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Programme Assistant

4 months ago

Nairobi, Nairobi Area, Kenya UN-Habitat Full time

ABOUT THE COMPANY

Nairobi is the headquarters duty station for the United Nations Human Settlements Programme (UN-Habitat) the United Nations agency mandated with ensuring better urban future by promoting socially and environmentally sustainable human settlements development and the achievement sustainable development goal 11 (SDG 11). Although the mandate of UN-Habitat is global, the agency has placed special emphasis on working for the benefit of the host country through contributing to Kenya's development priorities in a variety of ways. UN-Habitat Regional Office in Africa (ROAf) located in Nairobi, Kenya, is supporting priorities of member states and governments to achieve sustainable urban development. Implementation of Kenya programmes is carried out within the ROAf.

JOB SUMMARY

Support the WUF Coordinator in the in the overall administration, i.e. provides administrative support in managing priorities and workflow for the unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.Compiles and analyzes basic data from various sources, summarizing and presenting conclusions for review by manager.Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with officials internally and externally.Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager's attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.Supports the manager in organizing meetings with stakeholders, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.Organizes administrative matters for official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).Prepares, processes and classifies confidential information.Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).Uses standard word processing package to produce a wide variety of large, complex documents and reports. Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.Assists with data collection and analysis and preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.Performs other duties as assigned. Work implies frequent interaction with the following: Senior officials within the UN Secretariat and UN system Permanent Representatives and Mission staff Intergovernmental bodies, non-governmental organizations, government officials, ambassadors, representatives of the media, international organizations, etc.Results Expected Demonstrates effective and independent handling of the administrative and office support requirements of the department.Establishes effective office procedures and systems. Provides timely tracking and monitoring of processes, deadlines and initiates quality control of key outputs and appropriate follow-up actions, etc..Appropriately applies relevant policies, guidelines, procedures and processes.Effectively functions as a key communications link and liaison with a broad range of internal and external contacts

RESPONSIBILITIES

Qualifications/special skillsHigh school diploma or equivalent is required. Degree in administrative services, human resources, finance or related area is highly desirable.A minimum of seven (7) years of experience in administrative services, human resources, finance or related area is required.The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.Experience of three (3) years dealing with time-sensitive and confidential administrative matters supporting senior level officials is desirable.Working experience within the United Nations System or similar organization is desirable.One (1) year or more of experience in data analytics or related area is desirable.

REQUIRED SKILLS

Programme management, Office administration, management, Data collection, Communication, Data analysis

REQUIRED EDUCATION

Bachelor's degree