Key responsibilities:
You will provide logistical and administrative support to meetings of the constituted bodies and their panels and working groups, workshops and related events while also performing a broad range of secretarial and office support functions. You will furthermore operate web interfaces and other workflows ensuring accuracy and completeness, as well as contribute to the design and implementation of certain of the subdivision’s activities, liaising with stakeholders and coordinating the respective communication flow.
Main responsibilities:
1. Performing a wide range of office support functions, in particular with regard to formatting of MS Word documents:
- Undertake formatting of official UNFCCC documents and constituted body documents;
- Send draft documents to relevant focal points for in-house circulation and pre-editing, incorporating requested changes by editors and responding to requests for information;
- Undertake quality assurance and control of documents format in order to be in line with existing format standards;
- Research, compile and organize information and reference materials from various sources for reports, briefings, meetings/conferences etc.;
- Support the team, by preparing briefing handbooks and documentation for meetings, collecting, and compiling submissions, preparing lists and collecting relevant information;
- Monitor processes and timelines related to the subdivision's outputs or tasks; assist in the verification of submitted or outgoing documents for approvals, signatures, etc. to ensure compliance with relevant legal, financial, and other requirements; follow up to ensure they are processed within deadlines;
- Take notes and prepare draft minutes at meetings;
- Perform general administrative tasks (e.g., arrangements for meetings and events, reservations, budget follow-up, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expenditure authorizations etc.); coordinate the general flow of routine information and documentation within the subdivision.;
- Review for accuracy and completeness, ensuring compliance with requirements and procedures; process electronic submissions of relevant documentation received through relevant web interfaces;
- Propose solutions for complicated cases and take initiative to clarify discrepancies or errors in facilitating prompt resolutions.
2. Providing logistical and administrative support to meetings and workshops:
- Coordinate administrative preparations for meetings and workshops (venue, budget, contracting, on-site services etc.) with various other divisions in the secretariat and external counterparts; ensure preparations are implemented on a timely basis; send out invitations to participants, coordinating their travels, expenses, and visa arrangements; liaise with Conference Affairs Services and speakers and ensure all administrative requirements relating to their participation are met;
- Provide in-meeting support to the constituted bodies support and substantive teams;
- Coordinate with other teams to update the relevant subdivision’s website/s as necessary; ensure submissions by Parties, Intergovernmental Organizations (IGOs) and Non-Governmental Organizations (NGOs) are uploaded and appropriately filed;
- Reviews, logs and routes incoming correspondence; follows up on pending issues;
- Assist staff with standard processes, such as travel requests and reports, time reporting, and various contract issues;
- Arrange team meetings, drafts reports and tracks follow up activities;
- Prepare participant badges, hard-copy folders, and makes photocopies of a variety of documents and other material, when necessary;
- Perform administrative duties (e.g. monitoring and ordering office supply and equipment; preparing and/or processing administrative requests/documents such as travel requests, expense claims);
- Support meetings (e.g. room booking, nameplates, setting up of equipment; escorting participants, etc);
- Back up other staff in the unit.
3. Perform any job-related activity required to meet the overall goals and objectives of the subdivision, division, as well as those of secretariat-wide mandates.
Apply link: https://unfccc.int/secretariat/employment/UserManagement/FileStorage/A081B69UDHZPJI2OGCTMES3LK4WXFV
Job Type: Full-time
Pay: From 40.000,00€ per year
Application Question(s):
- Do you have a valid permit to reside in Germany?
Language:
Work Location: In person
Application Deadline: 02/06/2024
Expected Start Date: 01/07/2024