Programme Assistant

Job Title: PROGRAMME ASSISTANT, G5
Department/ Office: United Nations Human Settlements Programme
Duty Station: NAIROBI
Posting Period: 12 March 2013-11 April 2013
Job Opening number: 13-PGM-UNHABITAT-26647-R-NAIROBI (E)

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United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting
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. This post is located In the Office of External Relations (OER), Nairobi

Responsibilities

Under the direct supervision of the Sustainable Urban Development Network/United Nations Advisory Committee for Local Authorities (SUDNET/UNACLA) Project Manager and in close collaboration with the Head of External  Relations, the Programme Management Assistant will perform the following duties:

1. Programme Assistance:  • Assists in the coordination of programme/project planning activities of the Office of External Relations including monitoring the status of programme and project proposals.  • Compiles, summarizes, and presents basic information/data on the various programmes and projects of the OER.  • Assists in reviewing project  documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.

2. Programme/ Project Implementation:  • Assists in budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.   • Assists in the administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.  • Assists in compiling, summarizes data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
3. Administration:  • Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.  • Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
4.  Performs other duties as assigned.

Competencies

•PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally
and in particular those related to programme/project administration, implementation and
evaluation, technical cooperation, programming and budgeting. Ability to work well with
figures. Demonstrated ability to apply good judgment in the context of assignments given.
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 for team accomplishments and accepts joint responsibility for team shortcomings.

• CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client

Education

High School  diploma or post-secondary qualifications. Coursework/training in Accounting, Finance and or statistical methods and procedures are highly desirable.  Passing the Administrative Support Assessment Test (ASAT) is desirable.

Work Experience

A minimum of five years of relevant and progressive experience in Administration, Accounting, Finance, Statistical Methods or  related areas required.

 Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official UN language is an advantage.

Assessment Method

Evaluation of qualified candidates for this position may include a substantive assessment
which may be followed by a competency-based interview.



Special Notice

Appointment against this post is on a local basis.  External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

United Nations Considerations

 The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.



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.