Team Assistant

vor 4 Wochen

Geneve, Schweiz United Nations Vollzeit

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.

This position is located in the Secretariat of the Basel Convention on the Control of Transboundary Movements of Hazardous Wastes and their Disposal, the Rotterdam Convention on the Prior Informed Consent Procedure for Certain Hazardous Chemicals and Pesticides in International Trade and the Stockholm Convention on Persistent Organic Pollutants, in Geneva.

Under the overall supervision and guidance of the Programme Officer, the incumbent is responsible for the following duties:
**Responsibilities**:
1. General Administrative Support:

- Produces a wide variety of documents and reports; proofreads documents and edits texts for accuracy, grammar, punctuation, style, and adherence to formatting standards.
- Responds or drafts responses to routine correspondence and other communications, responds to information requests and inquiries and refers issues to appropriate staff member for handling.
- Processes administrative requests and actions, e.g., requisitions, purchase orders, staff travel requests, contracts, expenditure authorizations.
- Enters, maintains and certifies time and attendance records and performance appraisals in electronic information systems.
- Maintains up-to-date work unit files.

2. Programme Support:

- Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences.
- Assist in the review of data in reports from Parties and stakeholders and updating of databases of such data including through correspondence with relevant stakeholders.
- Follows up on negotiations with donors on strategic funding agreements; assists in the preparation of correspondence to donors; tracks donor deadlines.
- Circulates official correspondence on BRS projects and programmes among parties, missions and stakeholders, formats routine correspondence and documentation of non-technical nature for correctness and conformity with the UN procedures; follows up on pending issues and actions taken.

3. Meeting Services:

- Assists in the preparation and organization of meetings, sends invitations and confirmation letters to meeting participants; drafts responses to queries and requests from participants regarding details/information of the meetings.
- Assists in the preparation, production and distribution of meeting documents.
- Handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services.
- Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences.
- Creation of online events, hosting of meetings, providing technical assistance for connecting to the meeting platform and troubleshooting during online meetings

4. Knowledge Management:

- Performs data entry and extraction functions.
- Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
- Assists in the preparation of online meetings, including in the delivery of in-session technical support, using appropriate technology/software; distributes online meeting-related electronic media materials; follows up on Q&A, distributes incoming online meeting-related messages and responds to inquiries.
- Generates a variety of standard statistical and other reports using various databases, updates and maintains distribution lists.
- Provides basic software and office equipment support or contacts Help Desk as needed.
- 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.
- Performs other related 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.

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

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