ADMINISTRATIVE ASSISTANT (Temporary Job Opening)

Org. Setting and ReportingThe 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. The Multilateral Fund for the Implementation of the Montreal Protocol (MLF) supports projects to reverse the deterioration of the Earth's stratospheric ozone layer and reducing consumption of high global warming hydrofluorocarbons (HFCs). It was established in 1991 as the financial mechanism of the Montreal Protocol to assist developing countries (Article 5 countries in the language of the Protocol) in complying with their obligations under the Montreal Protocol. The Multilateral Fund is managed by an Executive Committee (ExCom) with an equal representation of seven industrialized and seven Article 5 countries that are elected annually by the Meeting of the Parties. The Committee reports every year to the Meeting of the Parties on its operations, and it is assisted by the Fund Secretariat, located in Montreal, Canada and administered by UNEP (www.multilateralfund.org). This temporary position is based at the Montreal duty station. Under the overall supervision of the Chief of Administration, the incumbent will perform the following duties: Responsibilities1. Assist the Chief of Administration in general office support, fund management and financial matters: Assist in the review of the financial information submitted by the Treasurer in the status of the Fund report and the Executive Committee net approvals for each implementing agency (IA); Assist with the formatting and editing of the Executive Committee meeting documents within the Unit including but not limited to, the status of contributions and disbursements, the report on balances and availability of resources, bilateral cooperation, provisional accounts, reconciliation of the accounts and the budget of the fund Secretariat; Draft relevant correspondence to the Treasurer on transferring funds to the IAs after each Executive Committee meeting; Collect information to respond to enquiries regarding financial audit and ensure procedures, policies, and regulations are correctly followed and complied with. 2. Serve as a focal point for tasks related to the MLF international staff accreditation and entitlements with the Government of Quebec, the Government of Canada, UN headquarters and International Civil Aviation Organization (ICAO): Liaise with authorities in the Canadian Federal Government to facilitate issuance and renewal of acceptance visas, identity cards, and work permits for international staff and their eligible dependents; Liaise with the responsible officers in the Government of Quebec to obtain waivers for eligible dependents attending English school in Quebec, waivers to pay school fees following the Canadian scheme, and obtain diplomatic license plates for eligible staff members, considering their entitlement and privileges under the Host Government Agreement; Liaise with the Regie de l ‘Assurance Maladie du Quebec (RAMQ) to request the issuance of the medical coverage card; Liaise with UNEP office in Geneva for the issuance, renewal and/or cancellation of UN Laissez-Passers; Act as focal point with ICAO on local working conditions such as security, updating security staff list of ICAO. 3. Assist with general administration issues: Provide support in following up on all administrative-related tasks, ensuring timely completion, and report their status regularly to the Chief of Administration; Ensure coordination of activities within the Chief of Administration’s office including calendar management, travel arrangements, correspondence handling, and other administrative tasks as needed; Provide support in contacting moving companies and other service providers as may be required; Manage inventory of office supplies and monitor the requests and distribution in the Secretariat; Cooperate with building administration in relation to office management, maintenance and construction services; Facilitate issuance of access passes to the building, door keys and ICAO security badges; Assist with visa applications for official staff travel for meetings and missions; 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; Perform any other duties as may be required. 4. Assist the Chief Officer in coordinating logistical support for the Executive Committee meetings and conference services: Arrange procedural and organizational preparations, including the booking of proposed meeting dates and rooms configuration, with the UN lead agency in Montreal (ICAO) when meetings are held in Montreal; Liaise with ICAO staff and ensure that all preliminary logistic arrangements are made in advance for the efficient conduct of meetings/conferences; Provide support in the allocation of conference facilities and meeting rooms, supervise set-up, coordinate the provisions of catering services for receptions; Prepare floor plan of seating arrangements in accordance with meeting requirements and UN protocol; Prepare the Information Note for each meeting held in Montreal by identifying local hotels and obtaining preferential rates, providing information about the venue, schedule and other related information of the meeting; Prepare invitation letters and letters to facilitate visa issuance for sponsored delegates to attend meetings; Maintain the contact database; Prepare the list of meeting participants. CompetenciesPROFESSIONALISM: Ability to perform a broad range of administrative functions; Ability to apply knowledge of various administrative, financial and human resources rules and regulations in work situations; Ability to perform analysis, modeling 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. 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. EducationCompletion of High school diploma or equivalent is required. Job - Specific QualificationEducation or technical training in the field of administration, finance or accounting is desirable. Work ExperienceA minimum of five years of relevant work experience in the field of administrative services and support, finance or accounting, or related area is required. The minimum number of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree. Experience in drafting and formatting meeting documents and official correspondence is required. Experience with various operating systems, such as Microsoft Windows, and the common Microsoft Office applications including Excel (for spreadsheets), Word (for word processing), and PowerPoint (for presentations), is required. Experience working with senior management in the United Nations System or similar international organization is desirable. Experience working with ERP system or similar knowledge management applications/platforms is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of French is required. Knowledge of another official United Nations 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. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice• This position is temporarily available for 364 days. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. • If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. • 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. • 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. • 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. • On-line applications will be acknowledged where an email address has been provided. 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. 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 ConsiderationsAccording 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 FeeTHE 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.