Administration Associate

Background Information - UNOPS UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development. UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources. Working with us UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines. Diversity With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates. Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands. Background Information - Job-specific Background Information: Secretary-General’s Climate Action Team (CAT), Executive Office of the Secretary-General (EOSG) The 2019 Climate Action Summit mobilized significant public momentum and new commitments from Member States, private sector and subnational governments to turn the page on the climate change crisis. Such commitments identified new catalytic solutions and coalitions necessary to bend the emissions curve before 2030 – from the transformation of the world’s energy, transport, urban and natural ecosystems to the revamping of the world’s financial systems. After the Summit, climate change remains at the top of the Secretary-General's priorities and one of the core priorities of the Decade of Action to Deliver the Sustainable Development Goals. In the context of the Decade, 2020 and 2021 are “make or break” years for climate action and the transformations needed for the world to truly adopt a sustainable, low emission development trajectory and to meet the Sustainable Development Goals. It is vital that we build upon the momentum from the 2019 Climate Action Summit to raise ambition levels on Nationally Determined Contributions, elevate our commitment to biodiversity, secure funding for climate adaptation and resilience and accelerate the just transitions we need from fossil fuel dependent energy and transport systems to ones powered by renewable energy. In order to build on the momentum and realize the commitments secured at the Summit, the Secretary-General is building a new Climate Action Team. This Team will focus on the following:

Raising ambition levels and concrete commitments by the major emitters, particularly the G20;
Mainstreaming climate change (portfolio shifts to low emission investments, embedding climate risk factors in investment decision-making and carbon pricing) within financial markets and firms;
Developing and implementing a targeted strategy for fossil fuel and coal phase-out;
Strengthening and delivering the Climate Action Summit commitments and coalitions and incubating new commitments and coalitions related to energy transition, transportation, urban and local climate action, nature based solutions and climate resilience;
Enhancing UN system support to countries to deliver on the climate and environment-related Sustainable Development Goals – from water scarcity to industrial innovation and sustainable urbanization;
Provision of up-to-date analytics and policy guidance for the Secretary-General, Deputy Secretary-General, UN leadership and Member States.
Designing and executing a cross-UN global communications campaign and movement focused on SG and UN leadership on climate action at all levels, and messaging and storytelling to build political will, elevate local solutions and mobilize individual actions.

In order to deliver the level of ambition needed, the new team will be led by a Special Adviser to the Secretary-General on Climate Action and Assistant Secretary-General (ASG) for Climate Action, supported by a director on Climate Action and a director on Climate Ambition. This is a position in UNOPS for supporting projects carried out for the UN Executive Office of the Secretary General. The incumbent of this position will be a personnel of UNOPS under its full responsibility. Functional Responsibilities Duties and responsibilities of the Administration Associate will include:

Assists in the overall administration of the department/division, i.e. provides substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
Compiles and analyzes basic data from a variety of sources (including IMIS), summarizing and presenting conclusions for review by manager.
Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.
Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.
Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
Prepares, processes and classifies confidential information.
Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
Uses standard word processing package to produce a wide variety of large, complex documents and reports.
Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
Performs other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Education/Experience/Language requirements Education

Secondary education/High School is required.

Work Experience

A minimum of 6 years of working experience in general office support or related area,
Experience working in an environmental context is desirable.
Experience working in the environmental context will be considered an asset.

Language