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Senior Programme Management Assistant

Montreal

  • Organization: UNEP - United Nations Environment Programme
  • Location: Montreal
  • Grade: Administrative support - GS-7, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: 2024-06-22

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 Office of the Executive Secretary (OES). Under the overall guidance of the Head of the Biosafety Unit and the direct supervision of the Legal Officer, the incumbent will carry out the following functions:
Responsibilities
A. a) Independently provides full range of the clearing-house programme/project management and implementation assistance at all phases of the programme/project cycle for, typically, a large and highly complex component of the programme/projects, seeking guidance only in exceptional circumstances. b) Supervises and monitors the development and upkeep of the Biosafety Clearing-House (BCH), participates in the development process to improve the BCH interface and functionality, monitors its implementation at all stages to ensure work is proceeding according to established plans. c) Oversees and monitors the proper functionality of the clearing-house by preforming continuous testing and identifying problems/issues, seeking clarification and communicating with the Information Technology (IT) and other departments, if needed; tracks the implementation and testing of resolved issues, including in all six United Nations languages; prepares a summary of actions for the manager with suggestions for further action. d) Serves as focal point for coordination and monitoring of accuracy and completeness of various types of records in the BCH and other databases and participates in related programme/project evaluations and assessment of the information in the BCH; liaises with Parties to the Cartagena Protocol and diverse organizations and stakeholders to ensure records in the clearing-house are up-to-date and correct; provides assistance on update of records and procedures; processes and follows-up on actions and resolves issues related to upkeep of the databases; follows up on issues arising under the different programme areas and answers queries, in coordination with the respective programme officers. e) Coordinates work with other units of the Secretariat (in particular, the Access and Benefit-sharing Clearing-house (ABSCH) and the clearing-house mechanism (CHM) teams) with a view to ensuring coherence and integration between the various clearing-houses of the Convention, which involves communication with both G and P staff in other units; keeps abreast of needs of the other clearing-houses and of the substantive content and concepts related to their areas of work. f) Maintains up-to-date contact information and relationships with various partners such as other UNEP Divisions dealing with biosafety issues, network of UNEP Regional Advisors, FAO, OECD, CropLife International and other stakeholders to facilitate collaboration among the various agencies and ensure the flow of biosafety information to the BCH. g) Develops and produces educational materials, including articles, videos, user manuals and other social media toolkits, to promote knowledge and understanding of the BCH, involving partners where needed. h) Provides ongoing support and training to Parties and various stakeholders on the use of the clearing-house and its various components, including forum pages and Protocol sections; participates in outreach activities; develops presentations and other materials for capacity-building workshops, training programmes and meetings; oversees the development of the relevant database(s) to ensure the incorporation of functionalities that make them user-friendly and sustainable, including providing advice to relevant programme officers. i) Drafts and coordinates project planning; seeks advice and reviews feedback from project partners (e.g. BCH Informal Advisory Committee, UNEP Regional Advisors) with the aim of ensuring that client interests and views are taken into account in the implementation of these projects. j) Oversees and monitors translation and coordinates the production of language versions of various elements of the BCH, which also entails the understanding and use of various translation software; communicates with translators and reviews and revises translations received (in English, French and Russian). k) Maintains and updates Biosafety Unit's internet webpages related to the BCH. l) Supervises and guides other support staff, provides training and supervision of Individual Contractors and interns, including providing assistance with recruiting contractors, distribution and review of work assignments, training, and inputs to performance evaluation. m) Researches, compiles, analyses, summarizes, and presents information/data on programmes/projects and related topics, highlighting noteworthy up-to-date information and issues/trends on topics relevant to the programme for consideration by appropriate parties and provides contributions to assists senior professional staff with the development of policy options, including in relation to the assessment and review process of the Protocol and compliance with obligations concerning the BCH. B. a) Services meetings and workshops, including meetings of the BCH Informal Advisory Committee, Conference of the Parties serving as the meeting of the Parties to the Protocol (COP-MOP); drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions. b) Undertakes missions/field work in support of activities related to the BCH programme of work. c) Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities. d) Prepares and edits pre-session and information documents on the respective programme of work and assists with final reports of meetings/workshops and drafting of in-session documents during meetings. C. Provides administrative and logistics related assistance for activities under the programme areas and undertakes the organization and servicing of meetings, online forums and other events: a) Organizes the logistics and administrative arrangements for workshops / meetings in coordination with host governments and/or partner organizations, as applicable (i.e. arranging venue, services, accommodations and preparing host agreements) and liaises with the Secretariat's Conference Services Unit. b) Coordinates and facilitates logistical arrangements for the participation of representatives from Parties and observers in meetings and workshops, liaising with the travel and finance units. c) Organizes and handles on-site registration for meetings held at and outside the seat of the Secretariat, including the disbursement of daily subsistence allowance to funded participants. d) Organizes online discussions, including by designing and managing webpages for such discussions. e) Facilitates online discussions, including real-time conferences, by providing substantive support to the relevant programme officer or the chair of the online discussions. f) Liaises with the members of the UNEP-GEF BCH III Project and Regional Advisors Network, Members of the BCH IAC, as necessary. g) Liaises with other units and divisions, as necessary. h) Liaises with and/or supervises local support staff during events that take place outside of the seat of the Secretariat. i) Arranges for clearance, publication and distribution of pre and post meeting documents and any other documentation. j) Provides translation or interpretation services for the Unit. k) Undertakes mission work in support of the above activities. D. a) 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. b) Assists with visualizations and updating information material such as web pages or brochures. c) Performs other duties as assigned.
Competencies
PROFESSIONALISM: Proven analytical capacity and in-depth knowledge of the various complex dimensions of environment and sustainable development; good research skills and ability to coordinate the production of reports and papers on technical issues and to review and edit documents. The ability to perform analysis, modelling and interpretation of data in support of decision-making. 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. Commits to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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. TEAMWORK: Works collaboratively 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.
Education
Completion of high school diploma or equivalent is required.
Job - Specific Qualification
Knowledge of MS Office software is required. Supplementary training in a relevant area such as education or communication is desirable.
Work Experience
A minimum of ten (10) years of responsible experience in organizing information and managing vast volumes of data, working with databases, is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. Experience in testing software applications, producing instructional/educational materials and technical writing is desirable. Six (6) years of experience working in the UN or in a similar international organization is desirable. One (1) year or more of experience in data analytics or a related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of an additional UN official language is desirable. 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.
Special Notice
Appointment against this post is for an initial period of one (1) year and may be subject to extension. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. 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 to take-up the appointment. Internal Applicants – when completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. 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. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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