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Staff Assistant

vor 3 Monaten

Genf, Genf, Schweiz United Nations Vollzeit

The UN 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.


This position is in the Executive Office of the Secretariat of the Basel, Rotterdam and Stockholm Convention (BRS), at Geneva duty station.

Under the direct supervision of the Executive Secretary, the incumbent will be responsible for the following duties:

Responsibilities:

  • Assists in the overall administration of the Executive Office i.e. provides substantive and administrative support in managing priorities and work flow of the Executive Secretary and of the work unit, coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
  • Compiles and analyzes basic data from a variety of sources (including Umoja), summarizing and presenting conclusions for review by the Executive Secretary.
  • Serves as a communications link between supervisor and senior staff, on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information, brings sensitive and urgent matters to the attention of the Executive Secretary.
  • Takes full responsibility for time management and scheduling on behalf of the Executive Secretary with appropriate consultation as required, effectively prioritizes and resolves related conflicts and competing demands.
  • Undertakes representational duties on behalf of the Executive Secretary, to include serving as first point of contact and liaison with senior officials internally and externally.
  • Screens and prioritizes all incoming correspondence, compiles relevant background documents and references, identifies issues requiring the Executive Secretary's attention and refers others to relevant officer for appropriate disposition, monitors and followsup on actions to be taken.
  • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the Executive Secretary.
  • Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research), responds, or drafts responses, to a diverse range of correspondence and other communications.
  • Assists in servicing of the meetings of the Conference of the Parties to the BRS Conventions and provides assistance to individual Bureau members.
  • Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
  • Oversees work of office support staff, establishes priorities and deadlines, assigns work and reviews outputs upon completion, trains office support staff in administrative, protocol and other relevant procedures
  • Organizes official receptions, meetings, handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment).
  • Prepares, processes and classifies confidential information.
  • 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.
  • Exercises quality control function for all outgoing documents, proofreads and edits texts for adherence for format, grammar, punctuation and style.
  • Uses standard word processing package to produce a wide variety of large, complex documents and reports.
  • Manages, updates and further develops internal databases, updates website, generates a variety of standard and nonstandard statistical and other reports from various databases.
  • Performs other duties as assigned.
Competencies

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.


  • 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.
Educat