Mar 6, UN-HABITAT Team Assistant Jobs in Kenya

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 post is located in the Management Advisory and Compliance Service (MACS), Human Resources and Training Unit. The incumbent will report to the chief of Human Resources and Training Unit. Within limits of delegated authority the incumbent will be responsible for the following duties:

Responsibilities

Performs a wide range of office support and administrative functions.

Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.

Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.

Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.

Generates a variety of standard statistical and other reports, work orders, etc., using various databases.

Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.

Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.

Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.

Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.

Assists in the preparation of presentation materials using appropriate technology/software.

Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.

Provides guidance to programme managers and their designated staff in the utilization of Inspira for staff selection, ensuring compliance with the provisions of the administrative instruction on staff selection system.

Performs data entry and extraction functions.

Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.

Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.

Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).

Maintains files (both paper and electronic) and databases for work unit.

Assists in providing software and office equipment support.

Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.

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: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.

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.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Supplemental training in administration, human resource management or any other related field is desirable.

Work Experience

A minimum of three (3) years of progressively responsible experience in Business Administration, Human Resource, general administration or related area is required.

The minimum years of relevant experience is reduced to one (1) year for candidates who possess a first-level university degree or higher.

Experience working with the United Nations or similar international organization 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 this post, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

How to Apply

For more information and job application details, see; UN-HABITAT Team Assistant Jobs in Kenya

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