ADMINISTRATIVE ASSISTANT, G6 AT UN-Habitat

The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities. UN-Habitat is the focal point for all urbanization and human settlement matters within the UN system. UN-Habitat works with partners to build inclusive, safe, resilient and sustainable cities and communities. UN-Habitat promotes urbanization as a positive transformative force for people and communities, reducing inequality, discrimination and poverty. The position is in the Policy, Legislation and Governance Section (PLGS) of the Urban Practices Branch (UPB) within the Global Solutions Division of UN-Habitat at the Nairobi duty station. The focus of the position is Project Management and Administration Support. Under the direct supervision of the Chief, Policy Legislation and Governance Section, the incumbent will be responsible for the following duties:

 

Human Resources Management • Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities and act as a focal point for UNDP, UNOP and UNV focal point e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures. • Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. • Monitors the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through UMOJA. • Monitors staffing table and prepare relevant statistical data/charts frequently when needed. Budget and Finance • Assists in the preparation and review of financial and human resource proposals/requirements. • Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, donor grant funds and procurement. • Monitors expenditures and reconciles with approved budget; prepares adjustments as required. • Assists managers in the elaboration of resource needs for project budgets. • Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. • Prepares or customizes financial reports from UMOJA system generated reports. • Co-ordinates with other staff/team members in the section on related issues during preparation of budget reports. General Administration • Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. • Coordinates extensively and liaises frequently with staff and internal team members of the section both at Headquarters and in the field. • Performs other related administrative duties, as required (e.g., travel, programmes, monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, workshops, expert group meetings, conferences and translations). • Provide guidance, training, and supervise the work of more junior staff, consultants, UNVs and interns. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. Contract Administration • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. • Reconciles the contractors' invoices against the goods and services provided by the vendors/contractors and approved by the UN. • Process the payment of contractors' and vendors’ invoices and monitor payments. • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

 

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management. Ability to apply knowledge of various United Nations administrative, financial, and human resources rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

 

High school diploma or equivalent is required.

 

A minimum of seven (7) years of progressively responsible work experience in administrative services, finance, accounting, audit, human resources or related areas is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience with System Application Programme (SAP) based Enterprise Resource Planning (ERP) systems, is desirable Experience with the United Nations or similar international organizations is desirable. Experience in budgeting, project administration, technical cooperation, accounting management or related areas is desirable. One (1) year or more of experience in data analytics or related area is desirable.

 

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another United Nations official language is desirable. NOTE: ''Fluency'' equals a rating of ''fluent'' in all four areas (read, write, speak, understand) and ''Knowledge of'' equals a rating of ''confident'' in two of the four areas.

 

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.