UNIDO is one of only four implementing agencies of the Montreal Protocol, which is regarded as the most successful environmental treaty of all time. UNIDO supports developing countries – known as Article 5 countries – in fulfilling their obligations under the Protocol through technical assistance, capacity building, and financial support, thereby fostering the transition from harmful substances in an inclusive and sustainable manner, which does not hinder economic development.

The Multilateral Fund to the Montreal Protocol provides UNIDO with annual operational fees through a lump sum component for Core Unit functionality which is utilized for paying administrative costs as distinct from project-related activities. UNIDO utilizes the operational fee in line with methodology provided to the MLFS in document UNEP/OzL.Pro/ExCom/60/51. Costs related directly to the Montreal Protocol Unit include staff salaries, non-project-related travel and expert group meetings, as well as general common operating costs, which are not charged to the individual projects.

The Core Unit Budget for Montreal Protocol Unit is requested annually, subject to demonstrating the use of funding for performing core unit activities and number of personnel hired for performing such activities.

RESPONSIBILITIES

Under the supervision of the Head of the Montreal Protocol Unit, the Team Assistant provides support in the development and administration of technical cooperation programmes and projects as well as clerical and administrative support and is responsible for the following key functions:

• Screen incoming mail and draft reply for supervisor’s signature on non-technical aspects; provide relevant background/project information whenever necessary to supervisor(s); keeps track of pending matters, follow up with other offices on deadlines.
• Screen phone calls and visitors. Respond to moderately complex information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling.
• Draft routine correspondence (both on administrative and/or TC-related matters); and put them into adequate style, language and format; proofread documents and edit texts for accuracy, grammar, punctuation and style in accordance with standard practices and in compliance with the UNIDO Correspondence Manual.
• Monitor decisions from Executive Committee meetings (ExCom) of the Multilateral Fund for the Implementation of the Montreal Protocol (MLF) related to project approvals, preparing PAD requests and PAD revisions accordingly.
• Consolidate implementation forecast figures and progress and financial reports on behalf of the team for submission to the MLF Secretariat.
• Consult to clarify the application of new financial procedures and rules, UNIDO Administrative Instructions, policies and Regulations and Rules, TC guidelines and other instructions. Retrieve information on administrative matters and/or TC projects from the SAP modules which have been designed to support results-based management.
• Using SAP, initiate and follow up on actions related to recruitment of staff, experts, training and study tours, purchase of equipment, payments, travel authorizations requests/claims and deal with all related inquiries.
• Perform administrative tasks such as arrangements for meetings and other events, reservations, research for information and reference material. Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations, expenditure authorizations, visa applications, etc.
• Maintain an up-to-date filing system (both paper and electronic) and databases related to work.
• Perform any other related duties as assigned.

REQUIREMENTS

Education:

Completed higher secondary education, high school diploma or equivalent is required. Formal secretarial/clerical training or equivalent is desirable.

Technical and Functional Experience:

• A minimum of six (6) years of work experience in the relevant field of the post is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• Experience in providing support to managerial/professional staff and using administrative skills is desirable.
• Experience of providing administrative support in the implementation of Multilateral Environmental agreements, specifically the Montreal Protocol and Kigali Amendment, is desirable.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet is required.
• Experience with SAP or similar ERP software is desirable.

Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.

Languages:

Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language is desirable.