Job Opening

Posting Title: Programme Management Assistant, G6 (Temporary Job Opening)
Job Code Title: Programme Management Assistant
Department/Office: United Nations Environment Programme
Duty Station: MONTREAL
Posting Period: 02 December 2019 - 08 December 2019
Job Opening Number: 19-Programme Management-UNEP-127710-J-Montreal (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The UN 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 UNEP. This post is located in the Convention on Biological Diversity, Science, Society and Sustainable Futures Division. Under the overall guidance of the Global Coordinator and the direct supervision of the Programme Management Officer of the Japan Biodiversity Fund (JBF), the incumbent will perform the following duties:

Responsibilities

A. Contributes to the organization and delivery of workshops focused on the integration of the 2011-2020 Strategic Plan into national biodiversity planning framework: a) Draft notifications for workshops, liaises with CBD National Focal points for nominations and communicates with nominated delegates for logistical matters as well as any preparatory work for the workshops. b) Identifies and liaises with host Governments, regional and national organizations, partners, resource persons. c) Liaises with hosts in preparation of events, host government agreements, coordinates field study visits and local experts and international resource persons to participate in the workshops. d) Responds to queries from nominees and CBD National Focal Points in regard to the workshops. e) Drafts statements and final workshop reports, ensuring UN documents standards and assists with the preparation of the provisional agendas and annotated agendas. f) Gathers and analyzes information provided by participants, including results and outcomes of the workshops. g) Serves as focal point for coordination, monitoring activities and monitors implementation at different stages to ensure work is proceeding according to established plans. Organizes and maintains reference materials and background documents, including resolutions and decisions. h) Translates documents and presentations as needed and compiles information to be included into relevant reports and documentations. i) Identifies, contracts, and negotiates with potential vendors for cost estimates and submits final proposal to administration. j) Maintains record of expenses before and during workshops while working closely with administration on finalizing invoices. k) Services meetings and delivers presentations when and if required. 1) Prepares background materials and documents to be used by participants as reference, during the workshops. m) Maintains a database of each meeting and generates list of participants. n) Provides guidance/training, as needed, to new staff. B. Contributes to the successful implementation of activities under the Japan Biodiversity Fund: a) Supports and assists the Japan Biodiversity Fund team in the management, coordination and implementation of its activities. b) Conducts research and contributes to the preparation of reports. project documents and submissions to governments by providing information, preparing tables and drafting selected sections requiring some analysis and interpretation of subject matter. c) Assists in the preparation of information documents by compiling and analyzing technical information provided by Parties, in compliance with the Convention. d) Assists with capacity building activities of the Japan Fund for the implementation of the Strategic Plan for Biodiversity e.g. requesting information, analyzing inputs, submitting surveys, questionnaires, etc. e) Provides administrative and technical support to the Japan Biodiversity Fund team. f) Establishes internal databases; set up, files, stores and manages data and information relevant to the scope of programme/project activities. g) Takes lead in communication efforts for the Japan Fund including updating website and brochures, organizing side events and exhibitions. h) Researches, compiles, analyses, summarizes, and presents basic information/data on wide range of programmes/projects and related topics, highlighting noteworthy issues/trends for consideration by appropriate parties. i) Proofreads and checks for accuracy and consistency of documents and letters in several languages. j) Supports recruitment processes. k) Prepares procurement plans, contracts, monitoring the implementation and payments including necessary procedures of UMOJA. C. Contribute to the work of the Secretariat through collaboration with other CBD Programme Officers: a) Provides assistance for the organization of meetings and conferences. b) Prepares background materials pertaining to activities of the Secretariat. c) Provides support (research, translation, liaising with partners, etc.) related to pertinent language skills. d) Provides assistance at different phases of project initiatives and cross cutting issues;

Competencies

Professionalism: Shows pride in work and 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 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 secondary school education is required. Courses in environment, social or political sciences, business administration, environmental management or equivalent is an asset.

Work Experience

A minimum of seven (7) years of progressively responsible experience in the field of sustainable development or environment related programmes, environmental law, public administration and environmental conventions is required.
Work experience in an international organization: UN Secretariat, or a Multilateral Environmental Agreements (MEAs) is an advantage. Knowledge of UN rules and regulations is desirable.
Knowledge of UNEP and 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 asset.

Assessment

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

Special Notice

This position is temporarily available for 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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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