Team Assistant – Receptionist

Result of Service

1. The management of mail, dispatches, publications, and calls, as well as the reception of visitors, are carried out diligently and efficiently. 2. Human resources management tasks must be carried out with precision and confidentiality. 3. All other duties in support to the Secretariat’s activities are carried out with the utmost rigor. 4. Punctuality and attendance at the reception as required are consistent.

Work Location

Montreal

Expected duration

Six months

Duties and Responsibilities

ORGANIZATIONAL SETTING 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. At the 1992 Earth Summit in Rio de Janeiro, world leaders agreed on a comprehensive strategy for ‘sustainable development’. One of the key agreements adopted at Rio was the Convention on Biological Diversity (CBD). The Convention establishes three main goals: the conservation of biological diversity, the sustainable use of its components, and the fair and equitable sharing of the benefits from the use of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal, Canada and is administered by UNEP. This post is located in the Secretariat of the CBD, within the Administration Division. The individual contractor will work under the general guidance of the Chief of the Administration Division and the direct supervision of the Conference Services Officer. Duties and Responsibilities Under the overall guidance of the Chief of the Administration Division and the direct supervision of the Conference Services Officer, the individual contractor will perform the following duties: A) Assist in supporting the administrative functions in the Secretariat: 1. Provide general office support services to help ensure the smooth functioning of the unit; 2. Manage the Reception, welcome and direct visitors, communicate with the Executive Secretary on visitors Protocols, assist meetings participants granting access to meeting rooms and provide logistical information, liaise with building security and operators as needed; 3. Monitor, screen and guide the visitors to the office premises to ensure that this is done with the maximum ease; 4. Receive and transfer incoming phone calls to the relevant work unit; 5. Review, route and process incoming mails or documents; coordinate with courier services; 6. Update the staff list and telephone extension list in the Intranet and in the electronic files; 7. Photocopie a variety of documents and other materials; 8. Deliver urgent mails/messages; 9. Prepare packages of publications for mail-out and assist to finalize dispatches; and 10. Record and update staff attendance and leave record in the electronic system daily; check the attendance information recorded in the ERP regularly, with the help of a colleague having the required accesses; respond to the inquiries of coworkers related to the attendance policy; and B) Perform other related duties as assigned.

Qualifications/special skills

Academic qualifications: High school diploma or equivalent is required. Experience: A minimum of two (2) years of working experience in administrative support is required. Knowledge of UN administrative, rules and regulations as well as experience in the application of financial and staff regulations and rules acquired through formal and on-the-job-training, self-study and, if possible, exposure to administrative policies and procedures of other parts of the Organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and French is required. Knowledge of other UN languages 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.

Additional Information

Special conditions: An individual contractor is required to be in person in the office. Applicants must be Canadian residents or citizens or have permission to work in Canada. Travel may be required during this contract period.

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.