Programme Support Assistant - Habitat at UNDP

Duties and Responsibilities

Summary of key functions:

•  Support programme implementation, including research, data collection and support of other project activities as required
•  Support field staff in administrative and logistic matters,

Duties and Responsibilities:

•  Support preparation and tracking of all partnership agreements and contracts and maintain data to track contracts, and agreements of cooperation;
•  Prepare and/or review terms of reference and all contractual documentation for consultants and implementing partners;
•  Prepare documents for drawing up Agreements of Cooperation and other legal instruments applicable in the implementation of programme activities;
•  Review interim and final narrative and financial reports submitted by project partners and identify missing documentation and support documents;
•  Organize all logistical and procurement services (travel, transportation, accommodation, and other relevant bookings);
•  Support other administrative and financial tasks and coordinate as appropriate with other UN-Habitat staff and departments;
•  Assist in procurement processes, working in collaboration with relevant stakeholders in Nairobi and Somalia, and maintain data for the tracking of procurement processes;
•  Organize project activities and meetings in Nairobi and Somalia as required and in close cooperation with project staff and counterparts;
•  Organise training workshops and meetings in Nairobi including liaison with training providers and participants, organising contracts, conducting site visits, and assisting with writing/analysing training reports;
•  File contract documents, reports, etc;
•  Assist in preparation and organisation of consignments, parcels and shipments;
•  Support the communication strategy and maintain effective communication amongst relevant stakeholders (disseminating important and relevant information as required);
•  Undertake any other duties and responsibilities which are within the incumbent’s expertise and experience and related to the Programme.

Competencies

Core Competencies:

•  Professionalism: Knowledge and experience in project logistics and administration, basic office management, communication and public relations, including familiarisation with key software and communication tools.
•  Planning and Organization: Ability to work under pressure, establish priorities and plan, develop clear goals that are consistent with agreed strategies, and use time efficiently.
•  Communication: Excellent written communication skills in Somali and English, with the ability to articulate ideas in a clear and articulate manner; the ability to prepare and edit a variety of documents, reports and briefs.
•  Team Player: Able to motivate and work in harmony with field staff, partners and stakeholders; strong sense of initiative; and willingness towards long working days if needed
•  Proactive: Results oriented; independent; and able to identify and carry out duties and responsibilities with minimum supervision

Functional Competencies: Takes ownership of responsibilities:

•  Recognizes potential road blocks to completing tasks and seeks guidance from supervisors to address issues.
•  Based on formal and informal feedback received, takes action to address areas for growth and improvement

Meets goals and timelines for delivery of products or services:

•  Embraces expanded responsibilities and challenges self to excel
•  Accepts responsibility for the outcomes of own work
•  Seeks to deepen awareness of organizational policies and procedures and how to interpret directives and requests, in consultation with supervisors and colleagues

Required Skills and Experience

Education:

•  Secondary Education with a combination of five (5) years of relevant experience is required.
•  A first level university degree with a combination of two (2) years of relevant experience would be desirable, but it is not a requirement.

Experience:

•  A minimum of five (5) years with secondary education OR two (2) years with a bachelors degree of relevant experience in programme or project administration, conference management, travel logistics, and technical cooperation or other related discipline is required.
•  Experience with an ERP (Enterprise Resources Planning Software) system is required
•  Working experience with SAP (System, Applications & Products)/Umoja in data processing, in particular, in the area of travel is desirable

Language Requirements:

•  Fluency in English and national language of the duty station.

Deadline: 23rd May 2022