Administrative Assistant

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.

The Multilateral Fund for the Implementation of the Montreal Protocol (MLF) is dedicated to reversing the deterioration of the Earth's stratospheric ozone layer. 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 the obligations under the Montreal Protocol. The Fund Secretariat located in Montreal, assists the Executive Committee in this task (www.multilateralfund.org). The Secretariat is administered by UN Environment. This post is located in UNEP/MLF at the Montreal duty station. Under the overall supervision of the Senior Administrative and Fund Management Officer and the direct supervision of the Associate Administrative Officer, the incumbent will perform the following tasks: Responsibilities

1. Staff assistance: Perform full range of office maintenance and administrative support functions; Prepare and processes confidential information; Assist in the development of office administrative systems and procedures; Research, compile and summarize background materials for use in preparation of administrative reports; Maintain file (both paper and electronic) and databases for the work unit.

2. Financial, technical and administrative support: Deliver and pick up visas and passports required for official travel; Distribute recovery invoices from the telephone company and postage; Inspect orders on receipt against the purchase order to ensure that it is received in full and advise accordingly; Assist in updating and entering data into recovery invoices database; Monitor the operation and maintenance of photocopiers, fax and scanners; Check the stock of office material and advise on shortage of inventory; Assist with troubleshooting breakdowns of the machines and request for repairs from vendors in case of equipment malfunctions; Assist with scanning documents; Distribute office supply; Ensure that inventory stock is well maintained and accounted for; Act as the Fund Secretariat receptionist providing all necessary assistance to visitors; Assist in processing tax reimbursement from the federal and provincial governments; Assist with office maintenance and act as focal point for the issuance of access cards, security checks and evacuation training and drills. 3. Document management and logistical arrangements for meetings: Provide assistance in the coordination of service-wide activities during meetings of the Executive Committee, Inter-agency coordination meetings and meetings hosted by the Fund Secretariat; Reproduce documentation (including reports) for all meetings hosted by the Fund Secretariat; Assist with dispatch of meeting documents and other materials for distribution to the meeting venue; Order waybills and make special arrangements with courier companies for pick-up to dispatch equipment, documents, stationery to the meeting site; Provide any other support during meetings. 4. Email correspondence, distribution and filing: Receive all in-coming emails addressed to the Secretariat and clean up spams and email viruses; Print original emails as received and format attachments such as spreadsheets and tables as needed; Distribute emails and/or make copies; Relocate physical files in archives and keep most recent files in an organized manner. 5. Processing incoming and outgoing correspondence including mail: Prepare customs declaration in the case of parcels; Assist Administration in identifying cost effective systems of dispatch, postage and courier services; Ensure that all incoming and outgoing mail/pouch are recorded and in compliance with rules and are properly sorted to meet deadlines; Advise sender of procedures and best manner of dispatch; Ensure timely distribution of urgent mail; Deliver by hand, sensitive and urgent letters and documents to embassies, consulates and other UN agencies; Track the distribution of all mail as well as pouch service; Contact courier representatives to ensure movement of mail; prepare bills and related documents for courier and special shipments; Prepare computerized records on the details of outgoing material; Receive all official, personal and confidential mail and packages; codify, deliver and maintain accurate records; receive certified mail, registered mail, express mail, mail from permanent missions, courier deliveries, and other personal mail; prepare log sheet and forwards to the appropriate staff; co-ordinate with the relevant staff to maintain workflow; Check and verify invoices for payment. 6. Perform other duties as may be assigned. Competencies

PROFESSIONALISM: Knowledge of, and ability to perform a broad range of administrative functions; Ability to apply knowledge of various administrative, rules and regulations in work situations; 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.

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 and 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

High school diploma or equivalent is required. Supplementary training in administration, project management or other related field is desirable.

Work Experience

A minimum of five (5) years of progressive work experience in the field of administration, office management or related field is required. Working experience in an international organization is required. Familiarity with Microsoft Office, in particular Outlook, Word and Excel applications, and electronic filing systems is required. Experience in handling electronic and general mail, pouch, registry operations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Working knowledge of other UN official languages is desirable.

Assessment

Evaluation of qualified candidates for this position 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 year and may be subject to extension. 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.

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. On-line 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 "Need Help?" link. Internal Applicants – when completing the PHP, 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. 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. Deadline for Application: 16th, July 2020 More Information and Application Details.