Administrative Assistant

2 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 Secretariat of the CBD, within the Administration Division (AFCS). Under the general guidance of the Head of the Administration Division and the direct supervision of the Head of the Human Resources and Administration Unit (HRA), the incumbent will carry out the following functions:
**Responsibilities**:
1. Recruitment and Placement:
a) Assists in organizing and processing vacancy announcements and advertisement of Professional and General Service positions in collaboration with UNON/HRMS.
d) Assists in the preparation and advertisement of terms of reference of consultants in collaboration with respective Departments.
e) Liaises with concerned Divisions in the recruitment of consultants, prepares contracts, files and relevant documentation necessary for processing of payments.
f) Compiles and maintains rosters of suitable applicants for Professional, General Services and consultants’ positions.
g) Assists in the filling of posts, including initiating and following up medical clearance process, ensuring the completion of the pre-recruitment formalities.
h) Schedules, organizes and coordinates entry tests for secretarial/clerical positions.

2. Personnel Administration:
a) Maintains personnel files of the Secretariat staff, consultants and interns.
b) Liaises with newly recruited staff members on issues related to entitlements, insurance matters, UN facilities and other relevant information.
c) Assists in monitoring Performance Appraisal procedures and ensures the timely preparation and reviews of Performance Appraisal Reports.
d) Coordinates with International Civil Aviation Organization (ICAO) regarding medical insurance and Internal Languages Courses.
f) Assists in organizing and administering Language Proficiency Examinations for all UN organizations in Montreal and liaises with Language Proficiency Exam (LPE) Administrators in New York from beginning to end of the yearly process.
g) Maintains and monitors leave entitlements and usage, monitors attendance procedures, prepares monthly leave reports and maintains and updates attendance records for all Secretariat staff and liaises with staff members regarding their leave entitlements.
h) Processes contracts in UMOJA for consultants, individual contractors and translators liaising with the relevant divisions and accounts to monitor the payments.

3. Support to Conference Services and other Divisions:
a) Drafts contracts for interpreters, translators and report writers.
b) Drafts contracts for consultants and individual contractors and processes contracts from preparation, liaison with incumbents and relevant Divisions and Finance Unit for processing of payments.

4.Data:
a) Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
b) Assists with visualizations and updating information material such as web pages or brochures.

5.General:
a) Assists in the compilation and preparation of statistical reports on human resources related issues.
b) Conducts exit interviews for separating staff and assists in final arrangements.
c) Prepares written responses to queries concerning human resources related matters.
d) Trains and provides supervision to new and lower -level staff in the unit.
e) Assists in preparing calendar of payroll and official holidays.
f) Performs other functions as arising and needing to be done.

Competencies

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.

CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ points of view. Establishes and maintains productive partnerships with clients by gaining

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