Senior Administrative Assistant
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. This position is located in Human
Resources and Training Unit, Management, Advisory and Compliance Service.
The incumbent of
this position reports to the Chief, Human Resources and Training Unit.
Responsibilities
- Human Resources Management
- Coordinates various actions related to the administration of
the unit’s human resource activities, e.g., recruitment, placement,
promotion, relocation, performance appraisal, job classification reviews,
separation of staff members, training etc., ensuring consistency in the
application of UN rules and procedures. Liaises with central
administration/executive services as required.
- Oversees the maintenance of vacancy announcement files and
keeps track of status of vacancy announcements.
- Provides advice and answers general queries on classification
procedures and processes.
- Provides information and advice to staff/consultants with
respect to conditions of service, duties and responsibilities, and
privileges and entitlements under the Staff Rules and Regulations.
- Monitors UMOJA staffing tables for a variety of human
resource activities, e.g., appointments, retirement, expiration of
appointments, reassignments, transfer and movement of staff.
- The incumbent will be expected to take lead with the Hiring
Offices for quality control of the Central Review Submissions.
- Coordinates and manages in-house training activities and
liaise with UNON Staff Development Unit on the UNON provided training
activities. Inform staff on training activities available and book staff
on training. Maintain updated reports on staff who have attended training.
- Assists in the management of the UN-Habitat JPO programme,
including the preparation of cost estimates for submission to donors.
Maintain updated reports on JPOs working in UN-Habitat, providing necessary
information as requested by the Supervisor and PMO.
General Administration
- Provides guidance, training and daily supervision to other
general service staff in the area of responsibility.
- Responds to enquiries and in liaison with UNON as necessary, 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.
- Coordinates and provides support to staff members frequently
both at Headquarters and in the field on issues with regard to human
resources activities.
- Assists in ensuring e-Performance compliance by maintaining
updated records and sending reminders to staff on the same.
- Prepares written response to queries concerning HR related
matters.
- Provides general office support services: processes drafts,
edits, proofreads and finalizes for signature/approval a variety of
correspondence and other communications; sets up and maintains/records
(electronic and paper); monitors deadlines, etc.
- Drafts routine correspondence to respond to enquiries in
respect to relevant administrative and personnel matters.
- 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 required.
Competencies
Professionalism:
- 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.
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.
Qualifications
Education
- High school diploma or equivalent is required.
Work Experience
- A minimum of ten years of progressively responsible experience
in human resources management, administrative services or related area is
required. The minimum years of relevant experience is reduced to eight (8)
for candidates who possess a first-level university degree or higher.
- Working experience with the UN system or other international
organization is required.
- Work experience with PeopleSoft System such as Inspira or
similar is required.
- Experience working with the Enterprise Resource Planning
(ERP) system, preferably Systems Applications and Products (SAP), is
desirable.
- Work experience in report writing 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
Closing Date : 20
October 2023
