Consultant: Administrative Assistant
12th June 2017
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 towns and cities with the goal of providing adequate shelter for all. The vacancy is located in the ULLG Branch, Land and GLTN Unit, UN-HABITAT. Under the direct supervision of the Senior Programme Assistant and overall guidance of the Programme Management Officer (PMO), the Administrative Clerk will provide assistance to the day to day management of Land and GLTN projects. The duties and responsibilities of the post will inter alia, include the following:
1. Financial Management:
- Performs, under minimal supervision, the full range of finance and administration support functions.
- Maintain and process all projects and grants relevant information in Umoja including the creation of pass-through grants;
- Assist in preparing and revising budget revisions for Land and GLTN in liaison with the responsible officer;
- Assist in preparation of budget forecasts, financial reports and financial analysis including cash flow forecast and analysis.
2. Office Management and Project Management Support:
- Assist in preparation of Agreements of Cooperation and amendments, MoUs, subcontracts for partners and staff/consultancy contracts among others;
- Process payments for implementing partners;
- Facilitate and follow-up to ensure timely processing of the requests, documents and related payments;
3. General Administration and Administrative Duties:
- Maintain a complete and systematic filing and archiving system (both paper and electronic) and database for work unit.
- Serve as focal point for administrative coordination of project implementation activities and undertake any other duties and responsibilities that are within the expertise of the incumbent;
- Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Ability to work well with figures. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; 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 & 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.
Completion of secondary school education is required. Relevant training related to human resource or administration would be desirable.
At least 2 years of relevant experience in financial and administrative management is required. Good computer skills (Microsoft Office Windows Applications) required.
- Good computer skills and fluency in MS Office package, email programmes and web applications;
- Conversant knowledge of Umoja a clear advantage; Knowledge of database systems are considered an asset;
- The candidate must be able to work independently with a high degree of responsibility and with minimal supervision.
- She/he should be able to produce well organized, complete, properly formatted and accurate reports and maintain a complete and systematic filing system and archive, should be able to operate in a flexible and cooperative manner and should be able to perform her/his duties often under pressure and according to deadlines.
- The candidate should demonstrate willingness to learn new technologies. Familiarity with multi-lingual, multi-national working environments would be an asset.
English and French are the working languages of the United Nations. For the post advertised, excellent proficiency in spoken and written English is required. Knowledge of a second UN language is an advantage.
Payments will be based on deliverables over the consultancy period. There are set remuneration rates for consultancies. The rate is determined by functions performed and experience of the consultant. The fees will be paid as per agreement.
Applications should include:
- Expression of interest explaining how to deliver on the TOR (2-3 pages)
- Summary CV (maximum 5 pages), indicating the following information:
- Educational Background (incl. dates)
- Professional Experience (assignments, tasks, achievements, duration by years/ months)
- Other Experience and Expertise (e.g. Internships/ voluntary work, etc.)
- Expertise, relevant publication list and referees
- Expectations regarding monthly remuneration
- UN Personal History Form (please use the United Nations standard personal history form available upon request or via: www.unon.org/docs/P11.doc
- Proof of relevant work (at least two)
All applications should be submitted to:
Mr./ Ms. Josephine Ruria
P.O. Box 30030, 00100 Nairobi, Kenya
Deadline for applications: 12 June 2017