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. It aims to create socially and environmentally sustainable towns and cities, working with various partners to build inclusive, safe, resilient, and sustainable communities. UN-Habitat operates globally, focusing on reducing inequality, discrimination, and poverty through urbanization as a transformative force. The organization has a significant presence in multiple countries and employs a diverse workforce dedicated to its mission.

Job Overview:
The Administrative Assistant position is located within the Human Rights and Social Inclusion Unit of the Urban Practices Branch at UN-Habitat. The role involves providing comprehensive administrative support to the unit, ensuring the smooth operation of human resource activities, budget management, and general administrative tasks. The incumbent will work under the supervision of the Senior Administrative Assistant, contributing to the effective delivery of the unit's objectives. This position requires a proactive approach to managing administrative functions, including recruitment, performance appraisal, and budget monitoring, while also ensuring compliance with UN regulations and procedures. The role is crucial in supporting the unit's mission to integrate human rights and social inclusion perspectives into all UN-Habitat programs and policies.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a variety of tasks, including:

• Human Resources Management: Initiating and processing actions related to recruitment, placement, and performance appraisal; maintaining administrative records; providing guidance on administrative procedures; and reviewing staffing tables.
• Budget & Finance: Monitoring expenditures and allotments, assisting in budget preparation, and preparing financial reports.
• General Administration: Handling travel arrangements, drafting correspondence, maintaining files, and coordinating with service units.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, and processing payments.
• Data Management: Collecting and analyzing data, preparing reports, and updating information materials.
• Additional administrative duties as required, including organizing seminars and conferences.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher is preferred and may reduce the required work experience. Candidates should have a minimum of five years of experience in administrative services, finance, accounting, audit, human resources, or a related area. Experience with Enterprise Resource Planning (ERP) systems, such as SAP, is required, and familiarity with the UN common system or similar international organizations is desirable. Experience in data analytics is also a plus.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates with a first-level university degree or higher will have a reduced experience requirement, making them more competitive for the role.

Experience:
The position requires a minimum of five years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. This requirement is reduced to three years for candidates with a first-level university degree or higher. Experience with ERP systems like SAP is essential, and familiarity with the UN common system or similar international organizations is desirable. Additionally, candidates with one year or more of experience in data analytics will have an advantage.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of another UN official language, such as French, is desirable but not mandatory. Fluency is defined as being rated 'fluent' in all four areas: reading, writing, speaking, and understanding, while knowledge is defined as being 'confident' in two of the four areas.

Additional Notes:
This position is for an initial period of one year, with the possibility of extension. It is subject to local recruitment, meaning candidates must be located within commuting distance of the Nairobi duty station. Staff members recruited locally are not eligible for international recruitment benefits. 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 assessing eligibility and suitability for the position. The UN does not charge any fees during the recruitment process.