Assistant(e) à l’administration – Service d’appui

Job Posting Organization:
The United Nations Human Settlements Programme (UN-Habitat) is dedicated to promoting sustainable urbanization and improving living conditions in cities and communities. Established to support governments and local authorities, UN-Habitat works closely with civil society organizations, communities, and development partners to implement programs that enhance urban resilience, social cohesion, and inclusive local development. The organization operates in multiple countries, focusing on various initiatives that address urban challenges and promote sustainable development goals. In the Democratic Republic of the Congo, UN-Habitat is actively involved in several key programs aimed at land reform, conflict resolution, and resilience building, particularly in areas affected by crises. The organization emphasizes collaboration with stakeholders to ensure effective implementation of its country program document (CPD).

Job Overview:
The position of Assistant(e) à l’administration – Service d’appui within UN-Habitat in the Democratic Republic of the Congo is designed for a national UN Volunteer who will play a crucial role in supporting the administrative functions necessary for the effective implementation of UN-Habitat's programs and projects. The volunteer will work under the direct supervision of the Chief of the UN-Habitat office and will closely collaborate with various teams, including program, administration, logistics, human resources, finance, and procurement. This role offers a unique opportunity to contribute to impactful initiatives aimed at improving the living conditions of communities while gaining practical experience in UN operations. The volunteer will be responsible for coordinating administrative activities, managing documentation, organizing missions and events, and ensuring compliance with UN administrative procedures. This position is exclusively open to individuals with refugee status in the DRC, highlighting the organization's commitment to inclusivity and support for vulnerable populations.

Duties and Responsibilities:
The Assistant(e) à l’administration – Service d’appui will undertake a variety of tasks, including but not limited to: (a) Operational Support: Contributing to the coordination of operational services necessary for project implementation, monitoring operational needs of program teams, and facilitating communication between program units and support services. (b) Administrative Services: Supporting the daily administrative operations of the office, organizing meetings, workshops, conferences, and official events, preparing administrative correspondence, minutes, and working documents, and ensuring proper filing and archiving of administrative records. (c) Logistics and Asset Management: Assisting in tracking office inventories and assets, participating in the reception, storage, and distribution of equipment and supplies, updating asset registers, and contributing to periodic inventories. (d) Procurement and Contract Management Support: Assisting in preparing purchase requests and required documentation, following up on deliveries from suppliers, updating procurement and contract tracking tools, and supporting contract administration. (e) Travel and Mission Coordination: Organizing administrative arrangements related to staff missions, preparing travel documents and mission files, and ensuring logistical follow-up for field movements. (f) Facilities and Office Management: Contributing to the proper functioning of office premises and equipment, monitoring office supplies and maintenance needs, and ensuring the availability of necessary services for office operations. (g) Workshop and Event Organization: Supporting the preparation and logistical coordination of training sessions, workshops, and consultations, managing participant registrations and logistical aspects, and contributing to the preparation of activity and mission reports. (h) Monitoring and Reporting: Updating databases and tracking tables for support services, preparing periodic reports on operational activities, and contributing to data collection and management consolidation. (i) Compliance and Quality Control: Ensuring adherence to UN-Habitat administrative and operational procedures, contributing to transparency and accountability, and participating in identifying and mitigating operational risks. (j) Contribution to the UNV Program: Promoting volunteerism values, inclusion, and gender equality, contributing to knowledge sharing and continuous process improvement, and executing any other tasks assigned by the supervisor.

Required Qualifications:
Candidates must demonstrate integrity and professionalism, showcasing expertise in their field and the ability to apply sound judgment. A high level of autonomy, personal initiative, and responsibility is essential, along with the willingness to accept responsibilities and work independently within established procedures in a politically sensitive environment. Candidates should possess the ability to manage information objectively, accurately, and confidentially, and exhibit a strong sense of service. Additionally, candidates should be mature and responsible, capable of functioning within the organization's rules and regulations, and demonstrate effective organizational skills and the ability to manage a high volume of work efficiently. The ability to prioritize, plan, coordinate, and track one's work is crucial, as is the capacity to work under pressure with tight deadlines and manage multiple projects or activities. Teamwork and respect for diversity are also key competencies, as candidates must work effectively with other sectors/units within the organization and maintain harmonious working relationships in a multicultural, multi-ethnic environment.

Educational Background:
A relevant educational background is required for this position, typically including a degree in administration, management, social sciences, or a related field. Candidates should possess a solid understanding of administrative processes and procedures, particularly within the context of international organizations or development agencies. Knowledge of UN systems and operations would be an advantage, as would familiarity with the specific challenges and opportunities related to urban development and humanitarian assistance in the Democratic Republic of the Congo.

Experience:
Candidates should have prior experience in administrative support roles, ideally within international organizations, NGOs, or governmental agencies. Experience in project management, logistics, procurement, and event coordination is highly desirable. Familiarity with the operational context of the Democratic Republic of the Congo and the challenges faced by communities in urban settings will be beneficial. The ability to work collaboratively with diverse teams and stakeholders is essential, as is experience in managing multiple tasks and priorities effectively.

Languages:
Fluency in French is mandatory, as it is the working language of UN-Habitat in the Democratic Republic of the Congo. Proficiency in English is considered an asset, as it may facilitate communication with international partners and stakeholders. Knowledge of local languages may also be advantageous, particularly in enhancing engagement with communities and local authorities.

Additional Notes:
This position is a national UN Volunteer assignment, and the volunteer will be responsible for organizing their own accommodation and essential living needs. National UN Volunteers are entitled to health insurance coverage. The role is full-time, and the volunteer will be expected to commit to the duration of the assignment, contributing to the impactful work of UN-Habitat in the Democratic Republic of the Congo.