Special Assistant to The Secretary General

vor 1 Woche

Gland VD, Waadt, Schweiz International Union for Conservation of Nature Vollzeit

Special Assistant to the Secretary General:

Vacancy #:

6485

Unit:

Ramsar Convention Secretariat

Organisation:

The Ramsar Convention on Wetlands (Ramsar)

Location:

Secretariat of the Convention on Wetlands, Gland, Switzerland

Reporting to:

Secretary General

Work percentage:

100%

Grade:

P2

Expected start date:

01 September 2023

Type of contract:

Max-term (24 months)

Closing date:

12 July 2023

BACKGROUND


The Convention on Wetlands is an intergovernmental treaty that provides the framework for national action and international cooperation for the conservation and sustainable use of wetlands and of wetland biodiversity and services.

It was the first of the modern global multilateral environmental agreements and remains the only one devoted to a specific critical ecosystem.


The Convention Secretariat has its headquarters in Gland, Switzerland, where the International Union for Conservation of Nature (IUCN) provides some administrative services to the Convention's Contracting Parties for the operations and implementation of the Convention.


As part of the Secretary General's Office, the Special Assistant to the Secretary General (SG), will be a dynamic and highly motivated professional providing effective support to the SG daily and ensuring the SG's operational effectiveness.

The Special Assistant will assist the SG in all aspects of her duties and will interact with a wide range of people within and outside the Convention on Wetlands community, across Standing Committee (SC), Contracting Parties, Agencies, International Organisation Partners (IOPs), the Scientific and Technical Review Panel (STRP) and Programme on communication, capacity building, education, participation and awareness (CEPA) States as well as with the many internal and external partners.

The position requires excellent judgement, discretion, interpersonal skills, and problem-solving capability.

This should be ideally underpinned with an analytical mind, clear writing skills and ability to distil discussions, and convention understanding.

The Special Assistant will report to SG.

JOB DESCRIPTION

  • The Special Assistant's responsibilities will include, but not be limited to the following:


Workflow management
  • Support the SG in managing core workflow and outputs on a timely basis, ensuring that the SG can execute her/his management and other responsibilities and is prepared for all meetings.
  • Ensure that all followup from meetings and interactions is communicated to relevant staff and authorities and is logged and concluded.
SG Positioning- Liaise with the UN Agencies, SC, IOPs, Contracting Parties, Executive Officers, Staff, and contact to ensure that the SG can best serve the Convention on Wetlands and respond to specific requests;

  • Work closely with SG and provide Strategic Guidance on linkages to other MEAs and Treaties.
Communications- Maintain a close working relationship with the Communications Manager to ensure that the SG can fully execute her role in communications;

  • Undertake and effectively organise all manner of events related to the work of the Secretary General (meetings, working lunches and dinners; retreats; highlevel meetings; receptions, etc.) including logistics, documentation, briefings etc.
  • Prepare briefing materials, presentations and documents as required for the Secretary General (SG)'s meetings, travels, events, and activities, including notes, minutes, and written records to document office meetings and discussions;
  • Review and log all incoming correspondence and route for action/advice to the Secretariat staff, as necessary;
  • Review correspondence and internal/external documents prior to SG's approval and signature;
  • Draft communications as assigned and ensure compliance with established protocols and procedures;
  • In collaboration with the HR Officer, execute the internal communication strategy, including developing key messages for internal communication initiatives and planning internal events to encourage collaboration and team work.
Travel- Travel with the Secretary General, as appropriate.

As part of the SGO participate pro-actively in the preparation of the travel calendar for the SG and ensure that all trips are fully planned and optimized in all respects, including travel arrangements, itinerary, meetings secured, briefing materials, pre-briefing, speeches, and other materials.

While travelling ensure that the SG is on top of her/his workload and liaise with the office and others to ensure that the workflow continues.

While travelling ensure that decisions made, contacts, made and discussions held are communicated in a timely manner;

  • Follow up on notes, minutes, and mission reports, upon return from the duty trip according to practice on behalf of the SG.
Interact and lead "from behind" with a variety of partners inside and beyond the Convention on Wetlands- The Special Assistant will frequently interact

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