Functional Responsibilities
1. Administrative and general support
- Supports scheduling of and preparation for the Director’s appointments and prepares briefing and background material and ensures this is shared with the Director in due time before the meetings;
- Provides administrative and logistic support to conferences, workshops, and other events organized by ICAT and for meetings and retreats of the ICAT team by scheduling and organizing meetings (also video- or tele-conferences), and for receiving visitors;
- Coordinates with the Bonn premise management and ICT support on common services requests including those relating to office space, office access, cleaning, procurement of office supplies and petty cash management;
- Establishes and maintains efficient working relationship with stakeholders (e.g. UNOPS WEC team, DSC, AC, Implementing Partners) and external partners (e.g. UNFCCC secretariat, NDC-Partnership, other UN agencies);
- Assists with the drafting of correspondence, including to partners and high level officials as well as other responses to external requests;
- Provides accurate and timely information on processes and pending issues to the supervisor;
- Maintains the records on administrative, financial and logistical activities of the Bonn personnel/office;
- Provides administrative and logistical support for missions, events and travel including organization of tickets, hotel bookings, transfers, visa facilitation, DSA payments, etc. in coordination with ICAT Operations Associate;
- Functions as back-up to the ICAT Operations Associate when necessary.
2. Research support
- Follows relevant policy developments, in particular decisions adopted under the UN Framework Convention on Climate Change (UNFCCC) and related announcements, and alerts the team of new developments;
- Keeps abreast of upcoming events in the area of Climate Change, such as the UNFCCC calendar and calendars of other relevant for a, and alerts the team as necessary;
- Researches and retrieves information and statistical data from internal and external sources;
- Prepares statistical charts, tables and reports, extracting data from various sources;
- Prepares background research on specific topics related to ICAT activities and partnerships;
- Prepares background notes and presentations for meetings, visits and conference calls and keeping track of formal documents and policy decisions of relevance to ICAT;
- Provides substantive input to project documents and documents prepared for the ICAT Donor Steering Committee (DSC), the Advisory Committee (AC) and the Initiative Coordination Team (ICT);
- Conducts fact checks on information received from other sources, including the implementing partners of ICAT;
- Follows up on deadlines, commitments made, actions taken and coordinates collection and submission of the reports to the supervisor.
3. Knowledge building and Knowledge sharing
- Supports meetings (online and in person), prepares draft minutes for these meetings and takes notes and keep records of various types of meetings;
- Supports the organization and delivery of webinars, training and learning initiatives on project related topics, and side events and bilateral meetings, in particular during UNFCCC conferences;
- Supports preparation of outreach material, both online and for print, including drafting, formatting and graphics support;
- Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices;
- Contributes feedback, ideas, and internal knowledge about processes and best practices to the team and utilizes them productively;
- Supports collection, reviewing and publishing on ICAT Website of ICAT project deliverables;
- Supports the management of an ICAT contact database in collaboration colleagues from the team; and
- Maintains ICAT Secretariat’s documentation including records and files, ensuring safekeeping of confidential materials.
Education/Experience/Language requirements
Education:
- Completion of secondary school is required.
- Bachelor’s or Master’s Degree in Business Administration, Public Administration, Climate Change or equivalent disciplines is strongly desirable.
Experience:
- Minimum of six years of relevant experience in operations’ support services, research, climate change and/or office management support in national or international public or corporate organizations is required.
- In case of a First Level University Degree or a Master Degree, some of the required experience may be discounted.
- An understanding of climate change and related global policy issues is required.
- An understanding of MRV and transparency is an advantage.
- Some experience in UN system organizations is desirable.
- Proficiency in computers and office software packages (MS Office/Google Suite) is required.
- Experience in handling web-based management systems and in the use of Enterprise systems including OneUNOPS is desirable.
- Proficiency in data management and use of data visualizations tools is an asset.
