ADMINISTRATIVE ASSISTANT, G7-United Nations Human Settlements Programme

Posting Title: ADMINISTRATIVE ASSISTANT, G7

Job Code Title: ADMINISTRATIVE ASSISTANT

Department/ Office: United Nations Human Settlements Programme

Duty Station: NAIROBI

Posting Period: 24 September 2014-24 October 2014

Job Opening number: 14-ADM-UNHABITAT-36812-R-NAIROBI (O)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice

This position is funded for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 1. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. 2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira 'Need Help?' link.

Organizational Setting and Reporting

The United Nations Human Settlements Programme, UN-Habitat, is the United Nations agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable communities, towns and cities with the goal of providing adequate shelter for all. This post is located in the Office of Management, UN-Habitat at the Nairobi Duty Station. The incumbent reports to the Human Resources Liaison Officer (HRLO).

Responsibilities

• Within delegated authority, the incumbent will perform the following functions
• Provide human resource and administrative management support and ensuring efficient management of human resources in close cooperation with the Human Resources Management Service (HRMS).
• Coordinate various actions related to the administration of the unit's human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members and training in compliance with the UN rules and procedures; Liaise with central administration and executive services as required.
• Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements.
• Review and process personnel actions through Integrated Management Information Systems (IMIS).
• Provide advice and answers to general queries on classification procedures and processes.
• Provide information and advice to staff and consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
• Monitor IMIS staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
• Review documentation and requests for consultants and forward to Supervisor for approval in IMIS.
• Review requests for internship for clearance and approval by Supervisor and forward to Staff Development and Training Unit (SDTU) for processing in Inspira.
• Coordinate and manage in-house training activities and liaise with UNON SDTU on the UNON provided training activities; Inform staff on training activities available and book staff for training; Make travel arrangements for staff traveling from out-posted offices and maintain up to date reports of staff who have attended training.
• Assist in the management of the UN-Habitat Junior Professional Officer (JPO) programme, including the preparation of cost estimates for submission to donors; Maintain updated reports on JPO's working in UN-Habitat providing necessary information as requested by Supervisor and the Programme Management Officer.
• Provide general office support services; process, draft routine correspondences, edit, proofread and finalize correspondence and other communications for signature/approval; Set up and maintain files and records (electronic and paper); Monitor deadlines, guidance, training and daily supervision to other general service staff in the areas of responsibility and respond to enquiries concerning HR related matters.
• Coordinate and provide support to staff members frequently both at Headquarters and in the field on issues with regard to human resources activities.

14. Assist in ensuring e-Performance compliance by maintaining updated records and sending reminders to staff on the same.
15. In the absence of the HRLO, approve Job Openings in Inspira and forward to UNON for posting; Approve requests for intern requests in Inspira. 16. Perform other duties as required.

Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

Completion of high school diploma or equivalent is required. Supplemental training in administration, human resources or related field is required.

Work Experience

A minimum of ten years work experience in human resources management, administrative services or related area. Experience with IMIS application is highly desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment Method

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

United Nations Considerations

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.