Job Opening

Posting Title: Individual Contractor to support the implementation of the Programme of Work of the Governance Unit at the Coordinating Unit for the Mediterranean Action Plan in view of COP22
Department/Office: United Nations Environment Programme
Duty Station: ATHENS
Posting Period: 02 April 2021 - 11 April 2021
Job Opening Number: 21-United Nations Environment Programme-152852-Individual Contractor
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Result of Service

Improved and faster delivery of various office and administrative services in support of the implementation of UNEP/MAP Coordinating Unit Programme of Work and activities, to efficiently meet growing requirements.

Work Location

Athens

Expected duration

The contract will be for a period of 6 months from the date of the last signature.

Duties and Responsibilities

The United Nations Environment Programme (UNEP) is the United Nations system’s designated entity for addressing environmental issues at the global and regional level. 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. UN Environment Programme’s ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. The Mediterranean Action Plan (MAP) is one of the UN Environment Programme’s Regional Seas Programs encompassing a comprehensive system of activities for the protection and the sustainable development of the Mediterranean region based on a legal framework (the Barcelona Convention and its Protocols). The Convention involves the 21 countries bordering the Mediterranean Sea as well as the European Union. The individual consultancy assignment is for the Mediterranean Action Plan (MAP), Athens, Greece.

In line with the Decision IG.24/14 on the Programme of Work and Budget for 2020-2021, the 21st Ordinary Meeting of the Contracting Parties to the Barcelona Convention (COP21, Naples, Italy, 2-5 December 2019) mandated the Coordinating Unit for the Mediterranean Action Plan with the implementation of a number of activities, for which the effective and timely support of a team assistant is required in view also of COP22 (Antalya, Turkey, 7-10 December 2021).

There is a need for the individual contractor to:

• provide the full range of office management and administrative support at the Unit, working under minimal supervision,
• accurately and in a timely manner, support the production of a range of documents, reports and other outputs, in line with the UN requirements,
• effectively check documents prior to submission to the translators, coordinate and work as the liaison between the requesting Unit and translator,
• effectively consolidate, proofread and edit texts for adherence for format, grammar, punctuation and style,
• accurately compile translated documents and carry out quality control before, during and after meetings,
• effectively support the analysis of the national implementation reports of the 2018-2019 biennium by inter alia checking on the status of submission and completeness of the national implementation reports in preparation of the relevant meeting documents for the Compliance Committee, MAP Focal Points and COP22,
• effectively organize and manage records and data,
• discretely handle confidential material/matters,
• effectively and in a timely manner make travel arrangements and service meetings (face-to-face and online), applying relevant policies, guidelines, procedures and processes,
• establish effective working relationships with internal and external contacts at all levels.

The assignment includes the following key tasks:

• Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to UNEP/MAP Governance Programme Management Officer.
• Maintains liaison with the UNEP/MAP Governance Programme Management Officer and collaborates with the Governance Programme Management Assistant regarding on-going programmes and other administrative matters; monitors processes and schedules related to the UNEP/MAP Governance Unit's outputs, products, tasks, etc.
• Maintains liaison with the UNEP/MAP Legal Officer regarding support to the analysis of the national implementation reports of the 2018-2019 biennium.
• Ensures smooth and efficient information flow within UNEP/MAP Governance Unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
• Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
• Attends meetings, prepares minutes and reports as and when required, monitors follow-up activities.
• Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
• Consolidates, proofreads and edits texts for adherence for format, grammar, punctuation and style. Reviews documents prior to submission to the translators, coordinates and works as the liaison between the Requesting Unit and translator. Compiles translated documents and carries out quality control before, during and after meetings.
• Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
• Assists in the preparation of presentation materials using appropriate technology/software.
• May provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
• Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Performs a variety of administrative duties (e.g. meeting participants leave monitoring, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.). To this end, liaise with meeting participants regarding electronic registrations, for creation of BPs, collecting bank forms, bank statements, electronic copies of passports and visa arrangements, boarding passes, F.10 Travel Claim Forms, handing out value cards and submitting travel expenses.
• Liaises with administration and with meeting participants on technical details of online meetings.
• Maintains files (both paper and electronic) and databases for work unit.
• Assists other units at MAP in performing similar work as and when required.
• Performs other duties as assigned.

Qualifications/special skills

Skills: • Computer literacy (Word, Excel and PowerPoint) is required.
Academic Qualifications: • Minimum High School Degree
Experience: • 5 years of relevant working experience in office/programme support is required. Experience in the United Nations or International Organizations is an advantage;
• Experience in events organization is a strong asset.
• Working experience or knowledge of Enterprise Resource Planning (such as the UN Umoja) systems is an advantage.
Language: • Fluency (oral and written) in English and French is required.

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.
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