Posting Title: Senior Meetings
Services Assistant, G7
Job Code Title: Senior Meetings
Services Assistant
Organization: United Nations
Environment Programme (UNEP)
Duty Station: Montreal, Canada
Posting Period: 25 July 2023 - 23
August 2023
Job Opening Number: 23-Conference
Services-UNEP-211458-R-Montreal (X)
Staffing Exercise: N/A
United Nations Core Values: Integrity, Professionalism,
Respect for Diversity
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 and reducing consumption of high global warming hydrofluorocarbons
(HFCs). 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 their obligations under the Montreal Protocol.
The MLF is managed by the Executive Committee, which is assisted by the Fund
Secretariat, located in Montreal, Canada and administered by UNEP
(www.multilateralfund.org).
This post is located in UNEP/MLF at the Montreal duty station. Under the
overall guidance of the Chief of Administration, MLF, and direct supervision of
the Information Management Officer, the incumbent will perform the following
duties:
Responsibilities
1. Processing of translations in languages:
• Provides editors and translators with all references, terminology and
documentation necessary for accurate editing and translation of documents,
publications and treaties; Answers queries arising during editing and
translation.
• Analyses documents submitted for translation to determine whether all or part
of text has been taken from previously translated sources and identify these
sources. Identifies possible translation difficulties.
2. Management of language reference materials:
• Consults terminology databases, indexes to proceedings, treaties,
resolutions, reports and other documents.
• Identifies and retrieves documents from the Multilateral Fund network and
searches and retrieves information from the Internet as required.
• Provides official language versions of titles of organs, meetings, treaties,
reports and publications of the UN, the specialized agencies and other
international organizations.
• Identifies and supplies language versions of acronyms, quotations and
background documentation useful for terminology or phraseology.
• Systematically organizes research materials in a reference folder in
electronic and/or hardcopy form for ready use by editors and translators. This
includes annotating the text submitted for editing and translation and
providing reference sources in the relevant languages.
• Responds to translators’ queries arising from the translation of documents
not submitted for referencing.
• Performs some informal editing functions and brings errors in text to the attention
of submitting departments and translation services.
• Assists in the organization and maintenance of a terminology database in
order to provide accurate terminological information to editors, translators
and interpreters.
3. General Administration:
• Provides guidance and training to general service staff and other personnel
in the area of responsibility.
• Supports the Chief of Administration in managing the day-to-day operations of
the office to ensure business continuity with the administration team.
• Prepares working papers required for policy matters, conducts related
research and makes recommendations to the Chief of Administration.
• Provides assistance in drafting of Standard Administrative
Instructions/Information Circulars, or other activities as appropriate; Drafts
correspondence and notes for signature.
• Identifies and resolves diverse administrative issues/problems as they arise
and determines appropriate actions; Makes recommendations on various ways to
improve service delivery and efficiency.
• 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.
• Acts as a backup in performing critical functions in the unit such as
requisitioning, processing payment of invoices and monitoring payments, and
protocol matters, in the absence of the respective staff.
4. Performs other related administrative duties as may be assigned.
Competencies
PROFESSIONALISM: Knowledge of internal policies, processes
and procedures generally and in particular those related to conference
management, general office and administrative support. Knowledge of planning
and processing of documents and planning and programming of meetings. Ability
to research, select, organize and summarize information required for the
preparation of meetings. Ability to perform analysis, modeling and
interpretation of data in support of decision-making. 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.
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. Shares credit for team
accomplishments and accepts joint responsibility for team shortcomings.
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.
Education
Completion of a high school diploma or equivalent is
required.
Passing the Global General Service Test (GGST) is a prerequisite for
recruitment consideration in the General Services and related categories in the
United Nations Secretariat. Successful passing of the Administrative Support
Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ),
Economic Commission for Africa (ECA), Economic and Social Commission for
Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations
Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or
International Criminal Tribunal for the former Yugoslavia (ICTY) may be
accepted in lieu of the GGST.
The GGST is administered to applicants when required before the administration
of a written assessment and/or interview.
Job - Specific Qualification
A technical or vocational certificate in College diploma in
translation and certificate courses in languages is desirable.
Supplemental courses or additional training in administration or other related
fields such as finance and procurement is desirable.
Work Experience
A minimum of ten (10) years of relevant work experience in
conference/translation field is required. The minimum years of relevant
experience is reduced by two years for candidates who possess a first level
University degree.
Experience with editorial and reproduction process is required.
Experience in servicing meetings including coordination of documents flow in
various languages is required.
Experience in one of the administrative areas of finance and procurement is
desirable.
Experience in operating and maintaining databases and document management
systems is desirable.
