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Administrative Assistant, G5
Human Resources Management:
- Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Africa United Nations Collaborative Programme on Reducing Emissions from Deforestation and Forest Degradation in developing countries (UN-REDD) team, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training, ensuring consistency in the application of regulations and procedures.
- Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
- Provides advice and guidance to the Africa UN-REDD team with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
- Maintains and reviews organizational staffing tables; prints and reviews UMOJA reports.
- Provides guidance and training to new/junior staff.
Budget and Finance:
- Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables.
- Verifies availability of funds; ensures necessary approval and entry in budget system;initiates financial authorizations for expenditures.
- Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
- Assists in the preparation of budget performance submissions.
- Prepares statistical tables and standard financial reports.
- Provides administrative assistance in support of planning and implementation activities/processes.
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff and consultants.
- Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
- Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment,software and systems; organizing and coordinating administrative arrangements for seminars,
- conferences and translations.
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
- 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.
- Assists with visualizations and updating information material such as web pages or brochures.
- Processes the payment of contractors’ invoices and monitor payments.
- Perform other related duties as assigned.
- PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g.,budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.
- 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 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.
- High school diploma or equivalent is required. Additional technical training in project management, administration, accounting, finance or other relevant field is required.
- A minimum of five (5) years of progressively responsible experience in project/programme management administration is required.
- The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level university degree.
- Experience working with ERP systems i.e. Umoja is desirable.
- Experience in procurement and familiarity with REDD+ is desirable.
- One (1) year or more of experience in data analytics or related area is desirable.
- English and French are the working languages of the United Nations Secretariat. For this position fluency in English is required. Knowledge of another official United Nations language is desired.
Senior Legal Officer, P5
- Provide authoritative advice and information on the interpretation and implementation of the Vienna Convention for the Protection of the Ozone Layer and its Montreal Protocol on Substances that Deplete the Ozone Layer, the decisions of the governing bodies of these treaties (the Conference of the Parties to the Vienna Convention and the Meeting of the Parties to the Montreal Protocol) and the recommendations of related subsidiary bodies, including on matters related to compliance with treaty provisions;
- Supervise the monitoring and facilitation of implementation and compliance with the provisions of the Vienna Convention and the Montreal Protocol, including the coordination of Secretariat support to the Implementation Committee under the Non-Compliance Procedure for the Montreal Protocol;
- Service diplomatic conferences, expert groups and other bodies, including through providing sound legal and procedural advice and the drafting of background documents such as recommendations for action of the Conference of the Parties to the Vienna Convention and Meetings of the Parties to the Montreal Protocol, the Bureaux of the Vienna Convention and the Montreal Protocol, the Implementation Committee under the Non-Compliance Procedure for the Montreal Protocol, the Open-ended Working Group of the Parties to the Montreal Protocol, and any groups created under them;
- Provide advice to parties to the Montreal Protocol on developing national legislation and relevant policies to fulfil their obligations under the Montreal Protocol, e.g., on the establishment and implementation of licensing systems for the import and export of controlled substances under the Montreal Protocol, including the Kigali Amendment and any other amendments that may be adopted in the future;
- Contribute to the review and development of international environmental law and promotion of ozone protection under the Vienna Convention and the Montreal Protocol through the preparation of briefs, reports and correspondence with governments, relevant international and regional organizations and bodies;
- Serve on various UNEP committees, as required, to strengthen cooperation and exchange of information, as well as promote the work of the Ozone Secretariat and represent the Secretariat at senior expert level at internal UNEP and international meetings, conferences, seminars.
- Participate in the planning, co-ordination and management of the Ozone Secretariat.
- Leads team members efforts to collect and analyze data and provides insight to identify trends or patterns for data-driven planning, decision-making, presentation and reporting. Ensures that everyone can discover, access, integrate and share the data they need.
- PROFESSIONALISM: Knowledge of international law or international environmental law. Ability to apply legal expertise to analyzing a diverse range of complex legal issues and problems, anticipating emerging issues, and in developing legally sound and practical solutions to these. Strong analytical skills and ability to conduct comprehensive legal research on a range of issues, including those of a unique and/or complex nature; proficiency in legal writing and expression and ability to prepare legal briefs, opinions, and a variety of legal instruments and related documents. Discretion and sound judgment in applying legal expertise including to sensitive and complex legal issues. Strong negotiating skills and ability to influence others to reach agreement. Ability to work to tight deadlines and handle multiple concurrent projects. Knowledge of contemporary international relations and of UN system, organization and interrelationships. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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.
- 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.
- ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
- LEADERSHIP: Serves as a role model that other people want to follow. Empowers others to translate vision into results. Is proactive in developing strategies to accomplish objectives. Establishes and maintains relationships with a broad range of people to understand needs and gain support. Anticipates and resolves conflicts by pursuing mutually agreeable solutions. Drives for change and improvement; does not accept the status quo. Shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.
- MANAGING PERFOMANCE: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.
- An advanced university degree in law with specialization in international law or international environmental law or a related field is required.
- A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.
- Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.
- A minimum of ten (10) years of progressively responsible work experience in law, including legal analysis, research and writing is required.
- At least five (5) years of experience at the international level dealing with legal issues relating to the implementation of treaties is required.
- At least two (2) years of professional legal experience working in the legal office of a Government department of ministry or of the secretariat of the United Nations, a specialized agency of the UN or a related intergovernmental organization is desirable.
- Experience in leading and managing a multicultural team is desirable.
- Experience in data analytics or related area is desirable.
- English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of another official United Nations language is desirable.
Public Information Officer, P4
- Works closely with the UNEP Executive Office serving as the primary focal point for the Executive Director (ED) on communications including media relations, social media engagement, speech writing.
- Researches and drafts a range of communications material for the ED including speeches, video messages, forewords and opinions. Evaluates results and impact of communications activities, reports on developments, trends and attitudes regarding the United Nations.
- As Press Secretary to the ED, manages media relations, draft responses on behalf of the ED, coordinate interviews, finalize briefs.
- Manages social media platforms for the ED.
- Provides advice and expertise to managers, senior officers and other public information staff on a range of public affairs issues, methods, and approaches; anticipates and resolves communications/public relations issues/problems.
- May coordinate and direct a team of public information staff and/or mentor and supervise the work of junior officers on specific projects.
- Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
- Performs other duties as may be required.
- PROFESSIONALISM: Knowledge of different aspects of public information and communication. Ability to address a range of issues in the context of political developments, public attitudes and local conditions. Ability to conceptualize, design and implement major information campaigns. Ability to rapidly analyze and integrate diverse information from varied sources. Ability to diplomatically handle sensitive situations with target audiences and cultivate productive relationships. Ability to produce a variety of written communications products in a clear, concise style. Ability to deliver oral presentations to various audiences. The ability to analyze and interpret data in support of decision-making and convey resulting information to management, 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 audience; demonstrates openness in sharing information and keeping people informed.
- CREATIVITY: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
- CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
- Advanced university degree (Master’s degree or equivalent) in communication, journalism, international relations, public administration or related field.
- A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
- Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.
- A minimum of seven (7) years of progressively responsible experience in public information, journalism, international relations, public administration or related area is required.
- Experience supporting high-level senior officials in the UN or similar international organization is desirable.
- Experience working on media relations in or in liaison with an executive office in a large international organization is desirable.
- Experience working on environmental issues is desirable.
- A minimum of two (2) years or more of experience in data analytics or related area is desirable
- English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and knowledge of French is desirable. Knowledge of another official United Nations language is desirable.