Job Vacancies United Nations Environment Programme, January 2012

Job Vacancies United Nations Environment Programme
Position Secretary
Department/ Office United Nations Environment Programme
Duty Station NEW YORK
Closing Date: Wednesday, 08 February 2012
Job Opening number 12-ADM-UNEP-21249-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting
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. UNEP’s Division of Regional Cooperation (DRC) helps to implement UNEP’s global programs in the regions by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental problems and emergencies. This position is located in the United Nations Environment Programme, Division of Regional Cooperation at the New York duty station. Under the overall guidance and supervision of the Director, UNEP New York Liaision Office (NYO) and Special Representative of the UNEP Executive Director, the incumbent will perform the following main functions:

Responsibilities
1. Maintains the Director’s calendar and schedules appointments; arranges meetings, working luncheons with high ranking officials; Arranges meetings and travels of the Director and prepares the mission reports, travel plan and activities reports; Screens incoming correspondence; Records inputs of action taken in the Information Management System; Maintains policy, confidential and general management files; Drafts and finalizes routine correspondence. 2. Maintains the Executive Director’s calendar and schedules appointments while in New York ; Arranges all incoming correspondence/documents and letters; Handles travel arrangements, makes hotel reservations and ensures that all concerned are informed of the Executive Director’s visit and scheduled activities; Handles official receptions, luncheon meetings, timely distributions of invitations. 3. Prepares background material for preparation of briefs and policy papers, correspondence and various presentations; Determines the nature and extent of information required and gathers documentation; Monitors completeness and timeliness of documentation. 4. Extends assistance to Senior UNEP Officials on mission to UN Headquarters and visiting staff; Performs other related duties as required.

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.

Planning and Organization:
Effective organizational skills and ability to prioritize own work programme; Ability to allocate appropriate amount of time and resources for completing work; Monitors and adjust plans and actions as necessary; Uses time efficiently.

Communication:
Ability to write in a clear and concise manner; Demonstrated ability to share information and keep other people informed of important developments in relation to the work of the office; Communicates effectively and courteously in the day-to-day responsibilities in dealing with colleagues and counterparts.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.Education
Completion of secondary school is required. Supplemental training in the secretarial field and office administration and/or office management is desired. Passing of UN secretarial test is desired.

Education
Completion of secondary school is required. Supplemental training in the secretarial field and office administration and/or office management is desired. Passing of UN secretarial test is desired.

Work Experience
At least five years of secretarial experience, some of which should have been at a senior secretarial level. Typing ability as well as thorough knowledge of modern office procedures required. The incumbent should also have the ability to operate word-processing equipment and have good knowledge of protocol issues. Previous successful experience from a multi-cultural environment an asset.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of a second official UN language is an advantage.

Assessment Method
Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.

Special Notice
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 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.
1. All applicants are strongly encouraged to apply online 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 e-mail address has been provided.
2. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

United Nations Considerations
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). The United Nations Secretariat is a non-smoking environment.

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.




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