Team Assistant

Result of Service Provides general office and administrative support, including accurate and timely production and processing of documents and administrative requirements. Maintains accurate records and/or data. Appropriately applies relevant policies, guidelines, procedures and processes. Recognizes and reports data and other discrepancies. Appropriately applies relevant policies, procedures and processes. Establishes effective working relationships with internal and external contacts at all levels.

Work Location Nairobi

Expected duration 3 months.

Duties and Responsibilities The United Nations Human Settlements Programme, (UN-Habitat), is the United Nations agency for Human Settlements. It is mandated by the United Nations General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. As the United Nations focal point on human settlements, UN-Habitat will lead advocacy efforts to raise awareness of sustainable urbanization issues; provide evidence-based policy advice; build capacities; develop tools, norms and standards based on best practices; work on demonstration projects and provide assistance to national Governments, local authorities and other public institutions responsible for urban issues.

Under the overall guidance of the Chief, Human Resources and Training Unit, the team assistant will perform the following duties: •Provides general office support services to help ensure the smooth functioning of an organizational unit. •Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards. •Proofreads written products for completeness and grammatical and typographical accuracy. •Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. •Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required. •Receives phone call and visitors, and responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required. •Maintains files (both paper and electronic) and databases for work unit. •Updates and maintains large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services. •Performs basic data entry and extraction functions. •Checks accuracy of simple calculations, codings, data, etc. •Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.). •Photocopies a variety of documents and other materials. •Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.

Qualifications/special skills Academic Qualifications: High school diploma or equivalent is required. A bachelors degree is an added advantage. Experience: A minimum of 2 years experience in general office support or administration area is required. Experience in the UN and other related organizations is desirable. 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

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.