The United Nations Environment Programme (UNEP), the world’s leading authority on environmental issues, is seeking to fill the position of Administrative Assistant at its headquarters in Montreal. This role offers a unique opportunity to contribute to global environmental governance, supporting vital programs within the Secretariat of the Convention on Biological Diversity (CBD).
About UNEP and the Role
Established as a key part of the United Nations system, UNEP is responsible for setting the global environmental agenda, fostering sustainable development, and advocating for the protection of the planet. Its work is rooted in international agreements such as the 1992 Earth Summit and the Convention on Biological Diversity, which aims to conserve biodiversity, promote sustainable use, and ensure fair sharing of benefits from genetic resources.
The Administrative Assistant position is based within the CBD Secretariat, specifically in the Administration Division, and reports directly to the Head of the General Administration Unit. Under the overall supervision of the Head of the Division, the incumbent will play a pivotal role in ensuring the smooth functioning of administrative processes essential to the organization’s mission.
Key Responsibilities
Human Resources Management:
The Administrative Assistant will initiate and oversee various HR activities, including recruitment, staff relocations, promotions, performance evaluations, and job classifications. They will maintain accurate electronic records of attendance, performance, and other personnel data, ensuring compliance with UN regulations.
Budget and Finance:
Monitoring expenditure and budget allocations through the UMOJA system will be a core task. The incumbent will support financial reviews, prepare statistical reports, and assist in tracking expenditures against approved budgets, ensuring fiscal discipline.
General Administration:
This role involves coordinating travel arrangements for staff, managing official correspondence, preparing meeting documentation, and maintaining administrative files. The assistant will also organize logistical aspects of conferences and seminars, handle office supplies and equipment maintenance, and support the preparation of presentations and informational materials.
Contract Administration:
Supporting the management of contracts with external vendors and service providers, the assistant will verify invoices, process payments, and ensure contractual obligations are met. They will also handle permits, access cards, and other administrative forms related to UN operations.
Skills and Competencies
The ideal candidate will demonstrate professionalism in handling a broad spectrum of administrative functions, applying UN rules and regulations with accuracy and efficiency. They will be proactive problem-solvers, capable of analyzing data and supporting decision-making processes.
A strong team player, the candidate will work collaboratively, valuing others’ ideas and supporting collective goals. They will also prioritize client orientation, maintaining effective communication with internal teams and external partners, and ensuring timely delivery of services.
Educational Background and Experience
- A high school diploma or equivalent is required.
- Completion of courses in human resources, business administration, finance, or public administration is desirable.
- The position is suited for candidates with prior administrative experience, ideally in multi-stakeholder environments like the UN or similar international organizations.
Language Requirements
Fluency in English is mandatory, with knowledge of French or other UN languages considered an asset.
Additional Information
This is a one-year initial appointment, with the possibility of renewal based on funding and organizational needs. The position is local recruitment, meaning applicants must be authorized to work in Montreal. Internal UN staff members may be reassigned or transferred without a break in service.
The United Nations actively promotes gender equality and diversity, encouraging qualified women and candidates from various backgrounds to apply. The organization is committed to providing an inclusive environment, supporting applicants with disabilities upon request.
How to Apply
Interested candidates are encouraged to submit their applications online through the UN Careers portal before the deadline on June 5, 2025. Applications should be complete, including all relevant experience and contact details, to ensure consideration.
Please note, evaluation may involve a written assessment followed by a competency-based interview. Only shortlisted candidates will be contacted.
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