Org. Setting and Reporting

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. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal, Canada and is administered by UNEP. This post is located in the Convention on Biological Diversity, Office of the Executive Secretary (OES). Under the day-to-day guidance and supervision of the Executive Secretary, the incumbent will act as Head, Secretariat Support Unit, of the Office of the Executive Secretary and perform the following duties:

Responsibilities

A. Provides substantive and analytical support to the Executive Secretary: a) Provides specialized advice to the Executive Secretary on management and implementation of the Secretariats policies and procedures, staff-management relations, amongst others; b) Maintains close contact with management and staff to ensure effective cooperation that facilitates the Executive Secretarys functional responsibility for management oversight of the CBD Secretariat; c) Serves as focal point and liaison on specific topics or policy-related issues; keeps abreast with latest developments, liaises with other organizations, donors; provides information and advice on a range of related issues; d) Prepares or contributes to the preparation of various written reports, documents and communications, e.g. draft sections of studies, background papers, policy guidelines, briefings, case studies, presentations, correspondence; appraises all official reports and documentation prepared by the Secretariat and ensures their consistency with CBD strategy before recommending their approval by the Executive Secretary. e) Supports the Executive Secretary in interactions with high-level external partners, including the UN Agencies, Donors and NGO community. undertakes liaison on behalf of the Executive Secretary with the relevant staff of the Executive Office of the Executive Director, UNEP and other interlocutors. establishes and maintains contacts with government officials, other UN agencies, nongovernmental organizations, diplomatic missions, and media; f) Organizes and participates in work groups, meetings, conferences, consultations with other agencies and partners on CBD-related matters. g) Oversees, on behalf of the Executive Secretary, the general logistical and administrative preparations of major CBD organized meetings; h) Develops new approaches, strategies and policies to ensure the smooth and timely flow of information in and out of the Office of the Executive Secretary on the work programme of the Secretariat. B. Manages the Office of the Executive Secretary including the human and non-human resources: a) Manages, supervises, coordinates and facilitates the work of the Secretariat Support Unit of the Office of the Executive Secretary; provides timely programmatic and substantive reviews of drafts for quality assurance for the Executive Secretary; b) Manages daily the Executive Secretarys office, including the correspondence flow, daily schedule and travel planning and preparation; c) Plans and oversees the management of activities undertaken by the Executive Secretarys office; ensures that substantive work programmes and programmed activities are carried out in a timely fashion, and, in synchrony with other organizations of the United Nations System, donors and agencies as appropriate; d) Monitors directives of the Executive Secretary with regard to human resources; coordinates establishment of recruitment panels; updates the Executive Secretary on on-going recruitment processes within the Secretariat; e) Carries out administrative tasks necessary for the functioning of the Office of the Executive Secretary, including preparation of documents and monitoring of performance parameters and critical indicators, evaluation of staff performance (PAS), interviews of candidates for job openings and evaluation of candidates. f) Responds to relevant substantive correspondence of a broad, confidential and politically-sensitive nature; g) Ensures timely follow-up to the Executive Secretarys directives, including effective dissemination of pertinent information to the management team and relevant staff. h) Using management and online tools, ensures timely follow-up to requests received by the Secretariat and respective responses and outputs dispatched on time; i) Administers the workload of the Office of the Executive Secretary and maximizes the utilization of the available human and non-human resources; j) Liaises with other divisions of the Secretariat, coordinates their substantive input into the work of the Executive Secretary; k) Manages, guides, develops and trains staff in the Secretariat Support Unit; l) Fosters teamwork and ensures effective communication among staff in the Secretariat Support Unit and across other units and divisions. m) Monitors staff requirements, distributes workload and the requirement for other resources and making appropriate recommendations to the Executive Secretary; n) Organizes, manages and plans the schedules of the Executive Secretary, using online tools to manage the schedule and contacts of the Executive Secretary. o) Keeps abreast and conducts research on new technologies of online and monitoring tools for the Executive Secretarys schedules and follow-up systems. C. Provides substantive, logistical and administrative support to the Executive Secretary in the organization of the Bureaux of the Conference of Parties to the CBD, the Conference of Parties serving as the meeting of Parties to the Cartagena Protocol on Biosafety (COP/MOP), and the Conference serving as the meeting of Parties to the Nagoya Protocol (COP/MOP): a) Assists the Executive Secretary in liaising with Parties, organizes CBD Bureau Meetings, the COP/MOP Bureau meetings and liaising with the Presidencies on the COP and COP/MOP related issues; b) Assists the Executive Secretary in his/her relation with Parties including providing proposals to the bureau, as appropriate; c) Makes logistical arrangements for meetings of COP and COP/MOP Bureau as well as coordinating the preparation of documents for Bureau meetings. D. Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. E. Performs other related duties as requested by the Executive Secretary.

Competencies

PROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and achievements. Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. TEAMWORK: Works collaboratively with colleagues to achieve…