Job: Project Assistant, Office of the Executive Secretary, Executive Direction and Management (EDM) Programme

Location: Bonn
Deadline: Friday, 22 November 2013

The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the political process to address Climate Change. The Convention secretariat supports the Convention and its Kyoto Protocol through a range of activities, including substantive and organizational support to meetings of the Parties.

The Executive Direction and Management (EDM) programme promotes the overall coherence of the work of the secretariat and its responsiveness to the needs of the Convention and Protocol bodies. EDM provides overall leadership and strategic guidance to the secretariat, liaises with presiding officers of the Convention and Protocol bodies and with high-level representatives of Parties and observers; undertakes analysis of emerging policy issues; coordinates the secretariatís representational, outreach and public information activities; oversees the management of the financial and human resources of the secretariat and maintains the information flow for the whole secretariat.

Responsibilities

Under the general supervision of the Chief of Staff and the direct supervision of the Programme Officer (Momentum for Change Initiative), the Project Assistant provides logistical, database, document and clerical support to the Momentum for Change Initiative team.

1. Acts as Focal Point for the coordination of the logistical and administrative arrangements of showcase events to be held at the Conferences of the Parties or other events, as well as meetings of the panel of experts responsible for the selection of lighthouse projects, including the supervision of the Team assistant, by:

• Sending out invitations to relevant participants, following up and liaising with the travel unit to ensure that relevant travel and visa arrangements are made for event participants;
• Liaising with diverse organizational units to initiate requests, obtain necessary clearances, process and liaise with the programme administrative team on requirements for procurement of goods and services and related payments;
• Compiling event cost estimates for consideration by project staff and monitoring/ maintaining tracking tables for expenditures and
• Supervising the Team Assistant, including establishing the work plans and reporting on performance.

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2. Manages the Momentum for Change Initiative electronic workflow system by:

• Entering information on selected lighthouse projects into the database registry, ensuring that all
  documentation received is in accordance with applicable guidelines;
• Preparing, maintaining, updating and publishing an index of information related to the work of the
  Momentum for Change Initiative and ensuring the accuracy of information contained therein;
• Conducting initial research on projects submitted;
• Editing and maintaining the Momentum for Change Initiative website.
  3. Ensures the correct formatting of documents and their distribution by:
  • Providing editorial and formatting support in the preparation of documents; liaising with the
    documents preparation team to ensure adherence to UNFCCC guidelines on preparation and
    distribution of documents;
  • Distributing documents to relevant stakeholders upon approval,
  • Maintaining a comprehensive record of project documentation.
    4. Manages correspondence related to the work of the Momentum for Change Initiative by:
  • Reviewing, logging and routing incoming correspondence,
  • Responding to complex as well as general information requests and enquiries and following up
    to ensure timely replies to incoming correspondence.
    Requirements
    (Only candidates who meet the essential requirements stated below will be considered
    Education: Completed secondary education together with secretarial or other related training essential. Experience: At least five (5) years of progressively responsible relevant experience, preferably in an
    international organization essential.
    Specific professional knowledge: Good computer skills, including knowledge of text processing (Word) and spread sheet (Excel) software, experience with Internet use and email/calendar/task management systems (Lotus Notes or Outlook) essential. Experience in utilizing communication tools e.g. maintaining web pages is desired.
    Job related skills: Ability to work with sensitive information in a professional and confident manner; excellent communication skills both verbally and in written form, ability to multi-task
    Language requirements: Fluency in spoken and written English is essential. Knowledge of other UN working languages is an asset. Knowledge of German is an asset.
    To apply
    Candidates whose qualifications and experience match the requirements for this position should use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment.
    Please note:

1. This post is for local recruitment only. All travel, interview and relocation costs incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant.
2. We will confirm receipt of your application. However, only candidates under serious consideration and contacted for an interview will receive notice of the final outcome of the selection process.
3. Indicative Net Annual Salary: Euro 35,722 plus other UN benefits as indicated in the link below: https://unfccc.int/secretariat/employment/conditions-of-employment.html

More Info and Application