Job Title: Special Assistant to the Executive Director, P3
Department/ Office: United Nations Human Settlements Programme
Duty Station: NAIROB
Job Opening number: 13-ADM-UNHABITAT-29180-R-NAIROBI (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The United Nations Human Settlements Programme, UN-HABITAT, is the focal point for human settlements in the United Nations. 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 post is located in the Office of the Executive Director (OED) at the Nairobi duty station.
Responsibilities;
Reporting to the Executive Director (ED), and under the direction of the Chief, OED, the Special Assistant will be responsible for the following functions:
1. Contribute to the Planning, coordination and monitoring of the organization's work programme
Assist the ED in the daily operations of the Front Office to achieve the objectives of ensuring the sound financial, personnel, legal and administrative management of the organization;
Review incoming correspondence and documents prepared by staff;
Review/clear documents on behalf of the ED and bring matters that need decisions to his/her attention;
Coordinate background documents and talking points, and prepare briefs for the ED;
Analyze various policy issues and other emerging concepts/systems related to administration and provide feed-back; Prepare and coordinate management reports;
Act as the focal point for coordinating meetings/retreats and for follow-up actions;
Develop a system of internal circulars on broad procedural issues;
Coordinate the ED's travel together with the OED team.
2. Liaise with the Human resources focal point on a regular basis with regards to follow up on issues and decisions concerning human resources;
Supervise support staff under the ED's office;
Work with the responsible officers in the preparation of and follow-up on progress made in achieving ED's Compact with senior managers;
Liaise with the responsible officers on the follow-up on Delegations of Authority for new senior staff members.
3. Ensure that the annual travel budget for the OED remains within approved allotment;
Review monthly petty cash expenses;
Prepare and submit the ED's financial disclosure process, including annual preparation and follow up questions.
4. Assist the Executive Director or Chief, OED with other related assignments as required.
Competencies;
Professionalism:
Good conceptual, analytical and evaluative skills, ability to conduct independent analysis, identify issues, formulate options and make recommendations, Ability to work under pressure against deadlines, whilst ensuring compliance with appropriate rules and procedures;
Planning and Organizing
Ability to establish priorities, plan, coordinate and monitor own work plan.
Communication
Good Communication (spoken and written) Skills;
Ability to draft/edit a variety of written reports, studies and to articulate ideas in a clear, concise style; 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.
Education;
Advanced University degree (Master's degree or equivalent) in public/business administration and management or related area.
A first level university degree with a combination of two years professional and academic qualifications may be accepted in lieu of the advanced degree.
Work Experience
A minimum of 5 years of progressively responsible experience, of which at least 3 years with the UN. Prior working experience at the international level an advantage.
Languages
English and French are the working languages of the United Nations Secretariat.
For this position fluency in oral and written English is required.
A good working knowledge of French and/or spanish is desirable.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
Special Notice;
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. 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. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira 'Need Help?' link.
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
How to Apply:
https://inspira.un.org/psc/UNCAREERS/EMPLOYEE/HRMS/c/UN_CUSTOMIZATIONS.UN_JOB_DETAIL.GBL?Page=UN_JOB_DETAIL&Action=A&JobOpeningId=29180
Deadline: 10/10/2013
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