Administrative Assistant
Vor 3 Tagen
The United Nations Human Settlements Programme (UN-Habitat) is the lead United Nations agency for cities and human settlements. The agency 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 and sustainable development. The main documents outlining the mandate of the organization are the Vancouver Declaration on Human Settlements, the Habitat Agenda, the Istanbul Declaration on Human Settlements, the Declaration on Cities and Other Human Settlements in the New Millennium, and UN General Assembly Resolution A/56/206.
UNITAC Hamburg will work with a bespoke urban technology innovation acceleration methodology that can be used to analyse real urban challenges and urbanization trends. The methodology will be based around three themes: (1) Open, transparent and participatory governance of data and digital platforms (2) Mapping spatial analysis and visualization, and (3) People-centred smart cities. Within these fields, particular emphasis will be placed on how to generate knowledge and use cases on smart city governance and the development of frontier technologies with a special emphasis on developing countries and cities with large informal populations.
The solutions developed by UNITAC Hamburg will be tested and piloted through UN-Habitat’s networks across the world with a particular focus on less developed countries. UNITAC Hamburg will also work with the City of Hamburg to establish an urban technology acceleration testbed in Hamburg in which technologies, governance frameworks and approaches can be tested in a simulated urban environment before scaling up internationally. Learning will be documented and published through high-quality guides and toolkits that can be used by policy makers to ensure that smart cities are inclusive, sustainable and people centered.
This position of Administrative Assistant is located at the UNITAC project office in Hamburg, Germany. The Administrative Assistant will report both to the UN-Habitat Administrative Officer based at the Management Advisory and Compliance Service in UN-Habitat headquarters as well as the UNITAC Programme Manager based in Hamburg, Germany. The incumbent will perform the following duties:
**Responsibilities**:
Human Resources Management:
- Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.
- Monitors staffing table and prepare relevant statistical data/charts.
Budget and Finance:
- Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
- Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
- Prepares or customizes financial reports from system generated reports.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
General Administration:
- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- 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 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,
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 havin
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