ADMINISTRATIVE ASSISTANT

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

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.

The Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty aiming at the coordinated and concerted conservation and management of migratory species and the ecosystems on which they depend.

The Administrative Assistant to the CMS Executive Secretary (ES) provides direct support to the Executive Secretary and carries out a variety of functions to ensure that the Executive Office (EO) functions effectively and efficiently. He/she supports the ES in all areas of his/her work including maintaining the calendar, preparing letters and other correspondence according to established protocols, coordinating the preparation of materials needed by the ES for missions and meetings, and organizing travel for the ES. He/she ensures that a smooth flow of communication and exchange of information between the ES and all staff (including the Secretariat of the CMS Family Agreements) is maintained, organizes and supports a wide array of internal meetings and high-level meetings and engagements of the ES; and liaises with all Team Heads in the Secretariat, the Executive Secretaries of the CMS Family Agreements, key external partners and high-level officials. The post requires utmost discretion, accuracy, attention to detail and strong coordination and networking/communication capacities as well as excellent writing skills.

This position is located at the Bonn duty station and the incumbent will perform the following duties:

Responsibilities A. Administrative support to the ES:

• Organize and monitor the ES' agenda, schedule appointments and meetings, assist proactively in time management, inform relevant staff on meetings called by the ES, handle requests for meeting with ES using judgement and discretion.
• Remind ES about internal/external meetings and correspondence requiring timely review.
• Draft correspondence (letters, emails, memoranda) on behalf of the ES either independently or on request.
• Edit official outgoing correspondence linguistically and review for accuracy as well as conformity with established practices. Handle correspondence of a confidential and sometimes politically sensitive nature.
• Meet and attend to high-level visitors to the Secretariat including Ministers, Ambassadors, political figures.
• Coordinate and liaise with the UNEP Executive Office and other UNEP key offices on behalf of the ES
• Oversee the keeping of EO files and documents
• Act as first level of support and guidance for problem solving in the Office of the ES.
• Assist in follow-up and tracking all outstanding requests and matters.
• Research, tracking and keeping abreast on new guidelines, rules and procedures.

B. Planning and preparation for external meetings attended by the ES:

• Undertake the necessary logistical arrangements for ES participation in conferences, webinars, workshops, others including travel.
• Coordinate ES calendar and schedule.
• Research and request inputs from relevant colleagues and compile briefing background material and other documentation required for external meetings.
• Schedule appointments with senior governments officials or other stakeholder in advance of the meeting.
• Coordinate the preparation of statements, speeches and PowerPoint presentations, and coordinate with the meeting organizers.

C. Support ES in major CMS meetings, particularly the CMS Standing Committee Meeting (StC), Scientific Council (ScC) and the CMS Conference of Parties (COP):

• Take part in the preparation, servicing and follow-up work of major CMS meetings.
• Draft daily schedule for the ES at meetings of the StC, ScC and COPs, arrange bilateral meetings and provide support on the podium.
• Support ES in follow-up correspondence from meetings of the StC, ScC and COPs.
• Arrange meetings to ensure that regular contact is held intersessionally between the ES and Chairs of the Standing Committee and Scientific Council.

D. Internal and External Liaison and Communication:

• Organize regular internal meetings including of the Senior Management Team, CMS programmatic meetings, and CMS Family Townhall meetings which involves drafting of the agenda, taking or overseeing preparation of minutes, compiling the report of the meeting, sharing this with staff and maintaining a List of Action Points
• Set up regular meetings between the ES and Heads of CMS teams and other meetings as needed
• Liaise with and arrange quarterly meetings (Jour Fixe) between CMS and the Federal Environment Ministry of Germany; compile the agenda for such in consultation with CMS Team leads.
• Ensure regular contacts are upheld with the German Foreign Office and the City of Bonn (Mayoral Office)
• Provide organizational support for CMS and CMS Family related events, e.g. Staff Retreats
• Organize official hospitality activities

• Performs other related duties as assigned.

  Competencies PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to the responsibilities of the executive office. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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.

COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

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 High school diploma or equivalent is required. Supplementary courses of additional training in administration is highly desirable.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience A minimum of seven (7) years of progressively responsible work experience as a secretary in a senior position, or related area is required.

At least three (3) years of experience in an international environment is desirable.

Experience working with UMOJA or another Enterprise Resource Planning (ERP) systems is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of German is required. Knowledge of French or Spanish is desirable.

NOTE: ''Fluency'' equals a rating of ''fluent'' in all four areas (read, write, speak, understand) and ''knowledge of'' equals a rating of ''confident'' in two of the four areas.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice Appointment against this post is for an initial period of one (1) year and may be subject to extension.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment.

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.

Internal Applicants – when completing the Candidate Profile form, 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.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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 "Contact Us" link.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.