Administrative Assistant

Job Posting Organization:
The United Nations Human Settlements Programme (UN-Habitat) is an organization established by the UN General Assembly with the mission to promote socially and environmentally sustainable towns and cities. It serves as the focal point for urbanization and human settlement matters within the UN system, collaborating with various partners to build inclusive, safe, resilient, and sustainable cities and communities. UN-Habitat aims to leverage urbanization as a transformative force to reduce inequality, discrimination, and poverty. The organization operates globally, with a significant presence in Europe through its Brussels office, which acts as a liaison with European institutions, particularly the European Commission. The Brussels office is responsible for implementing EU-funded projects, such as the Urban2030 initiative, which focuses on the New Urban Agenda and Sustainable Development Goals.

Job Overview:
The Administrative Assistant position at UN-Habitat involves providing comprehensive administrative support to the Brussels office, particularly in relation to the EU-funded project 'Phase 3 of Urban2030'. The role requires the incumbent to assist in the management of project outputs and activities, ensuring compliance with legal and financial requirements. The position entails drafting correspondence, organizing information for reports and meetings, and generating statistical reports. The Administrative Assistant will also provide logistical support for project meetings and events, maintain project files and databases, and assist in data collection and analysis. The successful candidate will work under the supervision of the Programme Management Officer and will play a crucial role in facilitating communication and collaboration within the project team and with external stakeholders.

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

• Drafting responses to routine correspondence and communications, and producing complex documents and reports.
• Monitoring project processes and schedules, assisting in verifying documents for compliance.
• Researching and organizing information for reports, work plans, and meetings.
• Generating standard statistical reports and work orders using databases.
• Proofreading documents for accuracy and adherence to established standards.
• Providing administrative and logistical support for project meetings and events.
• Maintaining project websites and updating information materials.
• Performing data entry and extraction functions.
• Managing mail and documents, ensuring timely follow-up on actions. 1
• Performing general administrative tasks, including meeting arrangements and budget follow-up. 1
• Maintaining both paper and electronic files and databases. 1
• Guiding less experienced staff on office processes and computer applications. 1
• Assisting in data analysis and preparation of presentations and reports. 1
• Updating visual materials such as web pages and brochures. 1
• Performing other duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with supplementary training in administration, project management, or a relevant field being desirable. A minimum of three years of experience in general office support or a related area is required, with a reduction of two years for candidates holding a first-level university degree. Experience with an Enterprise Resource Planning System (ERP) such as SAP is mandatory, and familiarity with Microsoft Office packages is also desirable. Additionally, at least one year of experience in data analytics or a related area is preferred.

Educational Background:
The educational background required for this position includes a completion of a high school diploma or equivalent. Supplementary training in administration, project management, or another relevant field is considered desirable, enhancing the candidate's qualifications for the role.

Experience:
The position requires a minimum of three years of relevant experience in general office support or a related area. This experience can be reduced to one year for candidates who possess a first-level university degree. Candidates should have experience working with an Enterprise Resource Planning System (ERP) such as SAP, and experience within the United Nations Common system or similar international organizations is considered desirable. Familiarity with Microsoft Office packages is also beneficial, and at least one year of experience in data analytics or a related area is preferred.

Languages:
The working languages of the United Nations Secretariat are English and French. For this position, proficiency in English is required, with a minimum level of proficiency as per the UN Language Framework. Candidates should demonstrate the ability to read, write, listen, and speak in English at UN Level II. Knowledge of French is an asset but not mandatory.

Additional Notes:
This position is a Fixed Term - Limited Duration appointment for a period of eighteen months, with no expectation of extension. The successful candidate will work at 50% capacity, totaling 20 hours per week. The recruitment is subject to local hiring practices, meaning candidates must be located within commuting distance of Brussels. The position is open to both internal and external candidates, with a strong encouragement for female candidates to apply. The United Nations is committed to diversity and inclusion, ensuring equal opportunities for all applicants.