SPECIAL ASSISTANT, ADMINISTRATION (Fixed-Term Limited)

The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities. UN-Habitat is the focal point for all urbanization and human settlement matters within the UN system. UN-Habitat works with partners to build inclusive, safe, resilient and sustainable cities and communities. UN-Habitat promotes urbanization as a positive transformative force for people and communities, reducing inequality, discrimination and poverty. This position is located in the Office of the Executive Director, Nairobi Duty Station. The incumbent will report to the Chief of Staff and Executive Director and will be responsible for the following duties/responsibilities;

Support and advise the Chief of Staff through: i) Coordination of strategic prioritization of all communications addressed to the Chief of Staff, reviews and comments on them, suggests courses of action and if appropriate, assigns them directly for action to a Division/Regional Office and monitors progress of preparation. ii) Review of documents reflecting UN-Habitat policies for substance and style, submits for final clearance to the Chief of Staff. iii) In consultation with UN-Habitat Senior Management, monitors, identifies and brings to the attention of the Chief of Staff in the office of Executive Director, emerging policy and managerial issues. iv) Identifies issues requiring attention and/or intervention by the Executive Office and coordinates and develops recommendations for action in coordination with Chief of Staff, relevant managers and staff member as well as follows up on decisions taken. Maintains liaison with Divisions and serves as the contact point between the Chief of Staff, Executive Office, Senior Management and UN-Habitat Regional and Liaison Offices: i) Liaises with senior management on missions/travel and ensures adequate feedback to senior management on the outcome of the official missions and follows-up as appropriate. ii) Liaises closely with the Chief of Staff and the Executive Office team, keeping abreast of key developments on strategic issues. iii) Manages the Chief of Staff day-to-day commitments, serves as point of referral on requests for appointments with the Chief of Staff and on problems which require the Chief of Staff’s attention. iv) Ensures prompt and efficient communication and coordination between the Chief of Staff and UN-Habitat Divisions and Offices. v) Together with the Chief of Staff, reviews communications prepared for signature by the Executive Director for substance and style and clears them for the Executive Director͛'s signature. vi) Working with the Divisions and relevant staff, drafts correspondence for and on behalf of the Chief of Staff, including confidential correspondence. Supports the Chief of Staff meetings: i) Assist the Chief of Staff in planning for and participating in meetings of the UN-Habitat Assembly (UNHA), the Executive Board and the Committee of Permanent Representatives, as well as the United Nations Sustainable Development Group UNSDG and the Chief Executives Board. ii) Ensure that the Chief of Staff is effectively able to participate in (and lead, when appropriate) meetings with the UN-Habitat Senior Management Team, Executive Committee, and other internal bodies as necessary. iii) Ensure that the Chief of Staff has relevant briefing material for meetings with senior managers, colleagues, members of the diplomatic community, and visiting government, UN, IGO and NGO officials. iv) Support the Chief of Staff during these meetings. v) Maintain meeting records and ensure necessary follow-up action is undertaken in a timely manner. Supports the Chief of Staff to maintain close contact with governments, delegations, senior officials of the UN and UN system organizations: i) Facilitates effective communication and contacts between the Chief of Staff and these bodies/organizations. ii) Brings to the attention of the Chief of Staff, Executive Office issues relevant to UN-Habitat͛ s bilateral relations with governments and inter-agency cooperation. iii) Receives and reviews confidential communications from governments and drafts correspondence for and on behalf of the Chief of Staff, including confidential correspondence to governments and Permanent Missions. iv) Identifies, analyzes and monitors political developments, particularly in the regional context, as well as trends and emerging issues that could affect the work of UN-Habitat. v) Assess implications and make recommendations to senior management on possible policies, strategies and other measures to address issues of concern and to advance mandated objectives. vi) Supports the Chief of Staffin the performance of their functions, including the provision of policy advice on issues as appropriate. Supports the Chief of Staff missions: i) Coordinate the preparation of extensive briefing materials and mission files for the Chief of Staff, ensuring the materials from other offices are submitted in a timely manner and are of high quality. ii) In collaboration with the Spokesperson, finalise all speeches and statements to be delivered by the Chief of Staff, in close consultation with the submitting office. iii) Guide the Chief of Staff Administrative Assistant on all logistical preparations for mission travel, in cooperation with relevant substantive colleagues (particularly in regional/outposted offices) and external interlocutors. iv) Assist in follow-up actions arising from missions, including the finalization of the Chief of Staff mission reports and dissemination of relevant information to colleagues in other parts of UN-Habitat. v) Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. Perform any other duties as assigned by the Chief of Staff.

