Vacancies

CONSULTANT VACANCY ANNOUNCEMENT

Terms of Reference
Issued on 18 January2018
ORGANIZATION UN-HABITAT
DUTY STATION Nairobi, Kenya
FUNCTIONAL TITLE Project Administrative Assistant
Closing Date 25 January 2018

BACKGROUND

The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable human settlements development and the achievement of adequate shelter for all. For close to forty years, UN-Habitat has been working in human settlements throughout the world, focusing on building a brighter future for villages, towns, and cities of all sizes. This has placed UN-Habitat in the best position to provide answers and achievable solutions to the current challenges faced by cities. UN-Habitat is capitalizing on its experience and position to work with partners to formulate human settlements for tomorrow. It works to ensure that cities become inclusive and affordable drivers of economic growth and social development.

UN-Habitat’s Urban Planning and Design Branch supports countries in developing urban planning methods and promotes urban planning approaches to address urban growth and urban transformation processes in countries with rapid urbanization and where cities face urban challenges. The Branch consists of three units: The City Planning, Extension and Design Unit (CPEDU), the Regional and Metropolitan Planning Unit (RMPU) and the Climate Change Planning Unit (CCPU). The Climate Change Planning Unit within the Urban Planning and Design Branch of UN-Habitat is leading and coordinating UN-Habitat’s work on Urban Climate Change Mitigation and Adaptation, implementing several flagship Initiatives.

The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable human settlements development and the achievement of adequate shelter for all. For close to forty years, UN-Habitat has been working in human settlements throughout the world, focusing on building a brighter future for villages, towns, and cities of all sizes. Because of these four decades of extensive experience, from the highest levels of policy to a range of specific technical issues, UN-Habitat has gained a unique and a universally acknowledged expertise in human settlements development. The Project Administrative Assistant carries out his/her functions under the direct supervision of Leader of Climate Change Planning Unit, Urban Planning and Design Branch.

RESPONSIBILITIES

• Drafts routine correspondence to respond to enquiries related to administrative, financial and personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required (e.g., operational, travel,; physical space planning; organizing and coordinating seminars, conferences and translations; equipment and furniture.
• Assists in preparation of payments by collecting invoices and reviewing their contents for further processing.
• Follow up with vendors for timely receipt of invoices and clarify their contents.
• Assists in obtaining clarification, advice and guidance from HQs and UNON on payments by wire transfer, ensuring that they are received by the payee in timely manner.
• Assist in UMOJA related transactions
• Assist in preparation, follow-up and documentation from key meetings, e.g. the agency wide climate change technical support team meetings

In addition to above general tasks, following tasks are included to this position:
• Assists in reviewing and finalization of TORs for consultancy and in obtaining of the approval from the Director and advertise the post on website.
• Assists in selection process of consultants and review of the supplementary datasheet prepared by the Substantive Office.
• Assists in committing funds in the accounts for raising of contracts.
• Assists in maintenance of consultancy roster.
• Assists in follow up of other miscellaneous issues related to selection of consultants and their recruitment.

Competencies

PROFESSIONALISM:

Knowledge of general office and administrative support including administrative policies,
processes and procedures. Excellent knowledge of Excel and Word. 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. Commitment
to implementing the goal of gender equality by ensuring the equal participation and full
involvement of women and men in all aspects of work.

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.

CLIENT ORIENTATION:

Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

EDUCATION
Completion of secondary school or its equivalent commercial school is required

WORK EXPERIENCE

A minimum of three (3) years of progressively responsible experience in the field of administrative services or other related area. Experience in Microsoft Office package, particularly in Word and Excel. Experience using the travel and finance modules of ERP systems (such as UMOJA) is desirable. Experience supporting the organization of meetings and conferences is desirable.

LANGUAGES

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

Applications should include:
• Cover memo (maximum 1 page)
• CV in the PHP format, accessible through the INSPIRA website (inspira.un.org) Please note, if using INSPIRA for the first time, you need to register in order to activate your account, which will allow you to log in and create a personal History Profile.
• The PHP should be attached to the application as a PDF file.
• Summary CV (maximum 2 pages), indicating the following information:
1. Educational Background (incl. dates)
2. Professional Experience (assignments, tasks, achievements, duration by years/ months)
3. Other Experience and Expertise (e.g. Internships/ voluntary work, etc.)
4. Expertise and preferences regarding location of potential assignments
5. Expectations regarding remuneration
• Cover memo (maximum 1 page)

Please also be advised that since April 15th 2010, applicants for consultancies must be part of the
UN-HABITAT e-Roster in order for their application to be considered. You can reach the e-Roster
through the following link: http://e-roster.unhabitat.org

All applications should be submitted to:

Pauline Muthoni
Email; Pauline.Muthoni@un.org
UN-HABITAT
P.O. Box 30030, 00100 Nairobi, Kenya

Deadline for applications: 25 January 2017

UN-HABITAT does not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee, please contact: recruitment@unon.org