Administrative Assistant,
Montreal, Canada
(G-6)
United Nations Environment Programme
Closing date: Friday, 16 June 2017
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| Posting Title: | ADMINISTRATIVE ASSISTANT, G6 |
| Job Code Title: | ADMINISTRATIVE ASSISTANT |
| Department/Office: | United Nations Environment Programme |
| Duty Station: | MONTREAL |
| Posting Period: | 18 May 2017 - 16 June 2017 |
| Job Opening Number: | 17-Administration-UNEP-76488-R-Montreal (X) |
Responsibilities
A. Office Administration:
Provide integrated administrative support to SCBD staff in terms of provision of space, equipment and supplies, e.g. inter-alia:
1. Liaises with suppliers to ensure timely servicing of computers, telephones copiers and fax machines;
2. Maintains inventory records of non-expendable equipment;
3. Monitors requirements for office supplies, equipment and furniture;
4. Advises and makes arrangements for ordering, delivery of office supplies and equipment including custom clearance and other formalities;
5. Monitors the use of telephone facilities by staff members, consultants and interns and submits reports to the Finance Assistant for collection of payments related to private calls;
6. Liaises with World Trade Centre Administration on matters of maintenance, security, insurance, parking space and other matters related to SCBD premises;
7. Arranges with the Administration Offices of the World Trade Centre for issuance of security passes for staff;
8. Assists in allocation of administrative procedures pertaining to his/her area of responsibility.
9. In addition to all the mentioned responsibilities, the incumbent will supervise the day-to-day work of the Administrative Clerk of SCBD as well as temporary staff as and when required;
B. Protocol Matters:
1. Drafts Note Verbales to Protocol Canada and Quebec for requests of Acceptances (work permits), ID cards, Medicare, Drivers permits, work permits of spouses, waivers for education institutions.
2. Liaises with Revenue Canada for questions related to federal and provincial income tax reimbursements for staff;
3. Liaises with Embassies and Consulates to make necessary arrangements for the issuance of visas for official missions.
C. Procurement Administration:
1. Initiates and finalizes negotiations with external contractors for procurement of goods and services;
2. Prepares and follows up on requisitions and purchase orders for procurement of goods and services;
3. Follows up with the Finance Assistant on status of payment for goods and services procured by SCBD.
D. Performs any other related tasks as requested by the Supervisor.
CompetenciesProvide integrated administrative support to SCBD staff in terms of provision of space, equipment and supplies, e.g. inter-alia:
1. Liaises with suppliers to ensure timely servicing of computers, telephones copiers and fax machines;
2. Maintains inventory records of non-expendable equipment;
3. Monitors requirements for office supplies, equipment and furniture;
4. Advises and makes arrangements for ordering, delivery of office supplies and equipment including custom clearance and other formalities;
5. Monitors the use of telephone facilities by staff members, consultants and interns and submits reports to the Finance Assistant for collection of payments related to private calls;
6. Liaises with World Trade Centre Administration on matters of maintenance, security, insurance, parking space and other matters related to SCBD premises;
7. Arranges with the Administration Offices of the World Trade Centre for issuance of security passes for staff;
8. Assists in allocation of administrative procedures pertaining to his/her area of responsibility.
9. In addition to all the mentioned responsibilities, the incumbent will supervise the day-to-day work of the Administrative Clerk of SCBD as well as temporary staff as and when required;
B. Protocol Matters:
1. Drafts Note Verbales to Protocol Canada and Quebec for requests of Acceptances (work permits), ID cards, Medicare, Drivers permits, work permits of spouses, waivers for education institutions.
2. Liaises with Revenue Canada for questions related to federal and provincial income tax reimbursements for staff;
3. Liaises with Embassies and Consulates to make necessary arrangements for the issuance of visas for official missions.
C. Procurement Administration:
1. Initiates and finalizes negotiations with external contractors for procurement of goods and services;
2. Prepares and follows up on requisitions and purchase orders for procurement of goods and services;
3. Follows up with the Finance Assistant on status of payment for goods and services procured by SCBD.
D. Performs any other related tasks as requested by the Supervisor.
PROFESSIONALISM: Ability to perform a broad range of administrative functions, database management, etc. Ability to apply knowledge of various United Nations administrative rules and regulations in work situations. Demonstrates tact and ability to apply good judgment in the context of assignment. 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.
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 & 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.
EducationTEAMWORK: 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 & 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.
Completion of Secondary education/High school diploma or equivalent is required. Supplementary training in administration is required.
Work Experience
A minimum of seven (7) years of progressive work experience, including five (5) years experience in administrative matters or related field is required.
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 the French langage is desirable. Knowledge of other UN official languages is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.