to extension. 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 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.

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, 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.

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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