PROFESSIONALISM: Ability to identify and analyze political, ethnic, racial, social and economic problems that cause civil unrest in a country or geographic area. Ability to work in the field of electoral assistance. Knowledge of electoral processes and their technical and political implications. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Able to analyze and interpret data in support of decision-making and convey resulting information to management. 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.

Advanced university degree (Master's degree or equivalent) degree in political science, international relations, law, business administration, or related field is required. A first-level degree (Bachelor's degree or equivalent) in the specified fields of studies with two (2) additional years of relevant work experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Not available.

A minimum of five (5) years of progressively responsible experience in public administration, international relations, law, development management, business administration, or related area is required. At least three (3) years of relevant experience in international and multilateral relations is required. At least three (3) years of relevant experience in a busy executive office with the United Nations or similar international organization is required. At least two (2) years or more of experience in data analytics or related area is desirable.

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult

https://languages.un.org

for details).

.headtable { font-family: arial, sans-serif; border-collapse: collapse; width: 100%; border: 1px solid gray; border-radius: 10px; overflow: hidden; } .headTitle { font-family: Arial, Helvetica, sans-serif; font-size: 16px; font-weight: bold; /*color: rgb(65, 98, 145);*/ color:black; } .headtable tr td, .headtable tr th { text-align: center; vertical-align: middle; padding: 6px; } .headtable th{ background-color: #F4F4F4; color: #002d62; font-weight: bold; text-align: center; vertical-align: middle; padding: 12px; border-right: 1px solid #ccc; } .headtable td { text-align: center; vertical-align: middle; background-color: white; border-top: 1px solid #ccc; border-right: 1px solid #ccc; } .headtable th:last-child, .headtable td:last-child { border-right: none; } .headtable tr:last-child td { border-bottom: none; } .rounded-table-wrapper { border-radius: 12px; border: 1px solid #ccc; overflow: hidden; }

Required Languages

Language

Reading

Writing

Listening

Speaking

English

UN Level II

UN Level II

UN Level II

UN Level II

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

The appointment against this position is limited to the United Nations Human Settlements Programme. This is a Fixed Term Limited position. Appointment against this post is for an initial period of one (1) year and may be subject to extension subject to legislative body funding availability. External candidate selected for this position will be granted a fixed-term appointment limited ("FTA limited") in accordance with section 2.2 (b) of administrative instruction ST/AI/2013/1 on Administration of fixed-term appointments. Renewal of appointment is contingent upon continued existence of mandate and availability of funding. If this position is discontinued, the incumbent will be separated from service. United Nations Secretariat staff members who meet the definition of "internal candidate" in staff rule 4.10 who are selected for this position subject to limitation will retain their current appointment status and will be reassigned or transferred to the position, without a lien to their parent position. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. Individual Contractors and Consultants who have worked within the UN Secretariat in the last six months, are ineligible to apply for or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations. The requirement is not applicable when a person considered for appointment is serving or has previously served as affiliated personnel (for example as a consultant, individual contractor, intern or gratis personnel) with a specialized agency or an Office, Fund or Programme such as UNHCR, UNICEF, UNDP or UNOPS which is separately administered and funded from voluntary contributions. Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. On-line applications will be acknowledged where an email address has been provided. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.