Administrative Support

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, working collaboratively with 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 in various regions, including Eastern Europe and Central Asia, and has a significant presence in multiple countries, focusing on improving living conditions and urban planning.

Job Overview:
The position of Administrative Support is a Fixed Term Limited (FTL) role located in the Regional Office for Eastern Europe and Central Asia at the Istanbul duty station. The incumbent will provide essential executive, administrative, and operational support to ensure effective management and coordination of the Regional Office. Reporting directly to the Regional Director, the incumbent will be responsible for a range of functions including human resources management, budget and finance oversight, general administration, and executive support. This role requires a proactive approach to managing strategic priorities, workflow, and competing demands, ensuring that the office operates efficiently and effectively. The incumbent will also assist in data collection and analysis, contributing to informed decision-making and knowledge management within the organization.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include:

• Human Resources Management: Coordinating HR-related actions such as recruitment, onboarding, performance management, and contract administration for the Regional Office. Monitoring staffing tables and supporting workforce planning and reporting. Overseeing administrative processes including leave management, attendance, and staff documentation.
• Budget and Finance: Tracking expenditures to ensure alignment with approved budgets, flagging variances, and supporting corrective actions. Assisting in the preparation of budget submissions, financial reports, and resource mobilization documentation. Coordinating with finance units on payments, vendor management, and financial compliance. Supporting the preparation and monitoring of the office’s budget, including regular and extra budgetary resources.
• General Administration and Operational Support: Supporting coordination across programme units within ROEECA and with Headquarters to ensure coherence in communication and outputs. Planning and coordinating high-level meetings, conferences, and official missions for the Regional Director. Preparing meeting documentation, including agendas, talking points, and participant lists, and organizing official events, receptions, and stakeholder engagements. Overseeing administrative processes including travel, procurement, asset management, and office services. Supporting contract administration by processing, monitoring, and verifying vendor deliverables and payments.
• Executive Support & Coordination: Providing high-level substantive and administrative support to the Regional Director in managing strategic priorities, workflow, and competing demands. Managing the Regional Director’s calendar, ensuring optimal prioritization and time management. Serving as the focal point for communication between the Regional Director’s office and internal and external stakeholders. Coordinating the workflow of the office in alignment with organizational priorities and deadlines while monitoring the implementation of directives and decisions.
• Data-related Responsibilities: Assisting with the collection and analysis of data, as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision-making. Assisting with visualizations and updating information material such as web pages or brochures.

Required Qualifications:
The required qualifications for the Administrative Support position include a high school diploma or equivalent. A minimum of seven (7) years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. Candidates with a first-level university degree or higher will have the minimum years of relevant experience reduced by two years. Experience dealing with time-sensitive and confidential administrative matters supporting senior-level officials is desirable, as is experience working in ERP systems such as Umoja. Additionally, experience within the United Nations System or similar organizations is desirable, along with at least one year of experience in data analytics or a related area.

Educational Background:
The educational background required for this position is a high school diploma or equivalent. There are no specific job-related qualifications mentioned beyond this requirement, but candidates with higher education may have an advantage in terms of experience requirements.

Experience:
Candidates must have a minimum of seven (7) years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. This experience is crucial for understanding the complexities of the role and ensuring effective support to the Regional Office. The minimum years of relevant experience can be reduced by two years for candidates who possess a first-level university degree or higher. Additionally, experience in dealing with time-sensitive and confidential administrative matters supporting senior-level officials is desirable, as is familiarity with ERP systems and data analytics.

Languages:
For this position, English is required as it is one of the working languages of the United Nations Secretariat. The minimum required level for English is UN Level II in reading, writing, listening, and speaking. While French is also a working language, it is not mandatory for this position. Proficiency in additional languages may be considered an asset but is not explicitly required.

Additional Notes:
This position is a Fixed Term Limited Duration role, with an initial appointment period of one (1) year, subject to extension based on funding availability from the legislative body. The position is subject to local recruitment, meaning that candidates must be recruited within the country or within commuting distance of the office, regardless of their nationality. Staff members recruited locally will not be eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. All applicants are urged to complete their Candidate Profile form thoroughly, as this information is critical for assessing eligibility and suitability for the position. The recruitment process is free of charge, and the United Nations does not request any fees at any stage of the recruitment process.