UN Habitat - Administration Assistant

Under the overall supervision of the Head of UN-Habitat Kuwait Country Office; the incumbent is expected to carry out duties related to Programme Administration and cashier functions.

• Provide Administrative; Procurement and Logistical support to the project office.
• Reviews, records and prioritizes purchasing requests and obtain additional information/documentation as required; determines the availability of vendors and funding sources. Monitors status of existing requisitions, maintain contacts with suppliers to ensure timely delivery of goods and services.
• Produces tender documents (e.g. Invitation to Bids, Requests for proposals and request for quotation) based on the nature of requirements and cost of procurement involved.
• Prepare abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible.
• Prepare purchase orders and contracts for approval.
• Maintain relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc 

• Coordinates various matters related to the administration of the unit’s human resource activities, e.g., recruitment, job classification etc
• Maintain proper filing system for the recruitment paper (CVs, TORs, interview report, contracts, evaluation reports etc.  .
• Coordinate staff/Consultant salaries and entitlements; ensure timely payments for both staff/consultants.

• Take full responsibility for time management and scheduling on behalf of the Programme Manger with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. 
• Arrange appointments and schedule meetings/workshops inside and outside the office; screen telephone calls and answer queries with discretion.
• Act as the Petty Cash Custodian; prepare payments from the petty cash and operational advances, ensure proper supporting documentations are provided, and that the payments are charged to the budget lines intended for. In so doing the incumbent is requested to adhere to the UN Financial rules 105.5.
• Act as the leave monitor for the office, maintain all leave records, ensure that staff prepare their leave requests prior to their departure from the office. 
• Custodian for UN-Habitat Kuwait office inventory system. Prepare and record all inventory in the inventory list and forward semi-annual updated reports to HQs.
• Arrange staff official travel: prepare travel authorization (TA) flights and hotel reservations, ensure that staff travelling on official missions are Security Cleared prior to their departures, ensure that all domestic travels are (MOSS). Assist the staff in the completion of their travel claims forms upon completion of the missions.
• As required, type (English Arabic), compile data, draft, proofread, edit and translate official correspondence, presentations, various documents and reports.
• Perform all protocol requests as requested.
• Maintain an office filing system; for Admin. HR and Procurement and responsibly for the stationeries and other office supplies. 
• Event Organizing: responsible for event organizing ( Hotel Booking – arranging pick up service for the attendees – all duties assigned for arranging the events .
• Ensure that all UN-Habitat and Partners vehicles (under custody) are properly and promptly insured and well covered under the insurance policies. Liaise with the local insurance companies to determine the best value for money.
• Supervise the drivers and all support staff in the project office.
• Perform other duties as assigned.

• 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.
• 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 honours 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.
• Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
• Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.