Administrative Assistant at UN-Habitat 2022

  • Published date: June 23, 2022
  • Category: Administrative & Office
    • Location: Nairobi, Nairobi
  • Jop type:
  • Salary: Ksh Not mentioned
  • Company name: Jobs in Kenya

Job Description

Job Description



The United Nations Human Settlements Programme, UN-Habitat, is the UN 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. The Urban Economy Branch of UN-Habitat has the mandate to promote local capabilities of local governments to develop financial instruments to keep pace with the demands of rapid urbanization. The Urban Economy Branch has the mandate to promote plans and provide support for more efficient, socially inclusive, better integrated and connected cities that foster sustainable urban development.


Human 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 etc., ensuring consistency in the application of regulations and procedures.

  • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. 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.

  • Maintains and reviews organizational staffing tables; prints and reviews UMOJA reports

Budget and Finance

  • Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables.

  • Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.

  • 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.

  • Prepares statistical tables and standard financial reports

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 passes, property passes, UN parking permits, swipe-card access and door keys.



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.

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.


  • High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

Work Experience

  • Five years of experience in administrative services, finance, accounting, audit, human resources or related area is required.

  • Experience supporting programmes administratively and financially within the UN-Habitat Planning Finance and Economy Section is desirable.

  • Hands-on experience in Enterprise Resource Planning (ERP) system and recruitment portals (Inspira or similar systems) is required. Please explain how you meet this criterion using examples.


Method of Application

Submit your CV and Application on Company Website : Click Here

Closing Date : 4 July. 2022


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