Team Assistant Vacancy-Job Ref: WJCAUNEP/0407/2025820

Team Assistant Vacancy-Job Ref: WJCAUNEP/0407/2025820

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 overall guidance of the Head of the Administration Division and the direct supervision of the Head of the General Administration Unit, the incumbent will carry out the following functions:

Responsibilities
A. Assists in supporting the administrative functions in the Secretariat. B. Provides general office support services to help ensure the smooth functioning of the unit. C. Monitors, screens and guides, through the electronic system, the visitors to the office premises and participants to meetings held within the office to ensure that this is done with the maximum ease without any undue risks. D. Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.

E. Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required. F. Receives phone calls and visitors and responds to routine inquiries and information requests, including drafting general routine written responses, or routes to appropriate personnel for handling as required. G. Maintains files (both paper and electronic) and databases for work unit. Updates and maintains large distribution lists; assembles documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates receipt of courier services.

H. Performs a variety of administrative duties (e.g. staff attendance record keeping, leave recording). I. Photocopies a variety of documents and other materials. J. Delivers urgent mail/messages. K. Assists in the flow of all mail operations, receiving and recording all incoming/outgoing couriers and regular mail and dispatching distribution of mail. L. Tracks the distribution of all mail and pouch service and ensures timely distribution of mail. M. Assists in the management of the stock of publications, keeps records of distribution and maintains information on stock levels. N. Prepares packages of publications for mail-out and assists to finalize dispatches.

O. 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. P. Assists with visualizations and updating information material such as web pages or brochures.

Competencies
Professionalism: Knowledge of general office and administrative support. Knowledge of administrative policies, processes and procedures. 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. Able to perform analysis, modeling and interpretation of data in support of decision-making.

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 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.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from client’s point 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.

Education
High School diploma or equivalent is required.
Job – Specific Qualification
Knowledge of administrative rules and regulations and application of financial and staff regulation/rules acquired through formal and on-the-job training or self-study is desirable.

Work Experience
A minimum of two (2) years of experience in handling mail, pouch, registry operations or related areas is required. The minimum years of relevant experience is reduced to zero for candidates who possess a first-level university degree or higher. A minimum of one (1) year of professional experience within the United Nations common system or similar international organization is desirable. One year (1) 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 and French is required. 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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