Mission and objectives

The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable human settlements development and the achievement of adequate shelter for all. For close to forty years, UN-Habitat has been working in human settlements throughout the world, focusing on building a brighter future for villages, towns, and cities of all sizes.

Context

The United Nations Human Settlements Programme (UN-Habitat) is mandated by the United Nations General Assembly to promote, monitor, and report on progress in the implementation of the New Urban Agenda, with the twin objectives of housing for all and sustainable urban development. UN-Habitat works and cooperates with governments, local authorities, non-governmental organizations, the private sector, and other agencies in promoting sustainable urbanization and the reduction of urban poverty. Its work involves norm-setting, operational activities, capacity-building, monitoring, advocacy, and partnership building at global, regional, national, and local levels. UN-Habitat has been actively working in Guinea-Bissau since 2015, with its action embracing a series of areas associated with sustainable urbanisation, including urban resilience, urban and regional planning, urban governance, reduction of land-related conflicts, basic services delivery, affordable housing, urban policy, and related legislation, etc. The Programme in Guinea-Bissau also plays a key role on partnerships with, amongst others, UN sistem agencies and the European Union, and especially with the Ministry of Public Works, Housing and Urban Planning (MOPHU), the State Secretariat for Planning and Regional Integration (SEPIR) under Ministry of Economy (ME), the Ministry of Environment and Biodiversity (MEB), the Ministry of Territorial Administration and Local Power (MATPL), well as regional and city authorities. UN-Habitat has established a Habitat Country Programme Document (HCPD) for the 2022-2026 period, building on the UN Sustainable Development Cooperation Framework (UNSDCF) established in 2021, in line with the Government Programme 2020-2023. For this new period, UN-Habitat aims to strengthen its niche position as “thought leader”, setting the global discourse and agenda on sustainable urban development, driving the policy discussion, generating expert and cutting-edge knowledge, shaping technical norms, principles, and standards, and acting as a multiplier in the exchange of knowledge, experiences and best practices in cities and other human settlements. In Guinea-Bissau, UN-Habitat performs both normative and operational works. On the normative side, the programme has collaborated with governments at the national, regional and local level in the development of spatial and strategic plans, e.g., Bissau 2030 and Bijagós 2030. On the operational side, UN-Habitat has promoted initiatives concerning the improvement of public infrastructure (e.g., logistical facilities, sanitation, etc.). In addition, the program initiated in 2023 a comprehensive multi-year project within the Green and Inclusive Cities European Union Program, called “No Misti Disinvolvimentu Local.” To coherently implement its HCPD and respond to the increased country portfolio, UN-Habitat is recruiting a National UN Specialist Volunteer to act as the Programme Manager Assistant (PMA). This role will work closely with the National PMA and the Programme Manager Officer (PMO) stationed at the Nairobi headquarters.

Task Description

Within the scope of their role, the Administrative Assistant will assist with the following tasks: Human Resources Management • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Reviews entitlements-related claims and reports. • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. • Maintains and reviews organizational staffing tables; prints and reviews IMIS reports. General Administration • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Drafts routine correspondence. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). • 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; organizing and coordinating administrative arrangements for seminars, conferences and translations. 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. Work implies frequent interaction with the following: • Staff within the Executive Office or the work unit and clients in the Department. • Human resource, administrative, accounting staff in missions and Headquarters, general support services and conference services staff. Consulting firms. Results Expected: • Contributes to the effectiveness and efficiency of the department/unit by providing administrative and financial support and specialized assistance to more senior staff in the assigned areas of responsibility.

Competencies and values

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. 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. • 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. • 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. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. • Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches. • 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. • Commitment to Continuous Learning • Technological Awareness

Living conditions and remarks

Guinea-Bissau, situated on the West African coast, is a small nation with Bissau as its capital and Portuguese as the official language. With an approximate population of 2 million people and a land area of 36,125 square kilometers, Guinea-Bissau gained independence from Portugal on September 24, 1973. The country’s economy relies heavily on agriculture, particularly the export of cashew nuts. Despite its economic potential, Guinea-Bissau faces challenges such as political instability and a history of military coups since attaining independence. Governed as a republic, the nation uses the West African CFA franc (XOF) as its currency. The country has grappled with economic difficulties and a high poverty rate. The humanitarian operation in Guinea-Bissau stands out as a distinctive endeavour, offering an enriching environment. However, thriving in this setting demands a mature level of cultural awareness and a level of commitment. Living in Guinea-Bissau necessitates more stamina and flexibility than in other contexts, given the potential for harsh conditions, physical hardships, and limited comfort. It is an environment that calls for a special kind of resilience and a willingness to adapt, making flexibility, and the ability to endure challenging conditions essential for those looking to live and work in this dynamic yet demanding locale.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements