The United Nations Environment Programme (UNEP), the world’s leading authority on environmental issues, is seeking a dedicated and experienced Administrative Assistant to join its team in Montreal, Canada. This role offers a unique chance to contribute to global environmental initiatives and support the vital work of the Convention on Biological Diversity (CBD) Secretariat, which is headquartered in Montreal under UNEP’s auspices.
About UNEP and the CBD Secretariat
Established as the authoritative voice on environmental matters, UNEP spearheads efforts to promote sustainable development worldwide. Since the landmark 1992 Earth Summit, UNEP has played a crucial role in advancing environmental protection, including the implementation of the Convention on Biological Diversity, which aims to conserve biological diversity, promote sustainable use, and ensure fair sharing of benefits arising from genetic resources.
The CBD Secretariat, located in Montreal, supports the implementation of these objectives and works closely with international stakeholders to promote biodiversity conservation and sustainable management of natural resources.
Position Overview
This Administrative Assistant position is situated within the Administration Division of the CBD Secretariat. Reporting directly to the Head of the General Administration Unit and under the overall supervision of the Head of the Division, the incumbent will handle essential administrative functions that ensure the smooth operation of the secretariat’s activities. This is a full-time, G-5 level position, offering an opportunity to be at the heart of UNEP’s vital environmental work.
Key Responsibilities
Human Resources Management:
The Administrative Assistant will oversee various HR functions, including recruitment, placement, promotions, performance management, and staff separation processes. They will ensure that all HR data, such as attendance records and performance evaluations, are accurately entered and maintained in electronic systems, supporting the unit’s compliance with UN policies.
Budget and Finance:
Monitoring expenditure and budget allocations through the Umoja system will be a core task. The assistant will support finance officers by consolidating data, preparing financial reports, and tracking variances against approved budgets, ensuring financial transparency and accountability.
General Administration:
The role involves coordinating official travel arrangements, managing office mail, organizing shipments for conferences, and preparing meeting documentation. The assistant will maintain files, draft routine correspondence, and liaise with internal teams and external stakeholders. They will also coordinate administrative arrangements for seminars and conferences, including venue arrangements and translation services.
Contract Administration:
Supporting the management of external contracts, the assistant will review invoices, process payments, and ensure contractual compliance. They will also handle administrative permits such as UN grounds passes, parking permits, and access cards for staff and contractors.
Additional Support:
The incumbent will assist in data collection, analysis, and visualization for reports and presentations, contributing to knowledge sharing and decision-making processes. They will also support website updates and the production of informational materials.
Qualifications and Skills
Candidates should possess a minimum of five years of progressively responsible experience in administration, human resources, or management—three years if holding a university degree. Experience within the UN system or international organizations is highly desirable, along with familiarity with enterprise resource planning (ERP) systems and data analytics.
Fluency in English is mandatory, with knowledge of French or other UN languages considered an advantage. The role requires proficiency in various administrative functions, attention to detail, and strong organizational skills. The ideal candidate demonstrates professionalism, excellent communication, and a client-oriented approach, ensuring effective service delivery to internal and external stakeholders.
Remuneration and Application Details
The position offers a competitive salary aligned with the G-5 level of the UN salary scale. Interested applicants are encouraged to apply online through the UN careers portal before June 5, 2025. The selection process may include assessments and competency-based interviews to evaluate candidates’ suitability.
Why Join UNEP in Montreal?
Working at UNEP provides a meaningful opportunity to contribute to global environmental protection efforts. The Montreal-based secretariat plays a critical role in advancing biodiversity conservation policies and facilitating international cooperation. This position allows professionals to be part of a vibrant international community dedicated to making a tangible difference for the planet.
A Commitment to Diversity
UNEP is committed to fostering an inclusive work environment. It encourages applications from qualified individuals regardless of gender, nationality, or background, supporting equal participation and opportunities for all.
Take the Next Step in Your Career
If you are a detail-oriented, proactive administrative professional seeking to contribute to impactful environmental initiatives, this UNEP Administrative Assistant role offers a rewarding platform. Join a dedicated team in Montreal and support the global effort to preserve our planet’s biodiversity for future generations.
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