Secretary, G-5

DEADLINE FOR APPLICATIONS:22.Apr.2010

DATE OF ISSUANCE:23 Mar 2010

ORGANIZATIONAL UNIT:United Nations Environment Programme

DUTY STATION:Geneva

VACANCY ANNOUNCEMENT NUMBER:10-ADM-UNEP-423216-R-GENEVA

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred and visa or work permit issues in order to take-up the appointment. Staff members are subject to the authority of and assignment by the SG. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Responsibilities
The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The Environmental Management Group (EMG) was established by the UN General Assembly Resolution 53/242 in 1999 and is chaired by the Executive Director of UNEP. It aims at enhancing cooperation in the field of environment and human settlements within and beyond the UN system. This post is located in the UNEP/EMG in Geneva. Under the general supervision of the EMG Director the incumbent will undertake the following: 1) Provide direct assistance to the Director of the EMG: Retrieve and read the Director's correspondence, draft responses, maintain a calendar/schedule, monitor changes and communicate information to staff; Make travel arrangements; Prepare quarterly reports, Memorandum Of Understanding (MOUs), consultants/individual contractor contracts; Assist the Director in day-to-day office operations. 2) Provide administrative assistance to the EMG Secretariat: Assist EMG staff in preparing the work plan, revisions and implementation of the Costed Work Plan; Ensure allotment/sub-allotments are accessible in the system; Review requisitions for goods and services, ensure correct objects of expenditure are charged and the availability of funds; Review status of expenditures and compare with approved budget; Check, verify and process the invoices covering general Secretariat expenses received for payment; Prepare, check background documents, pre-encumbrances, obligations in IMIS, process Small-Scale Funding Agreements, MOUs and Project Cooperation Agreements; Maintain the level of stock of office supplies and conduct inventory of such supplies and the non-expendable equipment; Provide assistance in preparation of missions and travels of staff and maintain the monthly travel plan; Process travel requests and travel advances; Prepare leave reports. 3) Liaise with the Director and the Programme Officers on programmes and administrative matters; Monitor processes and schedules of EMG -outputs and tasks; Prepare and process confidential information; Orient new staff to administrative procedures and practices. 4) Prepare and coordinate meetings, research, compile and summarise background and presentation materials; Coordinate logistical arrangements, prepare minutes of meetings and monitor follow-up activities; Organise for the staff video or audio-conference meetings and act as the technical focal point; 5) Provide secretarial assistance to the Secretariat; Retrieve, record, scan and monitor the distribution of correspondence and documents; Maintain administrative and communications files; Respond to information requests and inquiries, carry out quality control function for outgoing documents; Manage the contact databases, update the website; 6)Perform other duties as may be assigned.

Competencies
Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; 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. Teamwork: Works collaborative with colleagues to achieve organizational goals; is willing to learn from others; places team agenda before personal agenda; 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; monitors and adjusts plans and actions as necessary; uses time efficiently. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; identifies clients’ needs and matches them to appropriate solutions; keeps clients informed of progress or setbacks in projects; meets time line for delivery of products or services to client.


QUALIFICATIONS
Education
Completion of secondary school education is required. Supplementary training in Secretarial, project management or other related field is desirable. UN secretarial test required.

Work Experience
A minimum of 5 years of progressively responsible experience in the field of administration, office management, secretarial or related field. Some working experience in an international organization preferably UN is required.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and French is required. Working knowledge of another United Nation language is an asset.

Other Skills
Excellent computer skills (Microsoft Office, email, internet) are required. Proficiency in use of UN programs such as IMIS, e-Meets and Galaxy is an asset.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article
8).English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

How to apply

All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark.

Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary.

1. To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password.

2. After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications.

3. In completing the PHP, please note that all fields marked with an asterisk must be completed.

4. UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reports to the relevant HRO/PO via fax.

E-mail: Recruitment@unon.org,

Fax: 254-20-762-4212