Vacancies

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VACANCY ANNOUNCEMENT
Issued on: 29 April 2016

  BACKGROUND
The United Nations Human Settlements Programme, UN-HABITAT, is the focal point for human settlements in the United Nations. 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 post is located in the Urban Planning and Design Branch (UPDB), City Planning, Extension and Design Unit (CPEDU) of UN-HABITAT at the Nairobi duty station.

RESPONSIBILITIES
Responsibilities: Within limits of delegated authority and depending on location, Team Assistants at this level may be responsible for the following duties:    (These duties are generic, and may not be performed by all Team Assistants.)

• Performs a wide range of office support and administrative functions.

• Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.

• Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.

• Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.

• Generates a variety of standard statistical and other reports, work orders, etc., using various databases.

• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.

• Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
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• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.

• Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.

• Assists in the preparation of presentation materials using appropriate technology/software.

• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.

• Performs data entry and extraction functions.

• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.

• Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.

• Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).

• Maintains files (both paper and electronic) and databases for work unit.

• Assists in providing software and office equipment support.

• Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc. 

• Performs other duties as assigned.

COMPETENCIES

• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures.  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. 

QUALIFICATIONS

Education:
High school diploma or equivalent. Must have passed the United Nations Administrative
Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test
at Offices Away.

Work Experience:
At least four years of experience in general office support or related area is desirable

Language:
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. 

Remuneration:
See UN website http://www.un.org/Depts/OHRM/salaries_allowances/index.html

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