Programme Management 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.

Salary

The salary for this job should be more than 2,986 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting The United Nations Environment Programme 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 United Nations Environment Programme. This post is located in the Convention on Biological Diversity, Science, Society and Sustainable Futures Division (SSSF). Under the general guidance of the Deputy Executive Secretary and the direct supervision of the Head of the Biosafety Unit, the incumbent will perform the following duties:

Responsibilities A. Organizes logistics of meetings and workshops: a) Drafts notifications inviting the nomination of participants to meetings and workshops, announcements of online discussions, opening of peer review processes, etc. b) Contributes to the selection of participants, considering the need for balanced geographic and gender representation; c) Corresponds with participants and National Focal Points/Heads of organizations regarding the nomination of participants; d) Dispatches funding letters to participants and liaises with Travel Assistants for organization of participant travel; e) Prepares the first draft of the Information Note for Participants document in consultation with the host and Conference Services colleagues and circulates relevant information to participants; f) Prepares and prints participant name badges with lanyards, customized tent cards (i.e.: placards for tables), creates memory sticks containing appropriate information, presentations and participant evaluation forms.

B. Edits and updates relevant webpages: a) Creates online discussion platforms and submissions pages on the Biosafety Clearing-House (BCH). b) Supports the management of online discussions/meetings by opening and closing forums, communicating with forum moderator, posting messages to participants for clarity. c) Upload submissions of information to the BCH and validates records submitted by Parties and stakeholders.

C. Services meetings: a) Prepares first draft of the meeting Chair’s choreography by interpreting the agenda of the meeting; b) Services agenda items by taking detailed notes; c) Books meeting rooms and initiates procurement process for catering of meetings held at the Secretariat. d) Liaises between Programme Officers and Conference Services colleagues in order to identify and assign breakout rooms and coordinates for potential contact groups for open-ended meetings (if necessary). e) Finalizes the list of participants to be included in the final report and drafts a letter of gratitude to the host government (if applicable). f) Ensures the organization of daily subsistence allowance (DSA) distribution to eligible participants by consulting with Finance and Budget Unit.

D. Supports the Biosafety Unit and its Head of Unit: a) Supports the Head of Unit by providing necessary documents, assistance in navigating shared drives and communication platforms and internal operating procedures, such as processing of letters and notifications. b) Corresponds daily with colleagues, Parties and other stakeholders on a wide variety of issues. c) Acts as a critical interface between unit colleagues by keeping colleagues abreast of cross-cutting issues. d) Takes minutes of unit meetings, books meetings and shares relevant information and schedules with team. e) Prepares documents for publication by proofreading, formatting, arranging for translation of texts. f) Drafts Protocol’s input to the annual report to the United Nations General Assembly, unit’s biannual report on activities under the Convention, and unit’s annual procurement plan. g) Supports work involved in the typesetting/printing of texts and publications by gathering files and identifying needs, communicating with procurement colleagues and external suppliers. h) Acts as note-taker for interview panels and drafts reports of interviews. i) Liaises with Finance colleagues on donor funds, SSFAs, request for catering. j) Compiles information for the unit’s quarterly travel plans, including flight and DSA estimates. k) Provides guidance and training to new junior staff. l) Provides support towards other administrative tasks, as required.

E. Registration Team for Open-Ended Meetings: a) Corresponds with government officials in response to their official nominations. b) dispatches funding and visa assistance letters to eligible Parties. c) Accredits the participation of each nominee in the Kronos database in order to facilitate the generation of name badges and CBD’s official list of participants. d) Works multiple shifts at the registration desk at the meeting venue and assists delegates onsite. e) Ensures participants are accurately registered in the database and appropriately identified.

F. Performs any other duties as may be assigned.

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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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 & 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 High school diploma or equivalent is required. Supplementary training in administration, project management or other relevant field is 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 years of programme support, project administration or technical cooperation is required.,

Experience at the international level in the field of sustainable development or environment related programmes is required.

Experience with the United Nations or similar organization is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of another UN official language 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 a substantive assessment which will be followed by a competency-based interview.

Special Notice Appointment against this post is for an initial period of one 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 AP 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.

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.

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.

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.