Programme Management Assistant

United Nations

NAIROBI

6d ago

Org. Setting and Reporting The United Nations Human Settlement Programme, UN-Habitat, is the 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.

This position is located primarily in the Climate Change Planning Unit (CCPU), Urban Planning and Design Branch.

Under the direct supervision and guidance of the Unit Leader, Climate Change Planning Unit (CCPU) of Urban Planning and Design Branch (UPDB), the Programme Management Assistant will perform the following duties : Responsibilities

Assists in the coordination of programme / project planning and preparation work for, typically, a medium-size and complex component of the departmental programme / project initiatives;

monitors status of programme / project proposals and receipt of relevant documentation for review and approval.

Provides logistical and project administrative support in procurement of individual and institutional consultancy services.

Actively involved in processing of tender documents and Agreements of Cooperation, in coordination with UNON (e.g. Invitations to Bids, Administrative support to Technical Evaluation Committees, Requests for Proposals and Requests for Quotation) based on the nature of requirements.

Compiles, summarizes, and presents basic information / data on specific programmes / project and related topics or issues.

Reviews project documents, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature;

identifies inconsistencies; distributes project documents to relevant parties upon approval.

Serves as focal point for administrative coordination of programme / project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.

g. recruitment and appointment of personnel, travel arrangements, training / study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.

Ensures all project information is updated by respective Officers in Project Accrual and Accounting Systems (PAAS).

Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence;

sets up and maintains files / records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.

Provides guidance / training to new / junior staff on general office processes and procedures, computer applications

Performs other duties as assigned. Competencies Professionalism : Knowledge of UN common system, internal policies, processes and procedures generally and in particular those related to programme / project administration including processing of contracting and procurement, travel, payments, claims and coordination with various UNON Departments for approvals and disbursements.

Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units.

Ability to work well with figures, undertake basic research and gather information from standard sources. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

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. Education High school diploma or equivalent is required.

Additional supplementary / additional training in office management, administration, finance and procurement is desirable.

Must have passed the United nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) or an equivalent locally administered test at offices away from Headquarters.

Knowledge of the UN common system is required. Good computer skills (Microsoft Office Windows Applications). Work Experience A minimum of three (5) years of working experience in administrative services, office management, or related area is required.

Experience working with Enterprise Resource Planning (ERP) systems such as SAP is desirable.

Working experience in an international organization is highly desirable. Languages English and French are the working languages of the United Nations Secretariat.

For the post advertised, fluency in written and oral English is required. Knowledge of another UN official language is an advantage.

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

This position is temporarily available for 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

This temporary job opening may be limited to internal candidates, who have been recruited through a competitive examination administered according to staff rule 4.

16 or staff selection process including the review of a central review body established according to staff rule 4.15.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.

Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement.

Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions;

and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

The term sexual exploitation means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

The term sexual abuse means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

The term sexual harassment means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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.

The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on Manuals hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.

Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening.

No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11 : 59 p.m. (New York time) on the deadline date. 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.

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