Administrative Assistant
Org. Setting and Reporting
The United Nations Human Settlements Programme, UN-Habitat, is the
United Nations 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.
UN-HABITAT helps the urban poor by transforming cities into safer,
healthier, greener places with better opportunities where everyone can live
with dignity. These positions work with organizations at every level, including
all spheres of government, civil society and the private sector to help build,
manage, plan and finance sustainable urban development.
This position is
located in Office of the Executive Director and the incumbent will report to
the Chief of Staff. Within the delegated authority, the Administrative Assistant
will be responsible for the following duties:
Responsibilities
Human Resources
Management
- Initiates, processes, monitors, reviews and follows-up on
actions related to the administration of the unit’s human resource
activities, e.g., recruitment, placement, relocation, promotion,
performance appraisal, job classification reviews, separation, training
etc., ensuring consistency in the application of regulations and
procedures.
- Enters, maintains and certifies administrative data and
records for time and attendance, performance appraisal, etc. in electronic
information systems.
- Reviews entitlements-related claims and reports.
- Provides advice and guidance to staff with respect to
administrative procedures, processes and practices, liaising with central administrative
services as necessary.
- Maintains and reviews organizational staffing tables; prints
and reviews IMIS reports.
Budget and Finance
- Monitors status of expenditures and allotments through IMIS,
records variations, updates budget tables.
- 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.
- Reviews requisitions for goods and services to ensure (a)
correct objects of expenditure have been charged and (b) availability of
funds.
- Assists in the preparation of budget performance submissions.
- Prepares statistical tables and standard financial reports.
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.
- 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.
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.
- 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.
- 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
- Professsionalism: Ability to perform a broad range of
administrative functions, e.g., budget/work programme, human resources,
database management, etc. 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 & 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.
Qualifications
Education
- Completion of high school diploma or equivalent is required.
- Supplementary training on administration or any other
relevant field 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 by two years for candidates who possess a first
level University degree.
- Experience in travel management 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 position advertised, fluency in English is
required. Knowledge of another official United Nations language is
desirable
How To Apply
