Administrative Assistant

Job Posting Organization:
The United Nations Human Settlements Programme (UN-Habitat) is an organization established by the UN General Assembly to promote sustainable urbanization and human settlements. Its mission is to foster socially and environmentally sustainable towns and cities, working with various partners to create inclusive, safe, resilient, and sustainable communities. UN-Habitat engages in advocacy, policy advice, capacity building, and technical assistance to governments and local authorities. The organization operates globally, with a focus on urbanization as a transformative force to reduce inequality and poverty.

Job Overview:
The Administrative Assistant position is located in the Regional Office for Africa in Cote d’Ivoire and reports directly to the Country Program Manager. The role encompasses a wide range of administrative functions, including human resources management, budget and finance oversight, general administration, contract administration, and data management. The incumbent will be responsible for supporting the administration of human resource activities, monitoring budget expenditures, preparing administrative arrangements for staff travel, and assisting with data collection and analysis. The position requires a proactive approach to ensure compliance with UN regulations and procedures while fostering a collaborative work environment.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Human Resources Management: Supporting the administration of human resource activities such as recruitment, placement, training, and performance appraisal.
• Budget and Finance: Monitoring expenditures, assisting in budget reviews, and preparing financial reports.
• General Administration: Managing administrative arrangements for staff travel, maintaining documentation, and coordinating with service units.
• Contract Administration: Assisting with the administration of contracts, reviewing invoices, and processing payments.
• Data Management: Collecting and analyzing data, preparing reports, and updating information materials.
• Additional administrative duties as required, including operational travel programs and monitoring accounts.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree can reduce the required work experience by two years. The role requires a minimum of five years of experience in administrative services, finance, accounting, human resources, or a related area. Familiarity with Enterprise Resource Planning (ERP) systems such as SAP is desirable, as is experience with UN administrative and budgetary procedures. Candidates should demonstrate a strong understanding of data analytics and reporting.

Educational Background:
Completion of a high school diploma or equivalent is required for this position. A first-level university degree is preferred and can reduce the required years of experience. The educational background should ideally include coursework or training relevant to administrative services, finance, or human resources.

Experience:
The position requires a minimum of five years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. Candidates with a first-level university degree may have the minimum experience requirement reduced by two years. Experience with ERP systems like SAP and familiarity with UN procedures is highly desirable. Additionally, candidates should have at least one year of experience in data analytics or a related field.

Languages:
English and French are the working languages of the United Nations Secretariat. For this position, proficiency in both languages is required, with a minimum level of II in reading, writing, listening, and speaking for both languages according to the UN Language Framework.

Additional Notes:
This position is for an initial period of one year, with any extensions subject to the availability of funds. The appointment is subject to local recruitment, meaning candidates must be recruited within the country or commuting distance of the office. Staff members are expected to adhere to the authority of the Secretary-General and may be assigned to various functions as needed. The UN is committed to achieving gender balance and encourages female candidates to apply. All applicants must provide complete and accurate information in their applications, as this will be the basis for assessment and selection.