ADMINISTRATIVE ASSISTANT in Bonn bei United Nations
ADMINISTRATIVE ASSISTANT in Bonn bei United Nations
The Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty aimed at the conservation and sustainable use of migratory species and their habitats. Numerous additional intergovernmental instruments on migratory species conservation have been adopted under the broad umbrella of CMS which are supported by the CMS Secretariat. In addition, two regional agreements on migratory species adopted under CMS have their own Secretariats which are co-located with the CMS Secretariat in Bonn - the Agreement on the Conservation of African-Eurasian Migratory Waterbirds (AEWA) and the Agreement on the Conservation of European Populations of Bats (EUROBATS). In the present context, UNEP provides the administrative functions for the CMS, AEWA and EUROBATS Secretariats.
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.
This post is located in the CMS Secretariat at the Bonn duty station in Germany. Under the supervision of the Legal Officer and Head of Conference Services, the incumbent will be providing general administrative support for the Executive Office, other professional staff and assisting in the preparation and coordination of projects and meetings. The incumbent will perform the following duties:
Responsibilities
1. Provides general administrative support by:
- Providing general administrative and secretarial support to the Executive Office;
- Reviewing, logging and routing incoming correspondence; review outgoing correspondence for accuracy and conformity with established policies for signature of the ES, proofreading for adherence to format, grammar, punctuation and style
- Drafting correspondence and other outgoing communications, at times of a political sensitive or confidential nature, respond to internal and external inquiries and direct them either to the Executive Office or the responsible Officer
- Creating, maintaining and updating files, records and databases
- Searching for relevant background materials which may be needed for the preparation of replies, attaching files, drafting routine correspondence and keeping track of deadlines for action and reminding supervisor or other officers where appropriate.
- Supporting the ES personal assistant when needed and replacing her when on leave.
- Performing other duties as required.
2. Assists in the coordination of CMS projects and programmes by:
- Assisting in project planning and preparation work; monitoring status of programme/project proposals and receipt of relevant documentation for review and approval.
- Creating and processing grants and partners’ information, including due diligence and agreements, in the Partnership Portal, as necessary.
- Reviewing project documents, especially budgets and agreements, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifying inconsistencies; distributing project documents to relevant parties upon approval.
- Serving as the focal point for administrative coordination of relevant programme/project implementation activities, involving extensive liaison with the relevant programme officer to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, payments, disbursement of funds, procurement of equipment and services.
- Compiling, summarizing and entering data on projects; drafts related status reports, identifying shortfalls in delivery, budget overruns, and bringing them to the attention of relevant programme officers.
- 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.
3. Supports meetings organized by the Executive Office:
- Assisting in the drafting and circulating of correspondence
- Assisting in the preparation of agendas, documents and materials for the meetings cms
- Organizing and participating in preparatory coordination meetings with relevant officers and members regarding procedural and organisational arrangements for meetings
- Assisting the servicing of meetings to ensure the proper conduct of meetings in accordance with their relevant rules of procedure, customary protocol and established practice.
Competencies
PROFESSI