Project Administrative Assistant

Volunteering Logistics & Procurement

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

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 UNEP Latin America and the Caribbean Office (LACO), located in Panama City, works closely with the 33 countries of the region and its activities are integrated into the Medium-Term Strategy and the Programme of Work approved by the United Nations Environment Assembly (UNEA). The UNEP Caribbean Sub-Regional Office (CSRO), located in Kingston, Jamaica, is a catalyst, advocate, educator and facilitator to promote the wise use and sustainable development of the Caribbean environment.

UNEP is an implementing partner in the European Union (EU) Action for the Caribbean financed by the 11th European Development Fund on circular economy in general and solid waste management in particular. The Action seeks to improve the resource efficiency of Caribbean economies and is aligned with the EU’s Green Deal, including green economy approaches and obligations regarding Nationally Determined Contributions (NDCs). UNEP’s support will focus on the normative, knowledge and policy engagement components of the Action, strengthening national legislative frameworks and facilitating sub-regional and Caribbean- wide action.

The geographic scope of the Action includes the Caribbean Forum (CARIFORUM) Member States (Antigua and Barbuda, The Bahamas, Barbados, Belize, Dominica, Dominican Republic, Grenada, Guyana, Haiti, Jamaica, St. Kitts and Nevis, St. Lucia, St. Vincent and the Grenadines, Suriname, Trinidad and Tobago and Cuba). Other partners of the Action programme include the Deutsche Gesellschaft für Internationale Zusammenarbeit GmbH (GIZ) and the Agence Francaise de Developpment (AFD), who are focused on piloting technical interventions in selected countries. UNEP promotes uptake of best practices, lessons learned and appropriate and successful technology options.

In this context, UNEP is seeking to engage a suitable candidate for the post of Project Administrative Assistant to support the administrative requirements of the project. She/he will operate under the supervision and guidance of the Regional Project Coordinator, in coordination with the Programme Management Assistant, with the overall guidance of the Regional Project Co-ordinator, and the UNEP Regional Coordinator on Chemicals and Pollution. She/he will be based at the UNEP SRO in Kingston, Jamaica.

Within the delegated authority and under the supervision and guidance of the Regional Project Coordinator, in coordination with the Programme Management Assistant, with the overall guidance of the Head, Caribbean Sub-Regional Office, and the UNEP Regional Coordinator on Chemicals and Pollution or his/her designated mandated representative(s), the National UNV Project Administrative Assistant will:

• Provide local administrative and logistical support for organizing tasks and preparing documentation managed by the Regional Project Coordinator. • Assist with the development of materials such as PowerPoint presentations, briefing notes, and summary reports for project meetings, workshops, and trainings • Support the organization of project meetings and workshops • Maintain general office files and databases as required. • Handle office communications, including monitoring of the project email account, making phone calls, and responding to inquiries in a timely manner. • Manage office supplies and equipment, ensuring that the office is well-stocked and equipment is in good working condition. • Serve as a local point of contact for local suppliers and the administrative team to ensure timely and efficient delivery of materials and equipment. • Provide general administrative support to the project team, including photocopying, scanning, and filing documents. • Ensure compliance with office policies and procedures. • Support the project team with any other administrative tasks as required to ensure the successful execution of project activities. • Collaborate with online UNVs to support project activities. • Any other related tasks as required or assigned by the Regional Coordinator in coordination with the Programme Management Assistant

• Professionalism: demonstrated understanding of operations relevant to UNEP; technical capabilities or knowledge relevant or transferrable to UNEP procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented. • Integrity: demonstrate the values and ethical standards of the UN and UNEP in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority. • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues. • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities. • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups. • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary. • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance, and commitment towards UNEP’s mission and vision, as well as to the UN Core Values.

• the national and/or international level in the field of business management with administrative and/or operational tasks is required. • Specific experience working with international cooperation agencies and projects is an asset, as is experience working in the UN or other international development organizations. • Excellent oral and written skills as well as active listening. • Capacity to gather, analyse and synthesize data and generate relevant information. • Ability to work as part of a multidisciplinary team and ability to work in a collaborative and participatory manner.
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners. • Excellent organizational abilities to set priorities. • Experience in supporting event management would be advantageous. • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment. • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines. • Familiarity with projects related with waste management issues, circular economy, and problems of the Caribbean SIDS would be advantageous.

Jamaica is a Caribbean country with good living conditions. There is no problem of water and electricity supply. Housing conditions are of varying quality depending on the area. Travelers to Jamaica are advised to take normal security precautions required in larger cities in developing/emerging economies and will receive a security briefing upon arrival to note areas to avoid. Jamaica has a rich and diverse culture blended from around the world. The official language of Jamaica is English; however, one is most likely to hear the local dialect, Patois. There are a number of international franchises and established local companies that will find the right accommodation for expatriates. Colleagues in the international community are also a good reference point for housing and other related services. Jamaica has over 16 public and six private hospitals located around the island.

The contract lasts for the period indicated above with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment. Specific UN Volunteer entitlements, including insurance coverage, Volunteer Living Allowance (VLA) and Deployment / Repatriation lump sums, among others, are available at https://app.unv.org/calculator. The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos

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Added 1 day ago - Updated 1 hour ago - Source: unv.org