G4 Admin Assistant - closed

Applications are currently being reviewed. Only short-listed candidates will be contacted.

Job Title:                 G4 Administrative Assistant.
Status:                     Fixed-term with limited duration.
Duty Station:          Kingston, Jamaica.
Starting Date:         15 November 2007 or soonest thereafter.
Duration:                Initially 3 months, renewable up to 11 months, possibility of being considered for a
                                     longer term post after the 11 months.
Closing Date:         10 November 2007

Description of Duties:   

The overall responsibility of the Administrative Assistant is to assist the Programme Officer in administrative and secretarial work for the effective management of the Communication, Education, Training and Awareness programme in accordance with the workplan, with a view to timely and proper implementation of the programme in its entirety.  he functions include a coordination of the information flow; assistance in the organization of work and meetings; filing; the acquisition/procurement and basic accountability.

Main Duties include:

Coordinate information flow:

• Processing and drafting routine correspondence and responses in English, Spanish and /or French as appropriate for supervisor’s signature, take diction and transcribe, type letters, memoranda, Memoranda of Understandings/agreements, reports, faxes, etc; 
• Assist in increasing efficiency and effectiveness of the information flow by coordinating and processing incoming mail, e-mails and faxes; and outgoing information, and making photocopy faster and at less cost;
• Assist in maintaining webpage of UNEP-CAR/RCU and/or the project webpage and keeping it up-to-date with the relevant information in coordination with sub-programme staff;
• Handle inquiries pertaining to the substantive office, receive telephone calls, answer routine queries and receive visitors for the Programme Officer;
• Maintain information on deadlines for agreements, MOUs, reports etc. and follow-up with partners
• Assist in increasing awareness of CEP activities by coordinating and assist in developing information material for missions and meetings and disseminating and distributing public awareness material and general information on the CEP and sub-programmes to Contracting Parties, partner institutions, schools and general public;

Assist in work organization and meetings:

• Assist in the organization of the supervisor’s work; make travel arrangements, hotel bookings and prepare documentation required for missions;
• Assist in setting up of meetings, process documents for the meetings, type the agenda, list of participants and working documents for the meetings as well as sending out invitations to the meeting participants; provide secretarial services during meetings by typing and distributing minutes/reports of meetings as required;
• Assist in the logistics of national and international meetings and conferences including assisting participants with their travel arrangements and making accommodation arrangements; raising Travel Requests and assisting in security clearance for the travelers; eventual traveling to assist in the meetings from time to time.

Filing:

• Establish an up-to-date and maintain suitable filing system for the office;
• Maintain an up-dated computerized mailing list of supervisor’s contacts, focal points, experts and Ministers of Environment and other partners;
• Maintain mailing links with all participating countries and advisory centers, maintain all the MOUs signed for the programme implementation and keep list of status of MOUs.

Any other duties as per the request by the office.

Requirement:

Secondary schools education or its equivalent and formal secretarial and administrative training. Minimum of three years working experience in secretarial and administrative related duties and office management in a busy multi-national organization. Ability to take shorthand dictation and transcribe it into final form.

Proficiency in the use and operation of the computer, including advanced skills in windows and office (Word, Power Point, basic Excel).  Knowledge of other applications (webpage design and editing, Pagemaker, Corel Draw) are an asset.

Ability to plan, co-ordinate and monitor own work plan, have a great sense of accuracy. Must have excellent interpersonal, oral and written communication and organizational skills. Have client orientation and satisfaction as part of the day-to-day duties.

Fluency in written (including correction of grammar and punctuation and informal translation) and spoken English and Spanish are essential, French is an advantage.

Remuneration:

Jamaican Dollars 99,832.91gross per month.

Personnel,
United Nations Environment Programme -
Caribbean Environment Programme
Regional Coordinating Unit

Tel: +1-876-922-9267 to 9
Fax +1-876-922-9292
e-mail:  hss@cep.unep.org

PLEASE QUOTE THE POST NAME: G4 Administrative Assistant