Meetings Services Assistant-Vacancy-Job Ref: WJCAUNEP/0605/2025805

Meetings Services Assistant-Vacancy-Job Ref: WJCAUNEP/0605/2025805

Montreal (Canada)

JOB DESCRIPTION
Org. Setting and Reporting
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 (ADM). Under the direct supervision of the Head of the Administration Division, the incumbent will carry out the following functions:

Responsibilities
A. Meeting Coordination and Logistics:

a) Supports the planning, organization, and logistics of meetings organized by the Secretariat of the Convention on Biological Diversity (SCBD), including the Conference of the Parties (COP), Cartagena and Nagoya Protocol meetings, and related workshops and events.

b) Coordinates preparatory meetings with relevant programme officers to discuss procedural and organizational arrangements for meetings.

c) Develops and maintains a checklist for organizing meetings to assist both internal and external stakeholders.

d) Ensures that all required services are available, including document distribution, personnel, and technical resources, for the smooth conduct of meetings.

e) Coordinates with Host Governments and local counterparts regarding meetings held outside of Montreal, ensuring that facilities meet the needs of the event.

f) Organizes logistics, including travel arrangements, registration, and participant communication.

g) Assists in determining the technical, logistical, material, and human resources needed for meetings and contributes to the preparation of cost estimates.

h) Provides logistical support during meetings by ensuring the availability of conference facilities, arranging seating, and coordinating with relevant stakeholders.

i) Supports the Secretariat, podium staff, and participants during meetings, addressing queries and helping as needed.

j) Attends planning meetings and update files accordingly to reflect any changes in organizational arrangements.

k) Drafts meeting invitations, correspondence, and periodic reports, ensuring accurate information sharing.

l) Assists in the preparation of data presentations and reports, including visualizations, statistical summaries, and knowledge management materials.

m) Responds to complex inquiries and assists with information dissemination, including the management of email correspondence and document routing.

B. Administrative Support:

a) Reviews, logs, and routes incoming and outgoing mail and correspondence, ensuring timely responses and proper management of the organization’s email account.

b) Sets up and maintains contact lists, files, and records. Operates conference room equipment and provides guidance to staff members as needed.

c) Provides additional support for knowledge management, planning, and decision-making as required. d) Assists with visual and web-based information materials, ensuring they are up to date and relevant.

e) Coordinates the procurement of goods and services necessary for meetings and events.

f) Manages meeting and event-related documentation, including participant lists and reports.

g) Maintains a database of meetings, including key details such as venue, date, and expected support.

h) Organizes meeting platforms and coordinates with IT for online events.

i) Assists in the preparation and management of meeting registration processes, including liaising with participants and ensuring timely communication.

j) 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. k) Assists with visualizations and updating information material such as web pages or brochures.

l) Performs other duties as required.

Competencies
Professionalism: Ability to perform a broad range of administrative functions e.g. budget/work programme, human resources, database management. The 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. Commits 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 cooperatively 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.

Education
High School diploma or equivalent is required.
Job – Specific Qualification
Completion of courses in human resources, business administration, finance, logistics or equivalent is desirable.

Work Experience
A minimum of seven years of progressively responsible experience in logistics, meeting event preparation and administrative services or related area is required.

The minimum years of relevant experience is reduced to five (5) for candidates who possess a first level university degree or higher. Experience in the UN common system or in an international public organization is desirable.

Experience in servicing intergovernmental meetings is desirable. Experience with Enterprise Resources Planning (ERP) Systems is desirable. One (1) year or more experience in data analytics or related areas 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 French or Spanish or another UN 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.

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