UN Jobs-United Nations Human Settlements Programme (UNHSP) Vacancy: Administrative Assistant, Nairobi

UN Jobs-United Nations Human Settlements Programme (UNHSP) Vacancy: Administrative Assistant, Nairobi
Job Title
Administrative Assistant, G5
Department/ Office
UNITED NATIONS HUMAN SETTLEMENTS PROGRAMME
Duty Station
NAIROBI
Posting Period
5 October 2010-4 November 2010
Job Opening number
10-ADM-UN HUMAN SETTLEMENTS PROGRAMME-16862-R-NAIROBI
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational 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. This post is located in the Regional Office for Africa and the Arab States (ROAAS), Technical Cooperation Division, UN-HABITAT.

Responsibilities
Under the general supervision of the Chief, ROAAS, and direct supervision of two Senior Human Settlements Advisors responsible for Anglophone, Francophone and Lusophone countries in the Region, the incumbent will perform the following duties: 1. Project Administration: (i) Serve as focal point for preparation of work involving extension liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, including travel preparations and claims, financial claims and payment instructions; (ii) Draft routine correspondence and organize, prepare, maintain, edit and finalize documents - administrative data and information, mission reports, compiling reports, binding documents and ordering publications required for diverse distribution; (iii) Communication with Habitat Programme Managers and Resident Representatives as per instructions; (iv)Liaising with appropriate counterparts at country level and providing appropriate information and responses to simple queries; (v) Screen, log and route correspondence, paying attention to the follow up of the mail and enquiries/projects whenever required.(vi)Arrange mission travel, including raising travel requests, bookings of ticket and hotels, calculations of Daily Subsistence Allowance and visa. Prepare mission files for supervisors. (vii) Organising for workshops, including preparation of invitations, document reproduction by photocopying or liaising with publishers, hotel reservations etc. Office Administration (i)Maintain files, records, archives for ROAAS, including retention of documents, archiving and transfer of documents and their retrieval.(ii) Manage correspondence, log incoming mail and dispatch to supervisors, or in their absence, to other relevant staff. Follow up and draw attention of supervisors to urgent matters. Dispatch outgoing mail by e-mail, fax or surface mail. Draft routine correspondence.(iii) Maintain the supervisor schedule/calendar, screen incoming telephone calls, respond to simple queries, relay messages, arrange for appointments. (iv) Organise for office stationary and its maintenance (computer), simple procurement requests, including ordering for reproduction services. (v) Any other duties, including but not limited to covering for other administrative support staff during their absence.

Competencies
Professionalism - Knowledge of the UN systems, staff rules and regulations as well as administrative policies and practices would be an advantage. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. Planning and Organising - Demonstrated effective organisational skills and ability to handle work in an efficient and timely manner .Ability to work under pressure and against deadlines in a demanding office dealing with variety of issues in various offices. Technological Awareness - Fully proficient in IMIS processes and applications as they relate to accounts and personnel administration as well as procurement of supplies and equipment would be an advantage. Proficiency in various MS Office applications (Excel, Word,) and other IT applications. Teamwork – Good interpersonal skills; ability to work efficiently in a multi-disciplinary, -cultural, - national and -ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with budget/finance, human resource counterparts, and client departments.

Core Values
Core Values: Integrity, Professionalism and Respect for Diversity

Education
Completion of secondary school education is required. Additional training in office administration or secretarial training is an asset.

Work Experience
Five years of progressively responsible secretarial and/or administrative experience. Experience with handling UN administrative policies, regulations, rules and procedures is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written and spoken English and French is required. Knowledge of Arabic desirable.

United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Special Notice
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. If an external candidate is selected, his/her appointment will be subject to a passing grade on the relevant entry-level examination at the duty station. The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station.

No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.


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Closing Date: Thursday, 04 November 2010