ADMINISTRATIVE ASSISTANT

The United Nations Human Settlements Programme, UN-HABITAT, is the 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.

This post is located in the Division of Regional Office for the Arab States
(ROAS), Cairo, duty station, within the Programme Management Unit.

Under the overall supervision of the Programme Management Officer (PMO) and
direct supervision of the Administrative Officer for UN Habitat Egypt; the
incumbent will carry out the following duties:
Responsibilities
Human Resources Management
* Initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
* Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
* Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
* Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance
* Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement.
* Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
* Assists managers in the elaboration of resource requirements for budget submissions.
* Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
* Prepares or customizes financial reports from UMOJA system generated reports.
* Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration
* Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
* Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
* Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for
services; physical space planning; identification of office technology needs
and maintenance of equipment, software and systems; organizing and
coordinating seminars, conferences and translations).
* May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration
* Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
* Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
* Processes the payment of contractors' invoices and monitor payments.
* Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
* Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; proposes product substitutions consistent with the requirements to achieve cost savings; determines the availability of funding sources.
* Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
* Handles customs and protocol issues.
* Drafts letters to Ministry of Foreign affairs and government counterparts.
* Protocol arrangements for VIPs, including arrival and departure at airport with the relevant Ministries.
* Ensures cost-savings through proper administrating of the official vehicles through proper maintenance of daily vehicle logs such as daily mileage, fuel consumption etc.
* Act as the regional Focal point for assets management & prepare and record ROAS assets in the inventory list.
* Act as the Office ICT assistant / Asset Focal Point responsible for completeness and accuracy of the IT asset portfolio assigned. Act as key focal point for the annual asset verification process responsible for timely action and meeting corporate deadlines.
* Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
* Assists with visualizations and updating information material such as web pages or brochures.
* Perform any other duties as may be required.
Competencies
•PROFESSIONALISM: Ability to perform a broad range of administrative
functions, e.g., budget/work programme, human resources, database management,
etc. Ability to apply knowledge of various United Nations administrative,
financial and human resources rules and regulations in work situations. The
ability to perform analysis, modeling and interpretation of data in support of
decision-making. 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; commitment to implementing the goal of gender equality by ensuring
the equal participation and full involvement of women and men in all aspects
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& 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
  Completion of High school diploma or equivalent is required.
  Completion of first university degree (Bachelor¿s Degree or equivalent) is
  desirable.
  The minimum years of relevant experience is reduced by two years for
  candidates who possess a first level University degree.
  Work Experience
  A minimum of seven (‎7) years of experience in administrative services,
  finance, accounting, audit, human resources or related area is required.

  
  

Experience in the application of Rules and Regulations in an international/NGO
operational environment is desirable.

Experience with Enterprise Resource Planning (ERP) system, such as Umoja
and/or Inspira, is desirable.

Experience in information systems analysis and programming, systems
administration and maintenance, software development, technical writing or
related area is desirable.

A minimum of one (‎1) year or more of experience in data analytics or related
area is desirable.
Languages
English and French are the working languages of the United Nations
Secretariat. For the post advertised, fluency in English and Arabic is
required. Knowledge of another official United Nations language is desirable.

NOTE: ''Fluency'' equals a rating of ''fluent'' in all four areas (read,
write, speak, understand) and ''Knowledge of'' equals a rating of
''confident'' in two of the four areas.

.
Assessment
Evaluation of qualified candidates may include an assessment exercise which
may be followed by competency-based interview.
Special Notice
Appointment against this position is for an initial period of one year and may
be subject to extension.

Staff members are subject to the authority of the Secretary-General and to
assignment by him or her. In this context, all staff are expected to move
periodically to new functions in their careers in accordance with established
rules and procedures.

Staff members of the United Nations Secretariat must fulfil the lateral move
requirements to be eligible to apply for this vacancy. Staff members are
requested to indicate all qualifying lateral moves in their Candidate Profile
(CP) and motivation statement.

The United Nations Secretariat is committed to achieving ‎50/‎50 gender balance
and geographical diversity in its staff. Female candidates are strongly
encouraged to apply for this position.

