The incumbent will support the activities under the Convention on the Protection and Use of Transboundary Watercourses and International Lakes (Water Convention). The broad aim of UNECE's environment activities is to safeguard the environment and human health, and to promote sustainable development in line with the 2030 Agenda.
Responsibilities:
Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
Performs data entry and extraction functions.
Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
Provides secretarial, administrative and logistics support to intergovernmental meetings outside and inside Geneva and meetings organized at national levels, including via videoconferences, including, for example.
Undertakes necessary actions prior to the meetings, including submission of official documents, circulating meeting invitations, registration materials and accompanying documents. o Supports participants eligible for financial assistance, including financial support requests in UMOJA (e.g. registration, DSA, travel, advances, attendance sheets) and maintains comprehensive records on use of funds. o Communicates timely information to registered participants (e.g. financial authorization, visas, invitation and financial letters). o Other duties as assigned.
Maintains files (both paper and electronic) and databases for work unit.
Assists in providing software and office equipment support.
Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
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.
Act as focal point for coordinating and tracking the production, storage and reprints of publications in the Water Unit.
Performs other duties as assigned.
Effectively delivers of a wide range of administrative and office support functions under moderate supervision. Regularly assists in drafting routine correspondence and other communications.
Accurately and in a timely manner, produces a range of documents, reports and other outputs.
Appropriately applies relevant policies, guidelines, procedures and processes.
Establishes effective working relationships with internal and external contacts at all levels.
Education:
High school diploma or equivalent is required.
Work Experience:
At least three (3) years of experience in programme or project administration, general office support, technical cooperation or related area is required.
The minimum years of experience is reduced to one year for candidates who possess a first level university degree or higher.
Experience with Umoja, SAP, Oracle or other ERP system is desirable.
Experience with organization of intergovernmental meetings, travel arrangements and consultancy contracts is desirable.
Two years of experience of within the United Nations System, or in a comparable international organization is desirable.
Languages:
English and French are the working languages of the United Nations Secretariat.
