Administrative Assistant - Montréal, Canada - United Nations

United Nations

Verified Company

Montréal, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.

At the 1992 Earth Summit in Rio de Janeiro, world leaders agreed on a comprehensive strategy for sustainable development. A key agreement opened for signature at Rio was the Convention on Biological Diversity.

The Convention has three objectives:

the conservation of biological diversity, the sustainable use of its components and the fair and equitable sharing of the benefits arising out of the utilization of genetic resources.

This post is located in the Secretariat of the Convention on Biological Diversity (SCBD) and administered by UNEP in Canada Montreal duty station.

Under the direct supervision of the Head of the Commercial Services Unit, the incumbent will perform the following duties:

Responsibilities:

A) Processing of visas for UN official travels:
a) Provides guidance to UN sponsored delegates travelling to SCBD meetings on current visa procedures and responds to related queries.
b) Provides guidance to staff members in response to queries related to visa requirements.
c) Liaises and coordinates extensively with all Embassies/High Commissions regarding regulations/requirements for visas.
f) Identifies and provides solutions to problematic situations regarding visas to ensure prompt processing of the visas. f) Follows up with Embassies/High Commissions on issuance of visas.
g) Supervises and provides guidance to Mail Assistant/Team Assistant on priority of delivery and follow up. h) Notifies staff members when visas are received from Embassies/High Commissions.

B) Facilities Management Assistant:
a) Supervises construction, repair, maintenance an installation of conventional buildings.
b) Plans, schedules, supervises and coordinates maintenance services of installations, systems and equipment throughout the building.
c) Receives, analyses and reviews service requests, including installations of equipment, determines priority of work, plans and prepares work orders, assigs work and follows up on service complaints.
d) Coordinates with requesting depatments in case of changes in requirements and suggests alternatives or interim solutions.
e) Trains users on equipment installed.
f) Reviews contractor's invoices and assists with cost recovery as required.
g) Supervises and coordinates with contractors performing construction and alteration work to ensure that quality of services performed by the contractors is in accordance with set terms and conditions, codes and standards, health and safety regulations and objectives.
h) Undertakes final inspection, supervises the commissioning of the work, claim operation manuals and shop drawings for files and informs supervisor of completion of work.
i) Suggests ways to institute control and methods to improve service and reduce cost for the Secretariat.

C) Inventory and Supply Assistant:
a) Receives requests and allocates approved requests for furniture, supplies and/or equipment to various departments, sections or missions.
b) Makes periodic surveys of departments, sections to ensure appropriate use of allocated furniture, supplies and/or equipment.
c) Replenishes stock room with furniture, supplies and /or equipment and ensures that these items are securely and properly stored.
d)

Conducts receiving and inspection formalities for incoming items:
makes necessary arrangements to return damaged or defective inventoried items.
e) Assists with initiating requisitions, verifying funding, performing technical evaluations, providing and inspecting invoices for payment within UMOJA.
f) Analyses and suggests improvement to the efficient operation of stockroom operations.

D) Inventory:
b) Performs physical inventories of UN property and in investigating and reconciling discrepancies.
c) Ensures UN assets are bar-coded, decaled and tagged as per UN guidelines.
d) Manages a comprehensive electronic database of expendable and non-expendable UN property for multiple departments.

e) Prepares a variety of monthly, yearly and ad hoc inventory reports of UN property as required including those on surplus (damaged/obsolete) non-expendable UN property, on consumption, proposed consumption and local/HQ procurement lead-time for non-expendable UN property, etc.

f) Assists in supervising sales and/or disposals of UN property.
g) Assists in preparing and issuing catalogues listing non-expendable UN property together with code numbers.
h) Performs verification and data migration of existing property control databases and the migration of data between other UN asset control databases.

E. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge m