United Nations Human Settlements Programme (UNHABITAT) About
UN-Habitat is the United Nations programme working towards a better urban future. Its mission is to promote socially and environmentally sustainable human settlements development and the achievement of adequate shelter for all.
Job Description
Job Advertisement
Position Title:Administrative Assistant Location: Nairobi Country: Kenya Deadline Date: Not specified
Job Details
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. It focuses on creating socially and environmentally sustainable towns and cities, working with various partners to build inclusive, safe, resilient, and sustainable communities. UN-Habitat plays a crucial role in implementing the New Urban Agenda and the urban dimensions of the Sustainable Development Goals (SDGs) in collaboration with Member States, cities, and other stakeholders. The organization is dedicated to reducing inequality, discrimination, and poverty through urbanization as a transformative force. UN-Habitat operates globally, engaging in normative and operational programs across multiple countries, with a mission to enhance the quality of life in urban areas.
Job Overview: The Administrative Assistant position is situated within the Front Office of the Director of the External Relations, Knowledge and Innovation Division (ERSKI) at UN-Habitat in Nairobi. The role involves providing comprehensive office management and administrative support functions, directly assisting the Director and senior officials in managing ongoing programs and administrative matters. The incumbent will ensure efficient information flow within the unit, prepare and process confidential information, and assist in developing administrative systems and procedures. The position requires a proactive approach to coordinating service-wide activities, including meetings and special projects, and involves orienting new staff on administrative procedures. The Administrative Assistant will also be responsible for drafting correspondence, preparing meeting notes, and maintaining schedules, ensuring that the Director is well-prepared for key issues aligned with the Division's priorities.
Duties and Responsibilities: The duties and responsibilities of the Administrative Assistant include independently performing a full range of office management and administrative support functions, maintaining liaison with the Director and senior officials regarding ongoing programs, ensuring smooth information flow, preparing background materials for reports and briefs, coordinating service-wide activities, orienting new staff, attending meetings, preparing minutes, monitoring follow-up activities, supporting the Director's preparation on key issues, drafting responses to correspondence, carrying out quality control for outgoing documents, responding to complex information requests, assisting in preparing presentation materials, maintaining calendars and schedules, performing various administrative duties, maintaining files and databases, assisting with data collection and analysis, and performing other duties as assigned.
Required Qualifications: Candidates must possess a high school diploma or equivalent. A minimum of five years of experience in program or project administration, technical cooperation, or a related area is required. This experience requirement is reduced to three years for candidates with a first-level degree or higher. Proficiency in drafting and editing correspondence, preparing accurate meeting notes using Microsoft Office applications, and experience with an Enterprise Resource Planning (ERP) system such as SAP are essential. Experience in a front office setting and with the United Nations System or similar international organizations is desirable, along with at least one year of experience in data analytics or a related area.
Educational Background: The minimum educational requirement for this position is a high school diploma or equivalent. There are no specific job-specific qualifications listed, but candidates with higher educational qualifications may have a reduced experience requirement.
Experience: The position requires a minimum of five years of relevant experience in program or project administration, technical cooperation, or a related area. Candidates with a first-level degree or higher may qualify with three years of experience. Experience in drafting and editing correspondence, preparing meeting notes, and using Microsoft Office applications is mandatory. Familiarity with an ERP system such as SAP is also required, and experience in a front office environment is considered an asset. Additionally, experience working with the United Nations System or similar international organizations is desirable, as is experience in data analytics or related fields.
Languages: Fluency in English is required for this position, as it is the working language of the United Nations Secretariat. Knowledge of another United Nations official language, such as French, is desirable. Fluency is defined as a rating of 'fluent' in all four areas: reading, writing, speaking, and understanding, while knowledge is defined as a rating of 'confident' in two of the four areas.
Additional Notes: The appointment for this position is for an initial period of one year, with the possibility of extension based on funding availability. This position is subject to local recruitment, meaning that candidates must be recruited within the country or commuting distance of the office, regardless of their nationality. Local recruits are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance in its staff and strongly encourages female candidates to apply. All applicants must ensure that their application is complete and accurate, as this information is crucial for the hiring manager's assessment of eligibility and suitability. The United Nations does not charge any fees during the recruitment process and is committed to creating a diverse and inclusive environment.
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