Internal Applicants - When completing the Candidate Profile form, ensure ALL
fields, ALL professional experience and contact information are completed and
up to date. This information is the basis for the hiring manager to assess
your eligibility and suitability for the position and to contact you.

At the United Nations, the paramount consideration in the recruitment and
employment of staff is the necessity of securing the highest standards of
efficiency, competence and integrity, with due regard to geographic diversity.
All employment decisions are made on the basis of qualifications and
organizational needs. The United Nations is committed to creating a diverse
and inclusive environment of mutual respect. The United Nations recruits and
employs staff regardless of gender identity, sexual orientation, race,
religious, cultural and ethnic backgrounds or disabilities. Reasonable
accommodation for applicants with disabilities may be provided to support
participation in the recruitment process when requested and indicated in the
application.

On-line applications will be acknowledged where an email address has been
provided. All applicants are strongly encouraged to apply on-line as soon as
possible after the job opening has been posted and well before the deadline
stated in the job opening. If you do not receive an e-mail acknowledgement
within ‎24 hours of submission, your application may not have been received. If
the problem persists, please seek technical assistance through the Inspira
"Contact Us" link.
United Nations Considerations
According to article ‎101, paragraph ‎3, of the Charter of the United Nations,
the paramount consideration in the employment of the staff is the necessity of
securing the highest standards of efficiency, competence, and integrity.
Candidates will not be considered for employment with the United Nations if
they have committed violations of international human rights law, violations
of international humanitarian law, sexual exploitation, sexual abuse, or
sexual harassment, or if there are reasonable grounds to believe that they
have been involved in the commission of any of these acts. The term "sexual
exploitation" means any actual or attempted abuse of a position of
vulnerability, differential power, or trust, for sexual purposes, including,
but not limited to, profiting monetarily, socially or politically from the
sexual exploitation of another. The term "sexual abuse" means the actual or
threatened physical intrusion of a sexual nature, whether by force or under
unequal or coercive conditions. The term "sexual harassment" means any
unwelcome conduct of a sexual nature that might reasonably be expected or be
perceived to cause offence or humiliation, when such conduct interferes with
work, is made a condition of employment or creates an intimidating, hostile or
offensive work environment, and when the gravity of the conduct warrants the
termination of the perpetrator's working relationship. Candidates who have
committed crimes other than minor traffic offences may not be considered for
employment.

Due regard will be paid to the importance of recruiting the staff on as wide a
geographical basis as possible. The United Nations places no restrictions on
the eligibility of men and women to participate in any capacity and under
conditions of equality in its principal and subsidiary organs. The United
Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon
request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of
staff shall be the necessity of securing the highest standards of efficiency,
competence, and integrity. By accepting an offer of appointment, United
Nations staff members are subject to the authority of the Secretary-General
and assignment by him or her to any activities or offices of the United
Nations in accordance with staff regulation ‎1.2 (c). In this context, all
internationally recruited staff members shall be required to move periodically
to discharge new functions within or across duty stations under conditions
established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the
online recruitment platform, inspira. For more detailed guidance, applicants
may refer to the Manual for the Applicant, which can be accessed by clicking
on "Manuals" hyper-link on the upper right side of the inspira account-holder
homepage.

The evaluation of applicants will be conducted on the basis of the information
submitted in the application according to the evaluation criteria of the job
opening and the applicable internal legislations of the United Nations
including the Charter of the United Nations, resolutions of the General
Assembly, the Staff Regulations and Rules, administrative issuances and
guidelines. Applicants must provide complete and accurate information
pertaining to their personal profile and qualifications according to the
instructions provided in inspira to be considered for the current job opening.
No amendment, addition, deletion, revision or modification shall be made to
applications that have been submitted. Candidates under serious consideration
for selection will be subject to reference checks to verify the information
provided in the application.

Job openings advertised on the Careers Portal will be removed at ‎11:59 p.m.
(New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT
PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED
NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.