The United Nations Human Settlements Programme, UN-HABITAT, is the United Nations agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. The position is located in the Governing Bodies Secretariat in the Office of the Executive Director of UN-Habitat in Nairobi.
The Office of the Executive Director is responsible for the formulation of a clear and consistent vision for UN-Habitat , as well as the policies necessary to effectuate that vision; establishing operational priorities and strategies, in consultation with senior management of the programme ; ensuring effective management and accountability of the programme and budget; and engaging with key Member States and other stakeholders to secure both political and financial support for UN-Habitat.
The Governing Bodies Secretariat is responsible for organizing and servicing of the meetings of the Governing Bodies of UN-Habitat which include the UN-Habitat Assembly, Executive Board, and the Committee of Permanent Representatives. It is also responsible for high level liaison and communication with Governments and Permanent Missions and for providing guidance and advice to the Organization on diplomatic and political matters.
The focus of this position is administrative support to the Governing Bodies Secretariat.
The incumbent reports to the Secretary of the Governing Bodies Secretariat.
Responsibilities
Within delegated authority, the Administrative Assistant 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, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., 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.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.
• Monitors staffing table and prepare relevant statistical data/charts.
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, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
• Prepares or customizes financial reports from IMIS system generated reports.
• Co-ordinates with other finance and budget staff 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 with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required (e.g., operational travel programme; 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, conferences and translations especially for induction meetings of Member states and servicing the meetings of the Governing bodies).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
Contract Administration
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors’ 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.
Competencies
Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
Education
High school diploma or equivalent is required. A supplementary training in Business Administration/International Relations/Human Resources/Political Science/Law is desirable.
Candidates must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally administered test at Offices Away from Headquarters. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
Work Experience
A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
Experience in drafting official correspondence is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written and oral English is required. Knowledge of another UN official language is an advantage.
“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.
