CORE VALUES: INTEGRITY, PROFESSIONALISM, RESPECT FOR DIVERSITY 
 

Administrative Assistant 

1.   Position Information

2.         Office/Unit/Project Description  
The United Nations Human Settlements Programme (UN-Habitat) 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 will lead advocacy efforts to raise
awareness of sustainable urbanisation issues; provide evidence-based policy advice; build
capacities: develop tools, norms and standards based on best practices; work on demonstration
projects and provide technical assistance to national Governments, local authorities and other
public institutions responsible for urban issues.

The Administrative Assistant will be responsible for supporting UN-Habitat activities for the West Africa (WA) region. The focus of this position is to provide administrative, financial, and HR support to the operations and activities for the WA region. The assistant will also ensure coordination between the various countries in West Africa and Nairobi HQ.

3.         Scope of Work 

Responsibilities:  Within delegated authority, the Administrative Assistant will be responsible for the following duties: 

General Administration:
• Review submissions of programme requests ensuring that requisite information is included,
obtain necessary clearances, process and follow-up on all administrative actions related to
project implementation, e.g., recruitment, travel arrangements, organization of workshops,
payments, procurement.
• Prepares, maintain, and update filing systems, teams file, generates periodic and ad hoc reports, statistical tables, graphic content and other background materials to facilitate inspection and reviews.
• Provide assistance to the west Africa country teams on reporting requirements and ensure completeness and accuracy of data submitted.
• Maintain calendar/schedules; monitor changes and communicate relevant information to
appropriate staff inside and outside the immediate work unit.
• 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.
• Reviews legal instruments – Agreements of cooperation, Contribution agreements, Letters of Exchange (LoE’s), In-House Agreements for correctness and follows up on their legal clearances.
• Perform other relevant duties as assigned.

Budget and Finance

• Reviews the budgets for each country in the WA to ensure correctness against approved agreements
• Updates the project budget expenditures and checks them against planned budgets and reports to supervisor on any need for adjustments
• Monitors status of expenditures and allotments, records variations, updates budget tables.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance submissions.

Human Resources Management

• Reviews contract documentation for correctness and follows up on the necessary approvals at various levels before funds are committed.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services; Audits the contractors' invoices, processes the payment of contractors' invoices and monitor payments.
• Supports processes, monitors, reviews and follows-up on actions related to the administration of the region’s human resource activities, e.g., recruitment, placement, relocation, training etc., ensuring consistency in the application of regulations and procedures.

This position requires strong organizational, administrative, and financial skills, as well as the ability to work collaboratively in a multicultural environment. The Administrative Assistant will play a crucial role in ensuring the efficient and effective implementation of UN-Habitat’s projects in West Africa.

4.         Results Expected:  
Contributes to the effectiveness and efficiency of the West Africa sub regional office by providing administrative support and specialized assistance to more senior staff in the assigned tasks.

 Competencies:

• 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. Able to perform analysis, modelling and interpretation of data in support of decision-making.
• 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.

Language:  English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. 

Skills

• Ability to work in team and individually;
• Capacity in research and information analysis;
• Good communication and writing skills;
• Proficiency in oral and written English is required. Knowledge of French is desirable

Qualifications
Master’s degree in business administration, economics, finance or related area.
Please send your CV to Ms. Phillie Otieno (phillie.otieno@un.org), indicating: “Administrative Assistant – Nairobi, Kenya”, before the 23rd May 2025.