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Special Notice
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This position is open for
recruitment for an initial period of one year and may be subject to extension.
Appointment against this post is on a local basis. External candidates will be
considered only when no suitable internal candidate from the duty station is
identified. The candidate is responsible for any travel expenses incurred to
take-up the appointment. Staff Members are subject to the authority of the
Secretary-General and to assignment by him or her. 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. On-line applications will be
acknowledged where an email address has been provided. If you do not receive an
e-mail acknowledgement within 24 hours of submission, your application may not
have been received. In such cases, please resubmit the application, if
necessary. If the problem persists, please seek technical assistance through the
Inspira "Need Help?" link.
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Org. Setting and Reporting
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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. 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 Ozone
Secretariat is the Secretariat for the Vienna Convention for the Protection of
the Ozone Layer and for the Montreal Protocol on Substances that Deplete the
Ozone Layer. This post is located in the Ozone Secretariat of the United Nations
Environment Programme/Executive Office (UNEP/EO) at the Nairobi duty station.
Under the overall supervision of the Deputy Executive Secretary, the incumbent
will perform the following functions:
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Responsibilities
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1. Documents Management and
Front Office Support
• Liaises with the Division of Conference Service (DCS)
and Secretariat staff in processing of documents and publications and acts as
the DCS Documents’ Services Request authorizing officer on behalf of the
Executive Secretary.
• Maintains the Ozone Secretariat’s contact
database.
• Prepares and supervises the dispatch of mass electronic mailings
to Parties to the Montreal Protocol.
• Uploads meeting documents to their
specific meeting portals and performs appropriate tests.
• Ensures that
documents are available electronically and are accessible to Secretariat staff
and meeting participants in legible formats in a non-restricted repository.
•
Acts as back-up to Administrative Assistants assigned to senior
management.
2. Information Technology
• Assists in the maintenance and
updating of the Ozone Depleting Substances (ODS) database system.
• Assists
in the set-up, configuration, operation, administration, technical support and
monitoring of the Secretariat's servers and computers.
• Undertakes basic LAN
administration and support duties.
• Provides standard and
applications-specific support and applications/LAN troubleshooting.
•
Performs troubleshooting of the office automation systems within the Ozone
Secretariat, fixing problems or escalating them to UNON ICTS.
• Assists with
updates to and maintenance of Secretariat web pages.
• Acts as the computer
systems backup in the absence of the Information Systems Assistant.
3.
Meetings Services
• Assists in the set-up of the conference portal for
Montreal Protocol meetings.
• Configures and prepares laptops before the
meetings.
• Provides IT assistance and support to delegates at paperless
meetings.
• Assists the Executive Secretary with the document control process
of in-session documents by liaising with DCS.
4. Archives and Records
Management
• Facilitates the periodic transfer of scheduled records to the
UNON Archives. Maintains the Secretariat’s storage archives.
• Maintains and
administers the Secretariat’s document repository, including review of the file
tree structure and hierarchy.
• Arranges records and prepares series
descriptions according to archival standards and database protocols.
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Competencies
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• Professionalism: Demonstrate
professional competency in database management, document management, meeting
services, administrative support and website maintenance. Ability to respond to
changing requirements and assignments and to apply good judgment in context of
assignments given; 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.
• Client Orientation: Considers all those to whom services are
provided to be “clients” and seeks to see things from clients’ point of view;
Establishes and maintains productive partnerships with clients by gaining their
trust and respect; Identifies clients’ needs and matches them to appropriate
solutions; Monitors ongoing developments inside and outside the clients’
environment to keep informed and anticipate problems; Keeps clients informed of
progress or setbacks in projects; Meets timeline for delivery of products or
services to client.
• Technological Awareness: Keeps abreast of available
technology; Understands applicability and limitation of technology to the work
of the office; Actively seeks to apply technology to appropriate tasks; Shows
willingness to learn new technology.
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Education
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Completion of secondary school
education required. Additional technical training in the field of computer
systems operations and technical issues, web design and maintenance is
desirable.
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Work Experience
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A minimum of 7 years of
responsible experience in computer systems operations, computer troubleshooting
and fixing hardware and software problems is required. Experience in Microsoft
Office and other types of database, reports generating applications is
required.
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Languages
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English and French are the
working languages of the United Nations Secretariat. For this post, fluency in
written and oral English is required. Working knowledge of other UN official
languages is an asset.
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Assessment Method
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Evaluation of qualified
candidates for this position will include a substantive assessment which will be
followed by a competency-based interview.
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United Nations Considerations
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Job openings posted on the
Careers Portal are taken off at midnight (New York time) on the deadline
date.
Applications are automatically pre-screened according to the
published evaluation criteria of the job opening on the basis of the information
provided by applicants. Applications cannot be amended following submission and
incomplete applications shall not be considered. The selected candidate will be
subject to a reference checking process to verify the information provided in
the application.
Applicants are urged to follow carefully all
instructions available in the online recruitment platform, inspira. For more
detailed guidance, applicants may refer to the At-a-Glance on "The Application
Process" and the Instructional Manual for the Applicants, which can be accessed
by clicking on “Manuals” on the upper right side of the browser on
Inspira.
The United Nations shall place 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. (Charter of the United
Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking
environment.
Candidates will be required to meet the requirements of
Article 101, paragraph 3, of the Charter as well as the requirements of the
position. The United Nations is committed to the highest standards of
efficiency, competence and integrity for all its human resources, including but
not limited to respect for international human rights and humanitarian law.
Candidates may be subject to screening against these standards, including but
not limited to whether they have committed, or are alleged to have committed
criminal offences and/or violations of international human rights law and
international humanitarian law.
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No Fee
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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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