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Secretary to the Coordinator for Policy & Advocacy United Nations Convention To Combat Desertification

Vacancy Announcement—Internal/External

Vacancy announcement number : CCD/11/GS/INT&EXT/06

Deadline for applications : 29 October 2011

Post title and level : Secretary to the Coordinator for Policy & Advocacy on Global Issues (PAGI) G-5

Post number : 519316

Duty station : Bonn, Germany

Organizational unit : Secretariat of the United Nations Convention to Combat Desertification (UNCCD)

Indicative net annual salary : Euro 34,029 net, plus UN benefits and pension fund


Local recruitment
Appointment limited to service with UNCCD

The objective of this Convention is to combat desertification and mitigate the effects of drought in countries experiencing serious drought and/or desertification around the world, particularly in Africa, through effective action at all levels, supported by international cooperation and partnership arrangements, in the framework of an integrated approach which is consistent with Agenda 21, with a view to contributing to the achievement of sustainable development in affected areas.

The functions of the secretariat are, among others, (a) to make arrangements for sessions of the Conference of the Parties (COP) and its subsidiary bodies established under the Convention and to provide them with services as required; (b) to compile and transmit reports submitted to it; (c) to facilitate assistance to affected developing country Parties, on request, particularly those in Africa, in the compilation and communication of information required under the Convention; and (d) to coordinate its activities with the secretariats of other relevant international bodies and conventions.

The unit of Policy & Advocacy on Global Issues (PAGI) acts to forge global partnerships to reverse and prevent desertification/land degradation and drought-related (DLDD) in affected areas in order to support poverty reduction and environmental sustainability through the provision of advocacy on global policy issues and fostering thematic and
emerging issues.

The PAGI Unit assumes an advisory role within the secretariat in highlighting the need for urgent action with regard to DLDD by emphasizing the accrued benefits for populations of affected countries. The unit strives to enhance crosssectoral strategic planning, policy synthesis and advocacy, and synergistic implementation of multi-lateral environmental agreements (MEAs) by making sure that instruments and procedures promote efficiency and effectiveness in the implementation of the Convention as a whole, strengthening cross-institutional links, information sharing and – over time –
more joint program implementation. As the United Nations Convention to Combat Desertification (UNCCD) Secretariat’s international partnership building advocate, the Unit shall be at the forefront of today's development dialogue in championing DLDD issues.

In summary, the PAGI Unit shall, inter alia: 1) Create platforms for thematic development and policy on global and/or emerging issues; 2) Assist the Executive Secretary on global advocacy; 3) Building synergies & partnerships at the global
level; and 4) Follow-up the implementation of Memorandum of Understanding (MoUs).

DUTIES AND RESPONSIBILITIES:

A) Administrative and secretarial support for the Coordinator and the professional staff of the Unit: Under the supervision of the Coordinator of PAGI Unit, the Secretary is responsible for providing administrative and secretarial support to the Coordinator and staff of the Unit and for providing administrative and logistical support in the
organization of events, namely:

- To draft responses to correspondence for the Coordinator, to produce correspondence, reports, presentations and statistical tables from notes and manuscripts in English;

- To prepare special briefing and meeting planning files;

- To check outgoing correspondence reports and documents for format, spelling and grammar and to ensure correctness in terms of office procedure and protocol;

- To screen and register outgoing Unit mail/correspondence and to put it forward for signature or approval;

- To screen and register incoming mail and correspondence for the Coordinator and other professional staff of the Unit (deciding on what should be brought to the attention of the Coordinator and if appropriate attaching background information material);

- To monitor internal and external requests, from other units and partners respectively;

- To send faxes and emails;

- To schedule meetings;

- To receive visitors;

- To screen telephone calls/conferences and requests for appointments with the Coordinator using judgment and discretion, identifying those that are of a sensitive nature and determining the best manner in which they should be handled;

- To maintain the contacts database/list and the filing system of the Unit;

- To prepare and forward leave requests for the Administration and Financial Services Unit for processing;

- To prepare and follow up the travel requests/authorizations (budget, administrative procedures and travel reservations);

- To enter data concerning travel into the Integrated Management Information System (IMIS);

- To make travel arrangements for the mission of the Coordinator, the staff and the consultants of the Unit incl. visa, accommodation matters and Daily Subsistence Allowance (DSA);

- To prepare requests for the engagement of short-term staff, consultants and interns and for the procurement of services processed by the Administration and Finance Services Unit. B) Administrative and logistical support in the organization of events:

- To administer invitees/participants’ list and to send out the invitations, to monitor status of invitations and nominations;

- To monitor requests/enquiries of delegates;

- To prepare and follow up the travel requests/authorizations (budget, administrative procedures and travel reservations);

- To make travel arrangements for the participants (visa, accommodation, IMIS and DSA);

- To coordinate distribution of documents and background information, to maintain a comprehensive record of meeting documents;

- To provide secretarial assistance to the Unit Coordinator and staff during the sessions of the Conference of the Parties (COP) and Committee for the Review of the Implementation of the Convention (CRIC) (may include availability at the venue);

- Closely monitor, record and assess applications for side events that would be held either at the CRIC or the COP and take action as appropriate;

C) Other duties as required.

QUALIFICATIONS AND EXPERIENCE

• Education: High school diploma or equivalent. Must have passed UN clerical test/secretarial test.

• At least 5 years of experience in general office support or related area is desirable, including experience in a UN System.

• Fluency in oral and written English. Knowledge of another UN official language is desirable.

EVALUATION CRITERIA:

Professionalism

• Very good understanding of the functions of the post and professional ability in carrying out the assigned tasks with minimum supervision.

Commitment to Continuous Learning

• Proactive and mature attitude towards self-development, especially in secretarial and computer related programs.

Communication

• Very good communication skills (spoken and written), including ability to draft and edit standard correspondence.

Technological Awareness

• Ability to keep abreast of new technological developments and use the knowledge acquired to improve work performance.

• Fully proficient computer skills and use of software, such as Word (including document formatting), Excel and PowerPoint, and experience with using databases.

Teamwork

• Good interpersonal skills and ability to establish and maintain effective working relations in a multi-cultural organization.

Client orientation

• Proven service-oriented approach to tasks.

Planning and organizing

• Very good organisational skills and the ability to handle work in an efficient and timely manner.

• Ability to set and meet priorities.

• Ability to administer / manage documentation and records of daily tasks.


All applicants are requested to complete a United Nations Personal History form (P.11) form available online at http://www.unccd.int/secretariat/vacancies/vacancies.php or at your local UN Office.

Interested UN staff members at the level of the post or one level below should attach their last two up-to-date PAS. Provision of the PAS is the responsibility of the applicant. Due to the volume of applications all internal candidates and only those external candidates under serious consideration will be acknowledged
.
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED as per ST/AI/1999/8.

All applications should be sent to: UNCCD, Attention: Recruitment, Ref. VA CCD/11/GS/INT&EXT/06, P.O. Box 260129, D-53153 Bonn, Germany, Telefax: +49 228 815 2898/99 or by e-mail to staffing@unccd.int.

No telephone calls will be returned. Please address your application as indicated above and please do not address your application to or copy it to an individual at the secretariat.

This post is for local recruitment only. All travel, interview and relocation costs incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant.

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.

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 Executive Secretary reserves the right to appoint a candidate at one level below the advertised level of the post.

PLEASE INDICATE THE VACANCY ANNOUNCEMENT NUMBER ON THE ENVELOPE OR THE FAX, AND ON THE APPLICATION.

Date of issuance: 30 September 2011