Terms of Reference

 

Project:                        Southern Africa Sub-Regional Hub, ROAf

Post Title:                     Programme Support Assistant

Duty Station:                 Nairobi

Duration:                      6 Months 

Starting Date:                03 September 2026

Contract Type:              Local Individual Consultant Agreement (LICA) / Service Contract Level 2/11 (USD 1200 Monthly/ 156,126.08 Kenyan Shillings

 

BACKGROUND 

The United Nations Human Settlements Programme, UN-HABITAT, is the United Nations 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.  In October 2016, at the UN Conference on Housing and Sustainable Urban Development – Habitat III – member states signed the New Urban Agenda.  This is an action-oriented document which sets global standards of achievement in sustainable urban development, rethinking the way we build, manage, and live in cities.  Through drawing together cooperation with committed partners, relevant stakeholders, and urban actors, including at all levels of government as well as the private sector, UN-Habitat is applying its technical expertise, normative work and capacity development to implement the New Urban Agenda and Sustainable Development Goal 11.

 

The UN-Habitat Regional Office for Africa (ROAf) established a structure of four sub-regional offices (East/West/Central/South) to strengthen UN-Habitat presence in sub-regional/country level by engaging sub-regional/country level coordination and activities including the UNCTs, the UN AFPs initiatives, governments, donors, development partners, sub-regional entities and any other relevant dialogues.

 

UN-Habitat Sub-Regional Office for Southern Africa covers 13 countries including South Africa, Lesotho, Eswatini, Mozambique, Namibia, Botswana, Zimbabwe, Zambia, Malawi, Madagascar, Comoros, Seychelles, and Mauritius; and the SADC (South African Development Community) secretariat based in Botswana; and providing substantive assistance to the country level as well as sub-regional level. This position is based in the Southern Africa Sub regional Hub under the direct supervision of the Head of Southern Africa Sub-region.

 

RESPONSIBILITIES

 

The Programme Support Assistant will play a key role in providing administrative, operational, and substantive support to ensure the smooth functioning of the Southern Africa Sub-Regional Hub. Working under the supervision of the Head of the Sub-Regional Hub and in close coordination with programme officers, the staff member will contribute to the efficient delivery of programmes, projects, and coordination activities across the sub-region.

1. Administrative and Logistical Support

  • Coordinate travel arrangements for staff and consultants, including flight bookings, visa processing, accommodation reservations, and airport transfers.

  • Prepare travel requests and related documentation in line with UN-Habitat and UN financial rules and procedures.

  • Maintain an updated travel and mission calendar for the Sub-Regional Hub to support effective planning and reporting.

  • Support logistical arrangements for meetings, workshops, and missions, including venue booking, participant coordination, and material preparation.

2. Correspondence and Communication

  • Draft, format, and finalize official correspondence such as letters, Note Verbales, memos, and internal communications for review and signature by senior officials.

  • Ensure that all correspondence adheres to UN-Habitat’s communication and protocol standards, including the use of proper templates and letterheads.

  • Maintain a filing and tracking system for all outgoing and incoming correspondence to ensure proper documentation and follow-up.

3. Research and Knowledge Management

  • Conduct background research and compile information on relevant topics, including urbanization, housing, resilience, and governance issues in Southern Africa.

  • Support the preparation of briefs, concept notes, reports, and presentations for meetings and missions.

  • Collect and organize data and information from various UN-Habitat programmes and partners for analysis and reporting purposes.

  • Maintain an up-to-date repository of key documents, including project proposals, progress reports, mission reports, and partner profiles.

4. Programme and Project Support

  • Support the preparation of procurement and consultancy documents (e.g., Terms of Reference, Requests for Quotations, and Purchase Orders).

  • Coordinate with implementing partners and consultants to collect and consolidate progress updates and supporting documents.

  • Contribute to the preparation of progress reports and donor updates by compiling financial and narrative information from project teams.

