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. This position is located in the New York Office of UN-Habitat which is responsible for a range of functions in three main areas: inter-governmental processes, inter-agency matters and outreach activities. The office represents UN-Habitat at UN Headquarters, and is responsible for coordination and cooperation within the United Nations System and Inter-Agency Affairs, including collaboration with other United Nations bodies, funds and programmes in the implementation of the New Urban Agenda, and other relevant internationally agreed development goals and targets, liaison and cooperation with Permanent Missions of the United Nations in New York, liaison and cooperation with Habitat Agenda partners, including the civil society, the private sector, foundations, academic institutions, research centres and others. New York Office responsibilities are diverse and multi-faceted, advocacy and outreach, including strengthening partnerships with its Habitat Agenda partners in North America. Therefore, it is important that the incumbent has the experience and knowledge of the work of UN and UN-Habitat as well as how it interfaces with other departments and Permanent Missions to the United Nations. Due to confidentiality of information, tact, courtesy and discretion are essential; must be able to exercise good judgement in prioritizing tasks for the attention of officials concerned and initial responding accurately and efficiently queries and requests in order to enhance the image and standing of UN-Habitat, within and outside the UN and member states. Anything short of the above could hamper the execution of work programmes and could cause embarrassment to the Organization. Under the direct supervision of the Director, the incumbent will perform the following duties: Responsibilities• Performs, under minimal supervision, the full range of office management and administration functions, typically provides direct assistance to the Director of UN-Habitat of New York Office and other UN-Habitat offices, as required. Coordinates and maintains schedules of meetings of the New York Office, monitors changes and communicates to appropriate staff in the New York Office and other UN Habitat duty stations. • Ensures smooth and efficient information flow within the office, performs and process confidential information; assists in the development of office administrative systems and procedures. Maintains files (both paper and electronic) and databases for the use of staff in the office. • Responds or draft responses to a wide range of correspondence and other communications, uses standard word processing package to produce a wide variety of large, complex documents and reports. Responds to complex information requests and inquiries from within and outside UNHQ-New York office (e.g. Permanent Missions, UN-Habitat Headquarters, UN entities and others) which might require file search. Carries out quality control function for outgoing documents, proofreads and edit exits for adherence to format, grammar, punctuation and style. Researches, compiles and summarizes background materials for use in preparation of reports, briefings, speeches. Disseminates materials, documents and information to appropriate offices/staff. • Organizes databases and updates contact list of partners including, Member States, UN agencies, Foundations, NGOs and other partners. • Organizes official missions of the Executive Director, meetings, conferences, receptions, etc.; provides assistance in coordination of service-wide activities, special projects, events, handling all necessary arrangements (e.g. travel arrangements, flight/transportation/hotel reservation, guest/participant list, invitations, and liaises with organizers/sponsors, Protocol and other UNHQ department/offices, vendors, media, etc. regarding seating arrangements, special equipment, conference room booking, printing, interpreters, catering services, news coverage, etc. Performs a variety of administrative duties, including preparing and processing administrative requests and forms such as request for office supplies, equipment, services orders, travel requests, expense claims, Visa applications, UN ground passes, door access and other similar requests). • Serves as an Information Technology (IT) Focal Point in the office to assist in basic trouble-shooting computer software and computer hardware, etc. and coordinate with OICT Helpdesk to facilitate assistance in any computer-related issues; acts as a Security Liaison Officer (SLO) for Umoja computer related issues and requests. Manages, updates and further develops internal databases; generates a variety of standard and non-standard statistical and other reports from various databases. Assists in the preparation of presentation materials using appropriate technology/software. • Orients new staff to relevant administrative procedures and practices and provide general assistance to other office support staff, as required, may coordinate the work of office support in providing meetings servicing/administrative support to various sessions of commissions and other bodies. • Attends meetings, prepares minutes, and monitors follow-up activities. • Maintains and updates list of office equipment/inventory database. • 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. • Assists with visualizations and updating information material such as web pages or brochures. • Performs other related administrative duties that may be assigned from time to time. 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 perform analysis, modeling and interpretation of data in support of decision-making. 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. 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. EducationCompletion of a high school diploma or equivalent is required. Job - Specific QualificationSupplementary training in computer applications is required. Work ExperienceA minimum of five (5) years of responsible progressive work experience in administration is required. The minimum years of relevant experience is reduced by two (2) years for candidates with a first-level University degree. A minimum of three (3) years experience facilitating meetings with Member States, senior management and stakeholders is required. A minimum of three (3) years work experience with Enterprise Resources Planning (ERP), such as Umoja, Inspira, Integrated Planning, Management and Reporting (IPMR), and Microsoft Office Applications is required. A minimum of three (3) years experience working with rules and regulations at the United Nations or similar international organizations 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. There are no additional desirable languages specified. 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).
This vacancy is archived.