Org. Setting and ReportingThe 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. 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 sister agencies and the European Union, and especially with the Ministry of Public Works, Housing and Urban Planning (MOPHU), the Ministry of Economy and Finance (MEF), the Ministry of Environment, the Ministry of Local Government, well as regional and city authorities. UN-Habitat’s work in Guinea-Bissau is guided by the 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 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. To coherently implement its HCPD and respond to the increase of the country portfolio, UN-Habitat, through its Regional Office for Africa, needs to open an FTA as Associate Administrative Officer (NOB) position who will work in close coordination with the Administrative Officer stationed in Nairobi (headquarters). Under the direct oversight of the National Country Manager and in close coordination with the Administrative Officer stationed in Nairobi (headquarters), the incumbent will perform the following duties: ResponsibilitiesHuman 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, ensuring consistency in the application of regulations and procedures. • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal 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. • Provides information on office’s staffing needs for inclusion in country programme’s staffing table. • Manages the staffing table ensuring all staff have been budgeted for appropriately for the projects they are implementing. Budget and Finance. • Takes the lead with respect to the preparation and implementation of the work programme and budget in close collaboration with the Project Managers and with the support of dedicated Programme Management Assistants (PMAs), ensuring that financial resources are utilized to implement activities in accordance with the Programme/project Budget and allotments issued. • Monitors budgets with respect to project budget and reallocates resources as necessary with coordination with program managers. • Supports the implementation of procedures and systems for implementing the appropriate financial database. • In close collaboration with the Project Managers, monitors and reviews the budgets by conducting regular and special reviews to assess the progress of actual work versus the programme plan. • Coordinates the production of project financial reports. • Contributes to the development of budgetary guidelines for the Guinea Bissau country programme. • Trains the program managers on the various aspects of budgeting and financial reporting following the UN financial rules and regulations • Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues in general and provides supervision for the Programme Management Assistants (PMAs). 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; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; 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 pass, property passes, UN parking permits, swipe-card access and door keys. Data related responsibilities. • Contributes to the collection and analysis of data and identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting. • Documents requirements and background information used for data analysis. • Performs other related duties as assigned. CompetenciesPROFESSIONALISM: 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 analyze and interpret data in support of decision-making and convey resulting information to management. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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. EducationAn advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, economics, or related field is required. A first-level university degree in combination with an additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable. Job - Specific QualificationNot available. Work ExperienceA minimum of two (2) years of experience in general office administration, or a related area is required. Experience in preparing project budgets and revisions is required. Experience in procurement, logistics and provision of other administrative services is required. Experience managing and administering Implementing Partners contracts is required. Experience with management and administration of human resource contracts is required. Experience working in the United Nations common system or similar international organization is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Portuguese is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).