United Nations Jobs, UN-Habitat Jobs, UN Jobs,
- Job Opening ID: 231134
- 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 : Mar 28, 2024
- Deadline : Apr 26, 2024
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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 office of the Director supports the Director of Division who is responsible for representing the Executive Director and Deputy Executive Director at strategic and political meetings on substantive related matters; provides direction and sound and innovative advice on a wide range of issues, including developing strategies for issues on a long-term and large-scale basis to ensure timely and cost-effective delivery of results that ensure the best interests of the organization, and/or client; coordinate and monitor the implementation of the World Urban Forum Programme as the WUF Coordination Office and to coordinate emergency programmes.
The position is located within the Front Office of the Director External Relations, Knowledge and Innovation Division (ERSKI) in Nairobi. The incumbent will work under the direct supervision of the Director ERSKI Division. The incumbent will perform the following duties and responsibilities:
Responsibilities
- Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to a senior officer or manager responsible for a major programme, such as a branch or division.
- Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks.
- Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
- Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches.
- Provides assistance in the coordination of service-wide activities (meetings, training), special projects and events.
- Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
- Attends meetings, prepares minutes, monitors follow-up activities.
- Responds or drafts responses to a wide range of correspondence and other communications; 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.
- Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
- Responds to complex information requests and inquiries (e.g. answers requests requiring file search.).
- Assists in the preparation of presentation materials using appropriate technology/software.
- May provide some specialized support to unit (e.g. technology support, editing, desktop publishing.).
- Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
- Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications.).
- Maintains files (both paper and electronic) and databases for work unit.
- 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 related duties as assigned
Competencies
PROFESSIONALISM :
Knowledge of general office and administrative support including administrative policies, processes and procedures. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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.
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.
Job – Specific Qualification
- Relevant training in Administrative Services, Finance, Human Resources, Business Administration, Personnel Management, Management Information System is desirable.
Work Experience
- Five (5) years of experience in general office support, programme or project administration, technical cooperation 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 or higher.
- Experience in using Enterprise Resource Planning (ERP) systems such as Umoja/SAP and ERP applications is desirable.
- Experience with rules and regulations governing travel related functions at the United Nations or a similar international organizations is desirable. Experience in initiating requisitions for service and goods in Umoja (or similar ERP system) is desirable.
- Experience in coordinating with vendors concerning current subscriptions 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 in English is required. Knowledge of another UN 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.
Assessment
- Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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