Administrative Assistant Job at UN-Habitat – UN Jobs

United Nations Jobs, UN-Habitat Jobs, UN Jobs,

• Job Opening ID: 247058
• Job Network : Management and Administration
• Job Family : Administration
• Category and Level : General Service and Related Categories, G-5
• Duty Station : NAIROBI
• Department/Office : United Nations Human Settlements Programme
• Date Posted : Dec 17, 2024
• Deadline : Jan 15, 2025

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Org. Setting and Reporting

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.

This position is located in the Urban Practices Branch of UN-Habitat, specifically within the Sustainable Development Goals Localization (SDG Localization) and Local Governments Unit. Under the overall coordination of the Chief of the Urban Practices Branch, and the direct supervision of the Programme Management Officer (SDG Localization), the incumbent will perform the following tasks.

Responsibilities

Human Resources Management:

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the SDG Localization and Local Governments team’s human resource activities linked to both the team in HQs as well as country projects, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training, ensuring consistency in the application of regulations and procedures.
• Enters, maintains, and certifies administrative data and records for time and attendance, performance appraisal in electronic information systems.
• Reviews entitlements-related claims and reports.
• Provides advice and guidance to the SDG Localization and Local Governments Team with respect to administrative procedures, processes, and practices, liaising with UN-Habitat’s relevant units, sections as well as UNON as necessary.
• Maintains and reviews organizational staffing tables; prints and reviews reports.

Budget and Finance:

• Prepares and initiates upon request all ERP related processes, specifically concerning budgets and finance.
• Monitors status of expenditures and allotments through the system, records variations, updates budget tables concerning the team’s activities and projects
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• Creates requisitions for goods and services in the ERP system and ensures (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget revisions and donor financial reports.
• Prepare statistical tables and standard financial reports on the programmes/projects of the SDG Localization team.

General Administration:

• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions, and other related documentation. • Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Administratively supports the programmatic activities of the team in relation to national, regional, and global projects, e.g., organization of workshops, facilitating participants’ travel and accommodation.
• Coordinates administrative support of projects with implementing partners such as the UN Regional Commissions or global Associations of Local Authorities.
• 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 administrative arrangements for seminars, conferences and translations.

Contract Administration:

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Reconcile 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.

Data Management:

• 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. Performs other duties as required.

Competencies

PROFFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management. Ability to apply knowledge of various 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 decision, 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

Education

• High school diploma or equivalent.

Job – Specific Qualification

• Supplementary training in business administration, finance, or budgeting is desirable.

Work Experience

• A minimum of five (5) years of progressively responsible work experience in administrative services, finance, accounting, audit, human resources, or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree.
• Experience supporting project administration and management, account management and/or technical cooperation is desirable.
• Experience working with Enterprise Resource Planning (ERP) systems such as System Application Programme (SAP) is desirable.
• Experience working within the United Nations system or similar international organizations is desirable.
• A minimum of one (1) year or more of experience in data analytics or related area is desirable

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency English is required. Knowledge of another official United Nations 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.

Assessment

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

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