Job Opening

Posting Title: Team assistant
Department/Office: United Nations Environment Programme
Duty Station: GENEVA
Posting Period: 09 March 2021 - 15 March 2021
Job Opening Number: 21-United Nations Environment Programme-151496-Individual Contractor
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Result of Service

Under the supervision of the relevant Programme Officers, the incumbent will perform the following tasks:

1. Provide administrative assistance in the elaboration of small scale funding agreements (SSFAs) as part of the Plastic Waste Partnership pilot projects.
2. Prepare drafts of about 23 SSFAs taking into account input provided in the project proposals and by the responsible Programme Officers.
3. Follow-up internally in the Secretariat (with the legal officer and with administrative officers) and with external partners involved in the SSFAs’ development (i.e. get the required inputs, approvals, do text changes requested, resubmit documents for clearance, etc).
4. Carry-out basic software testing and document issues observed in Word regarding user interface and systems’ functionalities (e.g. check the titles of the webpages, check the names of buttons, check the text of error messages, check the text of systems’ warnings/alerts, etc).
5. Participate in meetings with the IT specialist and Programme Officers working on the electronic reporting system to discuss options for fixing the user interface’s issues observed. Document the decisions made during the meetings in the format of meeting notes.
6. Provide administrative support to various tasks related to the Stockholm Convention reporting obligation (e.g. send emails with reminders to about 100 countries using templates, follow-up with countries per telephone (if necessary), assist with the preparation and execution of webinars serving as training purposes, prepare templates in Excel and Word for the provision of feedback on reports submitted, format text of the manual for the questionnaire on reporting in Word, etc).
7. Provide administrative support in the preparation of at least 10 webinars on various topics (i.e. organize the communication to announce the webinar, liaise per email with experts and participants, follow-up with evaluations – when appropriate).
8. Keep professional communication with clients (within the Secretariat and with external partners).
9. Compile information, format documents and assist in the preparation, production and distribution of webinars related documents.
10. Performs other duties as assigned.

Work Location

Geneva, Switzerland

Expected duration

6 months

Duties and Responsibilities

The Secretariat of the Basel, Rotterdam and Stockholm Conventions (BRS) is servicing three multilateral environmental agreements (MEAs). It is hosted by the United Nations Environment Programme (UNEP). The Secretariat implements various activities, among them the support to Parties on the different obligations required by each convention, on the development of legal agreements for the development of a partnership on plastic wastes and on providing technical assistance activities to countries in need about the issues covered in the three conventions.

The incumbent is expected to provide administrative assistance to the Programme Officers regarding the work on electronic reporting system to the Stockholm Convention, Plastic Waste Partnership as part of the Basel Convention and in the organization of technical assistance activities in the form of webinars.

Qualifications/special skills

Academic Qualifications: High school diploma or equivalent is required. Additional formal training in office tools such as word processors and spreadsheets desktop applications is an asset.
Experience: A minimum of three (3) years of work experience in the area of general office support, including on administrative task, on contracts’ elaboration and monitoring, on data entry into database, on the basic use of software (i.e. MS Office) is required.
Language: English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Working knowledge of another UN language is an advantage.

Additional Information

Due to the nature of the services, which are to be performed on an as-need basis from the premises of UNEP BRS Secretariat, this shall be a local recruitment. All candidates must have appropriate valid visa, valid residence permit or immigration status in Switzerland prior to the start of the assignment.

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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