Administration Assistant

Background

 

The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements, having its Headquarters in Nairobi, Kenya. 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 in the implementation of the Sustainable Development Goals (SDGs), as well as the focal point for the monitoring, evaluation and implementation of the New Urban Agenda.

The UN-Habitat appointed UN-Habitat Programme Manager (HPM) for China in 2009. The Ministry of Housing and Urban & Rural Development (MoHURD) is the focal point of UN-Habitat in China. UN-Habitat conducts various technical cooperation projects in China, such as People Oriented Urban Public Space Programme, Cities Prosperity Initiative, Green and Sustainable Urban Development, Water and Sanitation, Cities in Climate Change Initiative, and Capacity Building.

This position located at the UN-Habitat country office in Beijing

Duties and Responsibilities

Under the guidance and direct supervision of the HPM, the Administrative Assistant will work closely with counterparts at the UN-Habitat Regional Office for Asia and the Pacific (ROAP) and UNDP country office, and be responsible for the following duties:

Budget and Finance
•    Assist in the preparation and review of financial and human resource proposals/requirements;
•    Monitor expenditures and compares with approved budget; prepares adjustments as necessary;
•    Assist HPM in the elaboration of resource requirements for budget submissions;
•    Assist in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures;
•    Prepare or customizes financial statements or reports of each programme from Umoja system generated reports;
•    Coordinate with other finance and budget staff on related issues during preparation of budget reports.

Project Management
•    Prepare the draft project concept notes, project proposals, project documents, memorandum of understanding, funding agreement, and other requested documents in English and Chinese by HPM;
•    Maintain up to date files on rules and regulations, and all the project documents in the electronic and paper system;
•    Register all the projects in PAAS system;
•    Support HPM to implement all the projects, tracking the process, preparing the action plans, coordinating with all types of organizations, including local authorities, NGOs and other stakeholders, drafting the mid-term and final reports and other documents related the projects required by HPM.

Human Resources Management
•    Initiate, review, process and follow-up on actions related to the administration of the China Related human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures;
•    Oversee the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Review and process personnel actions through Umoja system;
•    Monitor staffing table and prepare relevant statistical data/charts;
•    Support HPM in managing the UN-Habitat Interns in China Office.

General Administration
•    Support the HPM in the prioritizing and planning of daily work;
•    Manage HPM’s missions and representation schedule, submit the travel requests to the Regional Office and registered the mission in UNDSS system;
•    Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters;
•    Receive the UN-Habitat officers and consultants, assisting on visa application, visit programme and translation, preparing the meeting minutes, mission reports and Webstories;

·         Coordinate extensively with ROAP and Headquarters of UN-Habitat;

·         Perform other related administrative duties, as required (e.g., operational travel programme; payment to vendors and individual contractors for services; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations);
•    Draft and update the brochures of China Office and the respective projects
•    Guiding and supervising the work of junior General Service staff.

Competencies

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.

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.

Accountability

Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Required Skills and Experience

Education
•    High School Diploma or equivalent
•    University courses in public administration, finance, human resource, or related areas is an asset

Work Experience
•    Minimum 3 years of relevant experience in administrative service, finance, human resource and project management.
•    Experience in UN/UN-Habitat or other international organizations will be an advantage

Languages
•    Fluency in oral and written English is required and proficiency in Chinese languages is a pre-requisite; knowledge of another UN language is an asset.

Disclaimer

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter or the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. Candidates will be required to meet the requirements of Article 101, paragraph 3. of the Charter as well as the requirements of the position The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

No Fee

The United Nations does not charge a fee at any stage of the recruitment process (Application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicants’ bank accounts.
Only applicants submitted through the link could be considered:https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=10586&hrs_jo_pst_seq=1&hrs_site_id=2

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