Administrative Assistant at UN-Habitat

Responsibilities

Within limits of delegated authority and depending on location, the Programme Assistant may be responsible for the following duties: (These duties are generic and may not be performed by all Programme Assistants.)

• Assists in planning and preparation work for projects; monitors programme/project proposals and receipt of relevant documentation for review and approval.
• Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
• Reviews project documents, especially cost plans/budgets, 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.
• Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
• Serves as focal point for administrative and programme coordination of branch activities to initiate requests, obtain clearances, process and follow-up on actions, e.g. recruitment and appointment of personnel, travel, training, payments, disbursement of funds, procurement of equipment and services, etc.
• Assist in the drafting of correspondence on budget-related issues and various reports, briefing notes, statistical summaries, spreadsheets, etc.
• Provides general office assistance; responds to complex information requests and inquiries; sets up and maintains files; organizes meetings, workshops; administrative tasks, such as staff records, telephone billing, etc.
• Provides orientation and guidance to new/junior staff, consultants and interns.
• Performs other duties as assigned.

Work implies frequent interaction with the following: Programme, Fund and other Officers/Managers associated with assigned programmes/projects.

Staff in coordinating units across the institution, e.g. Procurement, Administration/Finance/Budget, Translation, Human Resources, etc.

Results Expected: Provides reliable administrative coordination of programme/project planning and preparation activities and general office support services. Processes work and requisite follow-up accomplished under some supervision, seeks advice from and/or reporting to supervisor as needed. Accurately prepares reports. Consistently applies appropriate policies, guidelines and procedures. Effectively and in a timely manner, liaises and interacts with colleagues and concerned parties internally and externally.

Competencies

• PROFESSIONALISM: Knowledge and understanding of theories, concepts and approaches relevant to particular sector, functional area, or other specialized fields. Ability to identify issues, analyze and participate in the resolution of issues or problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet, and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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.
• 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 and 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.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.