Department/ Office
United Nations Environment Programme
Duty Station
COPENHAGEN
Posting Period
26 September 2013-26 October 2013
Job Opening number
13-ADM-UNEP-30963-R-COPENHAGEN (E)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The United Nations Environment Programme (UNEP) is the United Nations systems 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. The overall objective of the UNEP's Division of Technology, Industry and Economics (DTIE) is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive. It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities. The post is located at the DTIE Climate Technology Centre duty station in Copenhagen, Denmark and reports to the Head, Climate Technology Centre and Network.
Responsibilities
1. PROGRAMME RELATED-SUPPORT
Assists in the coordination of programme/project planning and preparation work for CTCN activities; monitors status of technology transfer project and receipt of relevant documentation for review and approval.
Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
Assists with the preparation of meetings including reservation of conference rooms, logistical requirements for participants, coordinates travel arrangements, helps with the preparation of invitation letters, liaising on the follow up with participants on the logistical arrangements, arranges for necessary A/Vequipments. Assists in preparing and disseminating documents for meetings and organizes all cating requirements. Attends meetings when required and prepares minutes, monitors follow-up activities.
Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
Effectively and in a timely manner,liaises/interacts with colleagues and concerned parties inter. and ext.
2. ADMINISTRATIVE SUPPORT
Assists in the preparation and processing of UNEP Legal instruments, Small Scale Funding Agreements (SSFAs), Project Cooperation Agreements (PCAs) Prepares and processes Integrated Management Information System (IMIS) and paperwork for obligation documents.
Serves as focal point for administrative coordination of CTC implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, identifying office technology needs and maintenance of equipment, software and systems; etc.
Performs other duties as assigned
3. PROCESSING OF COMMUNICATIONS
Drafts routine correspondence, including on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
Ensures smooth and efficient information flow within the team; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for outgoing documents format, grammar, punctuation and style. Manages, updates and further develops internal databases.
Receives and screens phone calls and visitors as is necessary ensuring that inquiries are routed to the responsible staff member.
Competencies
Professionalism
Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities, and remains calm in stressful situations.
Communication:
Ability to communicate clearly and effectively with different audiences; Ability to develop consensus among people with varying points of views and to defend difficult issues and positions; Asks questions to clarify, and exhibits interest in having two-way communication; Demonstrates openness in sharing information and keeping people informed; Ability to draft documents in a clear and concise style.
Planning and Organizing: Identifies priority activities and assignments; Adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Uses time efficiently. 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; 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.
Education
Completion of secondary school is required. Supplementary training in Administration, Finance/Accounts is an added advantage.
Work Experience
A minimum of five years of experience in administration or related area. Experience in the area of finance and budgeting is required. Qualifying years of experience are calculated following the receipt of the high school or secondary school diploma.
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. Working knowledge of Danish is desirable. Knowledge of another official language of the United Nations 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
1. Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
2. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff members are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
3. The United Nations premises in Copenhagen are a non-smoking environment.
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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