Programme Support Assistant - Habitat at United Nations Development Programme (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:

• Performs a wide range of office support and administrative functions;
• 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;
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc;
• Support other administrative and financial tasks and coordinate as appropriate with other UN-Habitat staff and departments;
• 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 understanding of theories, concepts and approaches relevant to particular sector, functional area or another specialized field. Ability to identify issues, analyze and participate in the resolution of issues/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.
• 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.
• 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.

Required Skills and Experience

Education:          

• Secondary Education  is required.
• A first level university degree with a combination of one (1) year of relevant experience would be desirable, but it is not a requirement.

Experience:        

• A minimum of four (4 )years with secondary education OR one (1) year with a bachelors degree 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.