ORGANIZATIONAL LOCATION: UN-HABITAT
DUTY STATION: Nairobi
FUNCTIONAL TITLE: Team Assistant – Partners and Inter-agency Coordination
GRADE: G4
POST DURATION: 1 year renewable
CLOSING DATE: 23 October 2013
BACKGROUND
The position is located in the Partners and Interagency Coordination Branch. The incumbent reports to the Coordinator, Partners and Interagency Coordination Branch, located within the External Relations Division (ERD)
RESPONSIBILITIES
Within limits of delegated authority and depending on location, the Team Assistants is responsible for the following duties:
• Performs a wide range of office support and administrative functions.
• Drafts memoranda; responds or drafts responses to routine correspondence and other communications from the Head of the Office of External Relations; uses standard word processing package to produce a variety of documents and reports.
• Assists in preparing Partners and Inter-agency Branch inputs to mid-term and annual reports to donors, to the Committee of Permanent Representatives to UN-Habitat (CPR) and the Governing Council of UN-Habitat; Assists in preparing fund-raising and partnership proposals and agreements;
• Conducts searches on individual partner profiles and drafts proposals for UN-Habitat’s engagement with them;
• Assists in updating partner databases and liaises with other Branches on cross cutting operations and ongoing correspondence; follows up on inter-agency coordination affairs with all Branches;
• Conducts research and prepares substantive documentation for official missions/ formal engagements by the Coordinator;
• Supports monitoring and processing of the Branch’s tasks and outputs and assists in verification of receipt/ accuracy of official documents for approval, signature, etc., to ensure compliance with relevant legal, financial and other requirements.
• Researches, compiles and organizes information/ reference materials from various sources for reports, work plans, studies, briefings, meetings and conferences, etc.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Screens phone calls, attends to visitors; responds to moderately complex information requests and inquiries and, as necessary, refers inquiries to appropriate personnel; performs data entry and extraction functions; reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• Supports planning and preparations for internal and external meetings/ events organized or supported by the Partners and Inter-agency Coordination Branch providing secretarial, administrative and logistical support; services partner network meetings including those with civil society organizations;
• Serves as liaison in website maintenance through preparing and uploading documents; 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;
• Updates and maintains large distribution lists; monitors and distributes various materials, where possible using electronic formats; handles arrangements for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
• Maintains files (both paper and electronic) and databases for the Branch;
• Liaises with the UN-Habitat ICT unit and UNON ICT service desk in software provision and office equipment support/ replacement/ maintenance;
• Prepares travels;
• Sets up Branch and inter-Branch meetings and retreats;
• Provides guidance to less experienced staff, to consultants and interns on general office processes and procedures, 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 form 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.
QUALIFICATIONS
Education: Completion of secondary education - high school diploma or equivalent. Additional post-secondary qualifications a distinct advantage.
Work Experience: Four years of experience in the secretarial/administrative field in general office support or related area is required.
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.
Other skills: Excellent computer skills (database management, Word processing, Lotus Notes, Information Management Integrated Systems (IMIS), and Office Management) are required.
Remuneration: See UN websitehttp://www.un.org/Depts/OHRM/salaries_allowances/index.html
All applications in electronic format should include:
• Cover memo (maximum 1 page)
• CV in the PHP format, accessible through the INSPIRA website (inspira.un.org) Please note, if using INSPIRA for the first time, you need to register in order to activate your account, which will allow you to log in and create a personal History Profile.
• The PHP should be attached to the application as a PDF file.
All applications should be submitted to:
Ms. Florence Bunei
UN-Habitat
P.O. Box 30030
Nairobi, Kenya
Email: florence.bunei@unhabitat.org
Deadline for applications: 23 October 2013
UN-HABITAT does not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee, please contact: recruitment@unon.org
DUTY STATION: Nairobi
FUNCTIONAL TITLE: Team Assistant – Partners and Inter-agency Coordination
GRADE: G4
POST DURATION: 1 year renewable
CLOSING DATE: 23 October 2013
BACKGROUND
The position is located in the Partners and Interagency Coordination Branch. The incumbent reports to the Coordinator, Partners and Interagency Coordination Branch, located within the External Relations Division (ERD)
RESPONSIBILITIES
Within limits of delegated authority and depending on location, the Team Assistants is responsible for the following duties:
• Performs a wide range of office support and administrative functions.
• Drafts memoranda; responds or drafts responses to routine correspondence and other communications from the Head of the Office of External Relations; uses standard word processing package to produce a variety of documents and reports.
• Assists in preparing Partners and Inter-agency Branch inputs to mid-term and annual reports to donors, to the Committee of Permanent Representatives to UN-Habitat (CPR) and the Governing Council of UN-Habitat; Assists in preparing fund-raising and partnership proposals and agreements;
• Conducts searches on individual partner profiles and drafts proposals for UN-Habitat’s engagement with them;
• Assists in updating partner databases and liaises with other Branches on cross cutting operations and ongoing correspondence; follows up on inter-agency coordination affairs with all Branches;
• Conducts research and prepares substantive documentation for official missions/ formal engagements by the Coordinator;
• Supports monitoring and processing of the Branch’s tasks and outputs and assists in verification of receipt/ accuracy of official documents for approval, signature, etc., to ensure compliance with relevant legal, financial and other requirements.
• Researches, compiles and organizes information/ reference materials from various sources for reports, work plans, studies, briefings, meetings and conferences, etc.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Screens phone calls, attends to visitors; responds to moderately complex information requests and inquiries and, as necessary, refers inquiries to appropriate personnel; performs data entry and extraction functions; reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• Supports planning and preparations for internal and external meetings/ events organized or supported by the Partners and Inter-agency Coordination Branch providing secretarial, administrative and logistical support; services partner network meetings including those with civil society organizations;
• Serves as liaison in website maintenance through preparing and uploading documents; 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;
• Updates and maintains large distribution lists; monitors and distributes various materials, where possible using electronic formats; handles arrangements for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
• Maintains files (both paper and electronic) and databases for the Branch;
• Liaises with the UN-Habitat ICT unit and UNON ICT service desk in software provision and office equipment support/ replacement/ maintenance;
• Prepares travels;
• Sets up Branch and inter-Branch meetings and retreats;
• Provides guidance to less experienced staff, to consultants and interns on general office processes and procedures, 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 form 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.
QUALIFICATIONS
Education: Completion of secondary education - high school diploma or equivalent. Additional post-secondary qualifications a distinct advantage.
Work Experience: Four years of experience in the secretarial/administrative field in general office support or related area is required.
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.
Other skills: Excellent computer skills (database management, Word processing, Lotus Notes, Information Management Integrated Systems (IMIS), and Office Management) are required.
Remuneration: See UN websitehttp://www.un.org/Depts/OHRM/salaries_allowances/index.html
All applications in electronic format should include:
• Cover memo (maximum 1 page)
• CV in the PHP format, accessible through the INSPIRA website (inspira.un.org) Please note, if using INSPIRA for the first time, you need to register in order to activate your account, which will allow you to log in and create a personal History Profile.
• The PHP should be attached to the application as a PDF file.
All applications should be submitted to:
Ms. Florence Bunei
UN-Habitat
P.O. Box 30030
Nairobi, Kenya
Email: florence.bunei@unhabitat.org
Deadline for applications: 23 October 2013
UN-HABITAT does not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee, please contact: recruitment@unon.org
Team Assistant - Partners and Inter-Agency Coordination
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