___________________________________________________________________________________________
VACANCY ANNOUNCEMENT
(Issue date: 7/03/2014)
|
NOTE
|
|
Appointment against this post is on a local basis.
External candidates will be considered only when no suitable candidate
resident in the duty station is identified. The candidate is responsible for
any travel expenses incurred and work permit visa issues in order to take-up
the appointment. This position is open for recruitment for an initial period of
one year (Fixed Term appointment) and may be subject to extension.
|
|
VACANCY NOTICE
NO.:
|
GS-14-11
|
|
ORGANIZATIONAL
LOCATION:
|
UNEP/MFS
|
|
DUTY STATION:
|
Montreal
|
|
FUNCTIONAL
TITLE:
|
Registry
Clerk
|
|
GRADE:
|
G-4
|
|
DURATION
|
1 Year
|
|
CLOSING DATE:
|
7/4/2014
|
BACKGROUND
The
United Nations Environment Programme (UNEP) is the United Nations system's
designated entity for addressing environmental issues at the global and
regional level. Its mandate is to coordinate the development of environmental
policy consensus by keeping the global environment under review and bringing
emerging issues to the attention of governments and the international community
for action. The Secretariat of Multilateral Fund (MFS) for the Implementation
of the Montreal Protocol is dedicated to reversing the deterioration of the
Earth's ozone layer. It was established in 1991 to assist developing countries
to meet their Montreal Protocol commitments in complying with the control
measures of the ozone-depleting substances. The Fund Secretariat in Montreal
assists the Committee in this task. The Secretariat is administered by UNEP
(www.multilateralfund.org). This post is located in UNEP/MFS at the Montreal
duty station.
DUTIES AND
RESPONSIBILITIES
Under
the direct supervision of the Senior Administration and Fund Management Officer,
MLF, the incumbent will perform the following duties:
Correspondence,
Filing and Distribution:
- Receive all in-coming emails addressed to the Secretariat and clean up spams and email viruses.
- Print original emails as received and format attachments such as spreadsheets and tables as needed.
- File incoming and outgoing correspondence on a daily basis following internal procedures.
- Relocate physical files at the end of each year in archives.
- Log all outgoing mail, weigh and ensure correct postage is applied, mail and keep account of daily postage charges.
- Deliver and pick up mail and pouch as appropriate, post office and building check points.
- Arrange for delivery of urgent mail as required.
- Track distribution of all mail and pouch service; assist in tracing packages.
- Prepare customs declaration; Deliver and pick up visas and passports required for official travel.
- Assist administration in identifying efficient and cost effective systems of dispatch, postage and courier services.
Technical and Administration
Support:
- Monitoring the operation of the Secretariat photocopiers, fax and scanners; maintain cleanliness of equipment, replenish supplies as needed.
- Assist with breakdowns and request repairs from vendors on equipment malfunctions.
- Assist in scanning documents and file electronically.
- Distribute recovery invoices of AllStream, Postage and Rogers prepared, among relevant staff and assist in updating and entering data into recovery invoices database.
- Distribute office supply to staff members as requested, ensure inventory stock is well maintained and accounted for.
- Inspect orders on receipt against the purchase order to ensure that it is received in full and advise accordingly.
- Act as Secretariat Receptionist; receive Secretariat visitors.
- Assist with office maintenance and perform other tasks as assigned by Supervisor.
Document Reproduction
and Meeting Support:
- Reproduce documentation for meetings as directed (such as sets of meeting documents for the Chief Officer, report writers and interpreters).
- Reproduce the Draft Report of meetings of the Executive Committee as directed.
- Assist with dispatch of meeting documents and other materials for distribution to the meeting venue as needed.
- Order waybills and make special arrangements with courier companies for pick-up to dispatch equipment, documents, stationery to the meeting site.
- Provide support to the translation coordination team by checking layout of meeting documents as required.
- Provide general support during meetings of the Executive Committee as required.
COMPETENCIES
- Professionalism: Knowledge of general office processes and procedures, administrative support and awareness of safety and security regulations. Keeps abreast of available technology. Shows pride in work and in achievements; 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.
- Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- 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.
QUALIFICATIONS
Education
Completion
of secondary school education/high school diploma or equivalent, is required.
Experience
Four
(4) years of relevant work experience preferably within the United
Nations. Experience in handling
electronic and general mail, pouch, register operations is desirable.
Language:
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 French and/or Spanish is an
asset.
Other
skills
|
Interested
candidates may apply by submitting detailed curriculum vitae in English, and
a duly completed United Nations Personal History form (Email: recruitment@unon.org)
Special note:
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.
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.
Please quote;
v Vacancy Notice
Number and Functional Title in the Subject of the e-mail.
Applications received after the deadline (7/4/2014)
will not be considered.
|
Good computer skills (Microsoft Office
Windows applications, internet and e-mail). Working knowledge of Microsoft
office, particularly Outlook, Word and Excel applications and experience in
electronic filing systems is an advantage.