One (1) year or more of experience in data analytics or related area is
desirable.
Languages
English and French are the working languages of the United
Nations Secretariat. For the position advertised, fluency in English is
required; and knowledge of French is desirable. Knowledge of another official
United Nations language is desirable.
NOTE: ''Fluency'' equals a rating of ''fluent'' in all four areas (read, write,
speak, understand) and ''Knowledge of'' equals a rating of
''confident'' in two of the four areas.
Assessment
Evaluation of qualified candidates may include an assessment
exercise which may be followed by competency-based interview.
Special Notice
Appointment against this position is for an initial period
of one (1) year and may be subject to extension.
This position is subject to local recruitment pursuant to staff rule 4.4 of the
United Nations Staff Rules. Applicants for positions in the General Service and
related categories must be authorized to work for the United Nations in the
duty station where the position is located. Eligible applicants selected from
outside the duty station are responsible for any expenses in connection with
their relocation to the duty station. Staff members subject to local
recruitment are not eligible for allowances or benefits exclusively applicable
to international recruitment.
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.
The United Nations Secretariat is committed to achieving 50/50 gender balance
and geographical diversity in its staff. Female candidates are strongly
encouraged to apply for this position.
Internal Applicants – When completing the Candidate Profile form, 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.
At the United Nations, the paramount consideration in the recruitment and
employment of staff is the necessity of securing the highest standards of
efficiency, competence and integrity, with due regard to geographic diversity.
All employment decisions are made on the basis of qualifications and
organizational needs. The United Nations is committed to creating a diverse
and inclusive environment of mutual respect. The United Nations recruits and
employs staff regardless of gender identity, sexual orientation, race,
religious, cultural and ethnic backgrounds or disabilities. Reasonable
accommodation for applicants with disabilities may be provided to support
participation in the recruitment process when requested and indicated
in the application.
On-line applications will be acknowledged where an email address has been
provided. 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. 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 "Contact Us" link.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the
United Nations, the paramount consideration in the employment of the staff is
the necessity of securing the highest standards of efficiency, competence, and
integrity. Candidates will not be considered for employment with the United
Nations if they have committed violations of international human rights law,
violations of international humanitarian law, sexual exploitation, sexual
abuse, or sexual harassment, or if there are reasonable grounds to believe that
they have been involved in the commission of any of these acts. The term
“sexual exploitation” means any actual or attempted abuse of a position of
vulnerability, differential power, or trust, for sexual purposes, including, but
not limited to, profiting monetarily, socially or politically from the sexual
exploitation of another. The term “sexual abuse” means the actual or threatened
physical intrusion of a sexual nature, whether by force or under unequal or
coercive conditions. The term “sexual harassment” means any unwelcome conduct
of a sexual nature that might reasonably be expected or be perceived to cause
offence or humiliation, when such conduct interferes with work, is made a
condition of employment or creates an intimidating, hostile or offensive work
environment, and when the gravity of the conduct warrants the termination of
the perpetrator’s working relationship. Candidates who have committed crimes
other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a
geographical basis as possible. The United Nations places 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. The United
Nations Secretariat is a non-smoking environment.
Reasonable accommodation may be provided to applicants with disabilities upon
request, to support their participation in the recruitment process.
The paramount consideration in the appointment, transfer, or promotion of staff
shall be the necessity of securing the highest standards of efficiency,
competence, and integrity. By accepting an offer of appointment, United Nations
staff members are subject to the authority of the Secretary-General and
assignment by him or her to any activities or offices of the United Nations in
accordance with staff regulation 1.2 (c). In this context, all internationally
recruited staff members shall be required to move periodically to discharge new
functions within or across duty stations under conditions established by the
Secretary-General.
Applicants are urged to follow carefully all instructions available in the
online recruitment platform, inspira. For more detailed guidance, applicants
may refer to the Manual for the Applicant, which can be accessed by clicking on
“Manuals” hyper-link on the upper right side of the inspira account-holder
homepage.
The evaluation of applicants will be conducted on the basis of the information
submitted in the application according to the evaluation criteria of the job
opening and the applicable internal legislations of the United Nations
including the Charter of the United Nations, resolutions of the General
Assembly, the Staff Regulations and Rules, administrative issuances and
guidelines. Applicants must provide complete and accurate information
pertaining to their personal profile and qualifications according to the
instructions provided in inspira to be considered for the current job opening.
No amendment, addition, deletion, revision or modification shall be made to
applications that have been submitted. Candidates under serious consideration
for selection will be subject to reference checks to verify the information
provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m.
(New York time) on the deadline date.
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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