Overview
Assists in the coordination of CMS projects and programmes and in the planning, operational organization and logistics of CMS Secretariat meetings. Provides general Secretariat office support and performs data related responsibilities.
Key Responsibilities
- 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 programme/project implementation activities, involving extensive liaison with the units 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.
- Processing the procurement of goods and services for a value of up to 10,000 USD, raising shopping Carts in Umoja for further processing and preparing the payment of invoices.
- Compiling, summarizing and entering data on projects; drafts related status reports, identifying shortfalls in delivery, budget overruns, and bringing them to the attention of management.
- Organizing meetings and workshops, including travel and logistics arrangements.
- Serving as the focal point for administrative coordination of meetings, involving extensive liaison with the units 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.
- Preparing the meeting webpage and registration form and managing registrations; preparing participants lists.
- Supporting the translation of documents and making documents available for interpreters and chairs.
- Ensuring documents and reports meet the UN document standards, including formatting, translating short texts and posting documents online.
- Supporting podium, Secretariat Staff and participants during meetings.
- Reviewing, logging and routing incoming and outgoing mailing and correspondence; managing the organization’s e-mail account, formatting and sending notifications and correspondence.
- Drafting meeting invitations and correspondence on a range of issues for clearance and preparing and updating periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.
- Responding to complex information requests and inquiries.
- Setting up and maintaining contacts, files and records.
- Utilizing and maintaining various document databases and systems.
- Prepares files for meetings and missions.
- Providing guidance to new staff.
- Assisting 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.
- Assisting with visualizations and updating information material such as web pages or brochures.
- Performing other duties as assigned.
Required Experience
A minimum of five (5) years of experience supporting programme or project coordination, general administration or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level university degree or higher. Experience working with an Enterprise Resource Planning (ERP) system such as SAP is required. At least two (2) years of experience working in the secretariat of a multilateral environmental agreement is desirable. Experience working within the United Nations common system or similar international organization is desirable. Experience in successfully organizing and coordinating meetings with different stakeholders is desirable. One (1) year or more of experience in data analytics or related area is desirable.
Qualifications
High school diploma or equivalent is required. Supplementary training in Administration or related area is desirable.
