Administrative Assistant Job – UN HABITAT

osting Title:ADMINISTRATIVE ASSISTANT, G6
Job Code Title:ADMINISTRATIVE ASSISTANT
Department/Office:United Nations Human Settlements Programme
Duty Station:NAIROBI
Posting Period:12 June 2023 – 10 August 2023
Job Opening Number:23-Administration-UN-HABITAT-209143-R-Nairobi (E)
Staffing ExerciseN/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

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Org. Setting and Reporting

The United Nations Human Settlements Programme, UN-Habitat, is the 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 advertised is located in the Planning, Finance & Economy Section of the Urban Practices Branch (UPB) within the Global Solutions Division in Nairobi Duty Station.

The incumbent reports to the Chief, Planning, Finance & Economy Section of the Urban Practices Branch (UPB). Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Responsibilities

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, 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.
• 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 UMOJA system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration:

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• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Ensures communication and follow-up related to internal directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Section manager and management team.
• Establishes/improves administrative procedures and systems to ensure smooth functioning of the Section, including filing (paper and electronic) systems, approval processes and overall maintenance of records.
• Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services).
• 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.

Data:

• 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.

Competencies

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 decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.
  • Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for
  • Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
  • The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

  • A minimum of at least seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
  • Experience with office support tools such as Microsoft 365 package is required.
  • Experience with Enterprise Resource Planning (ERP) systems 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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