Staff Assistant at UN-Habitat

The United Nations Human Settlements Programme, UN-Habitat, is the UN 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 Urban Economy Branch of UN-Habitat has the mandate to promote local capabilities of local go...

 

Staff Assistant

• Job TypeFull Time
• QualificationBA/BSc/HND , KCSE
• Experience5 - 7 years
• LocationNairobi
• Job FieldAdministration / Secretarial  , Finance / Accounting / Audit  , Human Resources / HR 

Responsibilities

• Assists in the overall administration of the department/division, i.e. provides substantive and administrative support in managing priorities and workflow of the manager 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 manager.  
• 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 manager 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.  
• References: prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’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 and speeches; scans 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 manager 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 and meetings. Handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation and 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 : Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management. Ability to apply knowledge of various administrative, financial and human resources rules and regulations in work situations. The ability 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.
• 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.
•  ACCOUNTABILITY : Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

• Completion of high school diploma or equivalent is required.

Work Experience

• A minimum of seven (7) years of experience in administrative services, human resources, finance or 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.    
• Within overall years of experience at least five (5) years dealing with time-sensitive and confidential administrative matters supporting senior level officials is desirable.    
• Experience working with ERP systems, such as Umoja, is desirable.   
• Experience within the United Nations System or similar multinational organization is desirable.    
• One (1) year or more of experience in data analytics or related area is desirable

Method of Application

Interested and qualified? Go to UN-Habitat on careers.un.org to apply