Programme Management Assistant

United Nations Human Settlements Programme, Nairobi, Kenya



The United Nations Human Settlements Programme, UN-Habitat, is the United Nations Agency for Human Settlements. 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.

The Urban Practices Branch (UPB) is the tools and methodology production and skills center of the UN-Habitat, that develops normative guidance and cutting-edge tools through communities of urban practice. It provides technical and policy advice approaches and methodologies to MCOs/CO, government and partners and mainstreams them throughout the programmed portfolio. It also ensures that the cross-cutting area of safety and the social inclusion issues of human rights; gender; children, youth, and older persons; and disability are developed and mainstreamed across the Agency.

The Land, Housing & Shelter Section aims to develop, document, pilot/test and disseminate norms, standards, tools, methodologies, regulatory frameworks, operating procedures and practices at global, regional, national and sub-national levels in support of a) the equitable supply of serviced land at scale; b) efficient and effective land management systems; c) freedom from arbitrary or forced eviction and the protection of security of tenure for all; d) the progressive achievement of universal access to housing meeting the requirements for an adequate standard of living; e) participatory urban regeneration and slum upgrading.

Responsibilities:

Under the overall guidance of the Chief, Land Housing and Shelter Section, under Urban Practices Branch, and direct supervision of the Associate Programme Management Officer, the Programme Assistant will provide assistance to the day to day management of the Sections projects. The duties and responsibilities of the post will inter alia, include the following

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.
  • Assists in cleaning up of projects and reviewing of commitments
  • Raising of payment requests for consultants and creation of Service Entry Sheets (SESs)
  • Preparation of Low Value Purchase Orders
  • Collecting data from relevant databases to prepare customized financial reports for projects
  • Assist the APMO in regular review of projects financial data to ensure budget implementation and performance
  • 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.
  • 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.

Education:

  • High school diploma or equivalent is required.

Work Experience:

  • 3 years experience in general office support or related area is desirable

Languages:

  • English and French are the working languages of the United Nations Secretariat.
  • For the position(s) advertised, fluency in English is required.

Source:https://careers.un.org/lbw/jobdetail.aspx?id=180355

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URL for CV Submission: 

https://careers.un.org/lbw/jobdetail.aspx?id=180355

Closing Date for Applications: 

17th May, 2022
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