5. Coordination and Liaison Functions

  • Support coordination between the Southern Africa Sub-Regional Hub and the UN-Habitat Regional Office for Africa, as well as country-level focal points.

  • Serve as the focal point for logistical and administrative coordination with UNON and partner offices.

  • Support communications and visibility activities, including the preparation of event briefs, social media inputs, and visual materials.

6. General Office and Administrative Duties

  • Maintain and update staff contact lists, distribution lists, and duty rosters.

  • Provide general support in preparing briefing packages for visiting missions and high-level delegations.

  • Perform any other duties as required to ensure the effective operation of the Sub-Regional Hub.

COMPETENCIES

Professionalism:
Demonstrates a solid understanding of UN-Habitat’s mandate and strategic priorities in supporting sustainable urban development in Southern Africa. Applies knowledge effectively in administrative coordination, logistical support, correspondence, and research activities that contribute to programme delivery. Shows pride in work and ensures accuracy, quality, and timeliness in outputs. Maintains composure and efficiency when working under pressure or in changing circumstances, and promotes integrity, gender equality, and inclusivity in all tasks and interactions.

Communication:
Communicates clearly, respectfully, and effectively in both oral and written form. Drafts professional correspondence, including official letters, Note Verbales, and reports, with attention to detail and protocol standards. Listens actively and responds appropriately to colleagues and partners. Facilitates information flow within the team and across units, ensuring that relevant stakeholders remain informed and engaged in ongoing activities.

Planning and Organizing:
Develops clear and achievable work plans aligned with the priorities of the Southern Africa Sub-Regional Hub. Sets realistic timelines, organizes tasks efficiently, and manages multiple assignments simultaneously. Anticipates potential challenges in travel coordination, event organization, and document processing, and proposes practical solutions. Ensures proper follow-up on administrative actions, maintains accurate records, and upholds accountability and transparency in all work processes.

Teamwork:
Collaborates effectively with colleagues within the Sub-Regional Hub, the Regional Office for Africa, and other UN-Habitat units, as well as with government counterparts and external partners. Values diverse perspectives and fosters a cooperative and inclusive working environment. Willingly shares knowledge, supports team objectives, and contributes to a positive, solution-oriented work culture focused on collective results.

QUALIFICATIONS

 

Education

A minimum of a High school Diploma (Bachelor’s degree preferred) in Public Administration, International Relations, Development Studies, or a related field.

 

Professional Experience 

  • At least 1–2 years of progressively responsible experience in administrative, programme, or research support, preferably within the UN system or an international organization.

  • Strong drafting, communication, and organizational skills with attention to detail.

  • Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and familiarity with UN systems (e.g., Umoja, Inspira) is an asset.

  • Ability to multitask, prioritize work, and operate effectively in a multicultural team environment.

 

Language

Fluency in oral and written English is required and knowledge of another UN official language is an added advantage.

 

APPLICATION INSTRUCNTIONS

  • Applicants are expected to write a concise cover letter or motivation statement emphasizing their administrative and logistic, research and programme, coordination and liaison support records, as well as experience working with the international organizations if applicable.

  • Fill and sign Personal History Profile using the P11 standard template found at (https://www.unmissions.org/sites/default/files/2026-05/p11-_personal_history_profile_-_english.pdf )

  • Put all relevant copies of supporting documents in a folder, correctly naming each document (pdf and clear image formats only)

  • Submit applications containing (cover letter, filled and signed P11 form and documents folder) on or before 28 August 2026 at 17:00 Nairobi Time (East Africa Time) via email only with a subject line APPLICATION_PROGRAMME SUPPORT ASSISTANT_[first name] addressed to joel.balagizi@un.org  and copying agnes.mashonganyika@un.org and sugumi.tanaka@un.org 

  • Late submissions will not be considered

Duration
6 Months
Grade
Local Individual Consultant Agreement (LICA) / Service Contract Level 2/11
Duty Station
Nairobi
Department/Office
outhern Africa Sub-Regional Hub, ROAf
Post date
Deadline
Country
Kenya