Staff Assistant Job at UN-Habitat – UN Jobs

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

• Job Opening ID: 239288
• Job Network : Management and Administration
• Job Family : Administration
• Category and Level : General Service and Related Categories, G-6
• Duty Station : NAIROBI
• Department/Office : United Nations Human Settlements Programme
• Date Posted : Jul 30, 2024
• Deadline : Aug 28, 2024

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Org. Setting and Reporting

The United Nations Human Settlements Programme (UN-Habitat) is the agency for human settlements mandated by the United Nations General Assembly to promote socially and environmentally sustainable towns and cities.

UN-Habitat helps the urban poor by transforming cities into safer and healthier places with better opportunities. It works with organizations at every level, including all spheres of government, civil society, and the private sector. The objective of this post is to provide general office and administrative support to the Regional Representative and other senior officers.

This position is located in UN-Habitat Regional Office for Africa (ROAF) at the Nairobi duty station. Under the direct supervision of the Regional Representative ROAF incumbent will be responsible for the following duties:

Responsibilities

• Assists in the overall administration of the Regional Office, i.e. provides substantive and administrative support in managing priorities and workflow of the Regional Representative and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
• Compiles and analyzes basic data from a variety of sources (including Umoja), summarizing and presenting conclusions for review by The Regional Representative.
• Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
• Takes full responsibility for time management and scheduling on behalf of the Regional Representative with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
• Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.
• Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Regional Representative’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.
• Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
• Supports the Regional Representative in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation.
• Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
• Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures
• Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, travel, invitations, catering, seating arrangements, background documentation, special equipment)
• Prepares, processes and classifies confidential information.
• Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings)
• Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
• 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 assigned.

Competencies

PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. Able to perform analysis, modelling 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.

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 AND 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.

Work Experience

• A minimum of seven (7) years of experience in general office support, administration or a related area 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.
• A minimum of two (2) years of working with advanced MS applications such as MS word, Excel and PowerPoint is desirable.
• A minimum of two (2) years of experience working with International and/or multilateral institutions, engaging high level delegates and the diplomatic corps is desirable. 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 in 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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