Mission and objectives

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. UN-Habitat is the coordinating agency within the United Nations System for human settlement activities and in collaboration with governments is responsible for promoting and consolidating collaboration with all partners, including local authorities, private and non-governmental organizations in the implementation of the Sustainable Development Goals (SDGs), in particular, Goal 11 of “Making cities and human settlements inclusive, safe, resilient and sustainable”, as well as the task manager of the human settlements chapter of Agenda 21 and focal point for the monitoring, evaluation and implementation of the New Urban Agenda adopted during the United Nations Conference on Housing and Sustainable Urban Development (Habitat III),held in Quito, Ecuador, in 2016.

Context

The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities. UN-Habitat is the focal point for all urbanization and human settlement matters within the UN system. UN-Habitat works with partners to build inclusive, safe, resilient and sustainable cities and communities. UN-Habitat promotes urbanization as a positive transformative force for people and communities, reducing inequality, discrimination and poverty. The position is located in the Regional Office for Africa Division (ROAf) of UN-Habitat in Nairobi.

Task Description

Human Resources Management · Initiates, processes, monitors, and follows-up on actions related to the administration of the project/programme’s human resource activities, e.g., recruitment, job classification, separation, training etc., ensuring consistency in the application of regulations and procedures. · Enters and maintains administrative data and records for staff contact and contract status of the given portfolio. · Provides guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. Budget and Finance · Provides assistance in support of planning and implementation activities/processes for programme/project initiatives. · Assists in the preparation of programme/project budget proposals; interpretation of budget classes and guideline; reviews and coordinates submissions of proposals. · Reviews status of expenditures and compares with approved budget. Monitors status of expenditures and allotments, records variations, updates budget tables. · Assists in the monitoring of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, consolidates data received and provides support to higher-level staff with respect to budget reviews. · Assists in the preparation of statistical tables, standard financial reports and donor report submissions. General Administration · Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval. · 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, standard operating procedures and other related documentation. · Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the country offices /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 workshops, conferences and translations. · 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. · Performs other duties as assigned. Legal instruments and contract Administration · Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. · Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. · Obtain necessary clearances for legal and other administrative documents from UNON and MACS, follow-up on administrative actions, and resolve issues related to such documents. · Monitors contractors’ invoices against the goods and services provided by the contractor and approved by the UN. Processes payments to contractors. · Prepares and processes all UN forms and permissions for contractual and work Unit, including: UN grounds passes, property passes and door keys. Work implies frequent interaction with the following: Staff within the Regional Office for Africa Division and clients in the Division. Human resource, administrative, accounting staff in Headquarters and country offices, general support services and conference services staff. Administrative agencies. Results Expected: Contributes to the effectiveness and efficiency of the division administrative support and specialized assistance to more senior staff in the assigned areas of responsibility.

Competencies and values

· Professionalism · Communication · Teamwork · Client Orientation

Living conditions and remarks

Availability, quantity and rental arrangements of accommodations at the work-site, for the UNV and family: – Housing available on demand; Health conditions in area of work-site, access to basic commodities, safe drinking water, sanitation and medical facilities: – Conducive conditions and readily available access to commodities, safe drinking water, sanitation and medical facilities; Availability to basic goods and services, and to markets at the place of assignment :- Readily available access; Availability to public transport, telecommunication and banking services :- Readily available access; Quality and cost of the existing educational facilities (primary and secondary) for dependents available in the specific place of assignment, or those closest to this area :- Reasonable and modest, Language of instruction – English; Socio-economic and cultural background of the immediate society the UNV would be living and working in (main economic activities, religious groups, special customs and events etc.):- National and International community of diverse backgrounds; Prevailing security conditions at the place of assignment: – Modest security; Topographic and climatic features of the assignment location: – Highland cool and warm tropical climate. You can check full entitlements at the duty station at https://app.unv.org/calculator. The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos.”

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements