vacance de poste

Intitulé publication: ADMINISTRATIVE ASSISTANT, G5
Intitulé code d’emploi: Assistant à l'administration
Département / Bureau: Programme des Nations Unies pour l'environnement
Lieu d'affectation: MONTREAL
Période de candidature: 17 juin 2020 - 16 juillet 2020
No de l’appel á candidature: 20-Administration-UNEP-135714-R-Montreal (X)
Staffing Exercise N/A
Valeurs fondamentales de l'ONU: intégrité, professionnalisme, respect de la diversité
Désolé, cet appel à candidature n'est plus disponible.
Cadre organisationnel

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 Multilateral Fund for the Implementation of the Montreal Protocol (MLF) is dedicated to reversing the deterioration of the Earth's stratospheric ozone layer. It was established in 1991 as the financial mechanism of the Montreal Protocol to assist developing countries (Article 5 countries in the language of the Protocol) in complying with the obligations under the Montreal Protocol. The Fund Secretariat located in Montreal, assists the Executive Committee in this task (www.multilateralfund.org). The Secretariat is administered by UN Environment.

This post is located in UN Environment/MLF at the Montreal duty station.

Under the overall supervision of the Senior Administrative and Fund Management Officer and the direct supervision of the Associate Administrative Officer, the incumbent will perform the following tasks:

Responsabilités

1.Staff assistance: Perform full range of office maintenance and administrative support functions; Prepare and processes confidential information; Assist in the development of office administrative systems and procedures; Research, compile and summarize background materials for use in preparation of administrative reports; Maintain file (both paper and electronic) and databases for the work unit.

2.Financial, technical and administrative support: Deliver and pick up visas and passports required for official travel; Distribute recovery invoices from the telephone company and postage; Inspect orders on receipt against the purchase order to ensure that it is received in full and advise accordingly; Assist in updating and entering data into recovery invoices database; Monitor the operation and maintenance of photocopiers, fax and scanners; Check the stock of office material and advise on shortage of inventory; Assist with troubleshooting breakdowns of the machines and request for repairs from vendors in case of equipment malfunctions; Assist with scanning documents; Distribute office supply; Ensure that inventory stock is well maintained and accounted for; Act as the Fund Secretariat receptionist providing all necessary assistance to visitors; Assist in processing tax reimbursement from the federal and provincial governments; Assist with office maintenance and act as focal point for the issuance of access cards, security checks and evacuation training and drills.

3.Document management and logistical arrangements for meetings: Provide assistance in the coordination of service-wide activities during meetings of the Executive Committee, Inter-agency coordination meetings and meetings hosted by the Fund Secretariat; Reproduce documentation (including reports) for all meetings hosted by the Fund Secretariat; Assist with dispatch of meeting documents and other materials for distribution to the meeting venue; Order waybills and make special arrangements with courier companies for pick-up to dispatch equipment, documents, stationery to the meeting site; Provide any other support during meetings.

4.Email correspondence, distribution and filing: Receive all in-coming emails addressed to the Secretariat and clean up spams and email viruses; Print original emails as received and format attachments such as spreadsheets and tables as needed; Distribute emails and/or make copies; Relocate physical files in archives and keep most recent files in an organized manner.

5.Processing incoming and outgoing correspondence including mail: Prepare customs declaration in the case of parcels; Assist Administration in identifying cost effective systems of dispatch, postage and courier services; Ensure that all incoming and outgoing mail/pouch are recorded and in compliance with rules and are properly sorted to meet deadlines; Advise sender of procedures and best manner of dispatch; Ensure timely distribution of urgent mail; Deliver by hand, sensitive and urgent letters and documents to embassies, consulates and other UN agencies; Track the distribution of all mail as well as pouch service; Contact courier representatives to ensure movement of mail; prepare bills and related documents for courier and special shipments; Prepare computerized records on the details of outgoing material; Receive all official, personal and confidential mail and packages; codify, deliver and maintain accurate records; receive certified mail, registered mail, express mail, mail from permanent missions, courier deliveries, and other personal mail; prepare log sheet and forwards to the appropriate staff; co-ordinate with the relevant staff to maintain workflow; Check and verify invoices for payment.

6.Perform other duties as may be assigned.

Compétences

PROFESSIONALISM: Knowledge of, and ability to perform a broad range of administrative functions; Ability to apply knowledge of various administrative, rules and regulations in work situations; 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; Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise and 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.

Formation

High school diploma or equivalent is required. Supplementary training in administration, project management or other related field is desirable.

Expérience professionnelle

A minimum of five (5) years of progressive work experience in the field of administration, office management or related field is required.
Working experience in an international organization is required.
Familiarity with Microsoft Office, in particular Outlook, Word and Excel applications, and electronic filing systems is required.
Experience in handling electronic and general mail, pouch, registry operations is desirable.

Connaissances linguistiques

English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Working knowledge of other UN official languages is desirable.

Méthode d'évaluation

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

Notice spéciale

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.

Charte des Nations Unies

Aux termes du paragraphe 3 de l’Article 101 de la Charte des Nations Unies, la considération dominante dans le recrutement du personnel doit être la nécessité d’assurer à l’Organisation les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. Ne seront pas retenues les candidatures des personnes qui ont commis des violations du droit international des droits de l’homme, des violations du droit international humanitaire, des actes d’exploitation, d’atteintes ou de harcèlement sexuels, ou au sujet desquelles il existe des raisons plausibles de croire qu’elles ont été impliquées dans la commission de tels actes. L’expression « exploitation sexuelle » désigne le fait d’abuser ou de tenter d’abuser d’un état de vulnérabilité, d’un rapport de force inégal ou de rapports de confiance à des fins sexuelles, y compris mais non exclusivement en vue d’en tirer un avantage pécuniaire, social ou politique. On entend par « atteinte sexuelle » toute atteinte physique de nature sexuelle commise par la force, sous la contrainte ou à la faveur d’un rapport inégal, ou la menace d’une telle atteinte. Le harcèlement sexuel s'entend de tout comportement déplacé à connotation sexuelle raisonnablement propre ou de nature à choquer ou humilier, lorsqu'il entrave la bonne marche du service, est présenté comme une condition d'emploi ou crée au lieu de travail un climat d'intimidation, d'hostilité ou de vexation, et lorsque ce comportement est assez grave pour justifier le licenciement de son auteur. La candidature de personnes qui ont commis des infractions autres que des infractions mineures au code de la route ne sera pas retenue.

Sera dûment prise en considération l'importance d'un recrutement effectué sur une base géographique aussi large que possible. Aucune restriction ne sera imposée par l'Organisation à l'accès des hommes et des femmes, dans des conditions égales, à toutes les fonctions, dans ses organes principaux et subsidiaires. Le Secrétariat de l'Organisation des Nations Unies est un espace non-fumeurs.

Les candidats sont invités à respecter scrupuleusement toutes les instructions disponibles sur la plateforme de recrutement en ligne Inspira. Pour des informations plus détaillées, ils ou elles peuvent consulter le manuel d'instructions pour le candidat, en cliquant sur le lien hypertexte « Manuels » sur le côté supérieur droit de la page d'accueil de leur compte Inspira.

Les candidatures feront l'objet d'une évaluation et d'un examen préalables sur la base des informations soumises conformément aux critères d'évaluation de l'avis de vacance de poste et aux dispositions législatives internes applicables de l'Organisation des Nations Unies, notamment la Charte des Nations Unies, les résolutions de l'Assemblée générale, le Statut et le Règlement du personnel, les textes administratives et les directives. Les candidats doivent fournir des informations exhaustives et précises conformément aux instructions fournies sur la plateforme Inspira. Une fois la candidature envoyée, aucune modification, suppression ou révision, ni aucun ajout ou changement ne pourra être fait. Il sera procédé à une vérification des références des candidats faisant l'objet d'une attention particulière pour s'assurer de l'exactitude des renseignements qu’ils ont fournis dans leur candidature.

Les avis de vacance de postes publiés sur le Portail des carrières sont retirés à 11:59 p.m. (heure de New York), le jour de la date limite de dépôt des candidatures.

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Désolé, cet appel à candidature n'est plus disponible.
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