Org. Setting and ReportingThe 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. The position is located in the Governing Bodies Secretariat in the Office of the Executive Director of UN-Habitat in Nairobi.ResponsibilitiesWithin delegated authority, the Administrative Assistant will be responsible for the following duties:Human Resources ManagementInitiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.Responds to enquiries and 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.Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.Monitors staffing table and prepare relevant statistical data/charts.Budget and FinanceAssists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.Monitors expenditures and compares with approved budget; prepares adjustments as necessary.Assists managers in the elaboration of resource requirements for budget submissions.Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expendituresPrepares or customizes financial reports from IMIS system generated reports. Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.General AdministrationDrafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.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 forservices; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations especially for induction meetings of Member states and servicing the meetings of the Governing bodies).May be responsible for guiding, training, and supervising the work of more junior General Service staff.Contract AdministrationAssists 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.EducationHigh school diploma or equivalent is required. A supplementary training in Business Administration/International Relations/Human Resources/Political Science/Law is desirable.Candidates must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally administered test at Offices Away from Headquarters. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.Work ExperienceA minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.Experience in drafting official correspondence is desirable.LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written and oral English is required. Knowledge of another UN official language is an advantage.Source:https://careers.un.org/lbw/jobdetail.aspx?id=150319
