Administrative Assistant, World Urban Campaign (WUC) Unit in Nairobi

Department/ Office
UNITED NATIONS HUMAN SETTLEMENTS PROGRAMME
Duty Station
NAIROBI
Posting Period
31 December 2010-30 January 2011
Job Opening number
10-ADM-UN HUMAN SETTLEMENTS PROGRAMME-18254-R-NAIROBI
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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. This post is located in Global Division, World Urban Compaign (WUC), of UNHABITAT at the Nairobi duty station.
Responsibilities
1. General Administrative Functions:
Prepares, processes and follow-up on administrative arrangements and forms related to the official travel of staff; Draft routine correspondence; Maintains up-to-date work section files and update files of rules, regulations, administrative instructions and other related documentations; Coordinates extensively with service units and liaises frequently with internal teams members.
2. Budget and Finance Functions:
Monitors status of expenditures and allotments through IMIS, record variation, updates budget tables; Consolidates dates received and provide support to higher-level staff with respect to budget reviews; Reviews status of relevant expenditures and compare with approved budgets; Reviews requisition for goods and services; Assists in the preparation of budget performance submissions; Prepares statistical tables and standard financial reports.
3. Human Resources Functions:
Initiates, processes, monitors, reviews and follow-up on actions related to the administration of the unit's human resources activities; Enter maintains and certifies administrative data and records for time and attendance, perform appraisal; 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 necessary; Maintains and reviews organizational staff tables; prints and reviews IMIS reports.
4. Perform other duties as assigned.
Competencies
Professionalism: Ability to perform a broad range of administrative functions; Ability to apply knowledge of various United Nations administrative rules and regulations in work situations; Shows pride in work and in achievements; 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.
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; Demonstrates openness in sharing information and keeping people informed.
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.
Planning& Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
Education
Completion of Secondary education or equivalent. Supplemental course in Office administration, office management or other related field desirable.
Work Experience
A minimum of five years of progressive responsible experience in administrative services, finance or human resource services or related areas.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another United Nations Officials language is an advantage.
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.
Assessment Method
Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.
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. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Special Notice
All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided.
If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please send an email to recruitment@unon.org, quoting the job opening number in the subject header of your email.

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