Administrative Assistant

Job Posting Organization:
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. UNEP was established in 1972 and has since been instrumental in addressing environmental issues on a global scale. The organization operates in multiple countries and employs a diverse workforce dedicated to promoting sustainable practices and policies worldwide. UNEP's mission is to encourage sustainable development through sound environmental practices, and it plays a crucial role in coordinating responses to environmental challenges.

Job Overview:
The Administrative Assistant position is located within the Secretariat of the Convention on Biological Diversity (SCBD), which is administered by UNEP. The incumbent will support the administrative functions of the Secretariat, ensuring the smooth operation of the office. This role involves providing general office support services, managing visitor access, maintaining schedules, and handling correspondence. The Administrative Assistant will also be responsible for maintaining files and databases, tracking mail operations, and assisting in data collection and analysis. The position requires a proactive approach to problem-solving and the ability to work collaboratively within a team to achieve organizational goals. The successful candidate will be expected to demonstrate professionalism, client orientation, and a commitment to gender equality in the workplace.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include: A. Assisting in supporting the administrative functions in the Secretariat. B. Providing general office support services to ensure the smooth functioning of the unit. C. Monitoring, screening, and guiding visitors to the office premises and participants to meetings. D. Maintaining calendars and schedules, communicating relevant information to staff. E. Reviewing, recording, routing, and processing mail and documents; tracking follow-up actions. F. Responding to routine inquiries and information requests, drafting written responses as needed. G. Maintaining both paper and electronic files and databases; updating distribution lists. H. Performing various administrative duties such as staff attendance record keeping. I. Photocopying documents and materials. J. Delivering urgent mail/messages. K. Assisting in the management of mail operations and ensuring timely distribution. L. Tracking the distribution of mail and pouch services. M. Managing the stock of publications and maintaining records of distribution. N. Preparing packages of publications for mail-out. O. Assisting with data collection, analysis, and preparation of reports. P. Updating information materials such as web pages or brochures.

Required Qualifications:
The required qualifications for the Administrative Assistant position include a high school diploma or equivalent. Knowledge of administrative rules and regulations, as well as financial and staff regulations, is desirable. Candidates should possess strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively. Proficiency in office software and communication tools is essential. The candidate should also demonstrate a commitment to gender equality and the ability to work in a diverse environment.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates with a first-level university degree or higher may have their minimum years of relevant experience reduced to zero. Knowledge of administrative rules and regulations is desirable and can be acquired through formal training or self-study.

Experience:
A minimum of two years of experience in handling mail, pouch, registry operations, or related areas is required. Candidates with a first-level university degree or higher may have this requirement waived. Additionally, one year of professional experience within the United Nations common system or a similar international organization is desirable. Experience in data analytics or related fields is also considered an asset.

Languages:
Fluency in English and French is required for this position, as these are the working languages of the United Nations Secretariat. Fluency means a rating of 'fluent' in all four areas: reading, writing, speaking, and understanding. Knowledge of additional languages may be beneficial but is not mandatory.

Additional Notes:
This position is for an initial period of one year and may be subject to extension based on the continued existence of the mandate and availability of funding. The appointment is limited and subject to local recruitment rules. Candidates must be authorized to work for the United Nations in Montreal, and those selected from outside the duty station will be responsible for their relocation expenses. The United Nations is committed to achieving gender balance and encourages female candidates to apply. The organization also emphasizes the importance of creating a diverse and inclusive work environment.