Programme Management Assistant

3 weeks ago

Montréal, Canada United Nations Full time

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.

At the 1992 Earth Summit in Rio de Janeiro, world leaders agreed on a comprehensive strategy for sustainable development. A key agreement opened for signature at Rio was the Convention on Biological Diversity. The Convention has three objectives: the conservation of biological diversity, the sustainable use of its components and the fair and equitable sharing of the benefits arising out of the utilization of genetic resources.

The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal, Canada and is administered by UNEP. This post is located in the CBD Secretariat, Office of the Executive Secretary (OES). Under the overall guidance of the Principal Coordination Officer of the Japan Biodiversity Fund (JBF) and the direct supervision of the Programme Management Officer, the incumbent will perform the following duties:
**Responsibilities**:
A. Contributes to the successful implementation of activities under the Japan Biodiversity Fund:

- Supports and assists the Japan Biodiversity Fund team in the management, coordination and implementation of its activities.
- Assists in the preparation of information documents by compiling and analyzing technical information provided by Parties, in compliance with the Convention.
- Assists with capacity building activities of the Japan Biodiversity Fund for the implementation of the global biodiversity framework e.g. requesting information, analyzing inputs, submitting surveys, questionnaires.
- Provides administrative and technical support to the Japan Biodiversity Fund team.
- Establishes internal databases; set up, files, stores and manages data and information relevant to the scope of programme/project activities.
- Takes lead in communication efforts for the Japan Biodiversity Fund team.
- Prepares newsletters related to the activities of the Japan Biodiversity Fund.
- Researches, compiles, analyses, summarizes, and presents basic information/data on wide range of programmes/projects and related topics, highlighting noteworthy issues/trends for consideration by appropriate parties.
- Proofreads and checks for accuracy and consistency of documents and letters.
- Supports recruitment processes.
- Updates and maintains the website for the Japan Biodiversity Fund.
- Prepares brochures, makes necessary preparations for the organization of side events and exhibitions.
- Prepares procurement plans, contracts, monitoring the implementation and payments including necessary procedures of UMOJA. o) Provides guidance/training, as needed, to new staff.

B. Contributes to the organization and delivery of physical and on-line workshops, webinars and meetings focused on capacity building for the implementation of the Post-2020 global biodiversity framework:

- Drafts notifications for meetings, liaises with CBD National Focal points for nominations and communicates with nominated delegates for logístical matters as well as any preparatory work for the meetings.
- Identifies and liaises with host Governments, global, regional and national organizations, partners, resource persons as necessary.
- Liaises with hosts in preparation of events, host government agreements, coordinates field study visits and local experts and international resource persons to participate in the meetings as necessary.
- Responds to queries from nominees and CBD National Focal Points in regard to the meetings.
- Drafts statements and final meeting reports, ensuring UN documents standards and assists with the preparation of the provisional agendas and annotated agendas.
- Gathers and analyzes information provided by participants, including results and outcomes of the meeting.
- Serves as focal point for coordination, monitoring activities and monitors implementation at different stages to ensure work is proceeding according to established plans.
- Organizes and maintains reference materials and background documents, including resolutions and decisions.
- Maintains record of expenses before and during workshops while working closely with administration on finalizing invoices.
- Services meetings and delivers presentations when and if required.
- Prepares background materials and documents to be used by participants as reference, during the meetings;
- Maintains a database of each meeting and generates lists of participants.

C. Contributes to the work of the Secretariat through collaboration with other CBD Programme Officers:

- Provides assistance for the organization of meetings and conferences.
- Prepares background materials pertaining to activities of the Secretariat.
- Provides support (research, translation, liaising with partners.
- Provides assi

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