Background  

UN-Habitat, the United Nations Human Settlements Programme, supports countries in promoting socially and environmentally sustainable, resilient, and well-planned cities and towns, with adequate housing, infrastructure, and access to basic services. Responding to crisis and post-crisis contexts is a core part of UN-Habitat’s mandate.

In Ukraine, UN-Habitat supports national and local authorities in recovery efforts, linking immediate reconstruction needs with longer-term resilience solutions. At the local level, this includes support to municipal recovery planning through the Urban Lab in Kyiv. UN-Habitat also works to strengthen urban planning and design capacities by engaging academia, think tanks, and practitioners. At the national level, UN-Habitat supports the Ministry for Communities, Territories and Infrastructure Development in developing policies and tools to guide regional and local recovery.

These efforts are complemented by initiatives to strengthen digital and data capacities of public institutions to improve decision-making and support climate-resilient recovery planning, including through UNITAC, a collaboration with the UN Office for Information and Communication.

Rationale and context of the assignment

The purpose of the post is to provide comprehensive programme support to the UN-Habitat Ukraine office, ensuring the effective functioning of day-to-day operations. The Programme Assistant will support internal workflows related to finance, logistics, and documentation, including processing of financial transactions in Umoja. The incumbent will also contribute to programme implementation by facilitating coordination across offices, field teams, and partners, and by ensuring the timely and efficient execution of approved activities.

  Duties and main responsibilities 

Under the direct supervision of the Programme Management Officer and the overall supervision of the Chief Technical Advisor, the incumbent will undertake the following tasks: 
•    Provide administrative, financial, and operational support to programme implementation, ensuring smooth day-to-day operations and timely delivery of planned activities;
•    Arrange appointments, meetings, missions, workshops and conferences in support of programme activities; receive visitors, screen calls, and respond to routine requests for information;
•    Maintain and update programme-related files, records, and documentation, including manuals and personnel-related records;
•    Provide regular updates to the Programme Management Officer on ongoing tasks, deliverables, and follow-up actions, and ensure prior coordination before initiating external communications or commitments;
•    Assist with financial operations supporting programme activities, including support to petty cash-related transactions, as applicable, maintenance of accounting records, and classification and recording of transactions;
•    Support the creation, processing, and monitoring of financial obligations, travel claims, purchase orders, payments, and fund commitments in Umoja, under the guidance of the Programme Management Officer;
•    Assist with office and field operations, including stock control, inventory management and reporting, and support to programme missions and field activities, such as maintaining vehicle logbooks and preparing usage reports;
•    Support personnel-related administrative tasks, including attendance, leave records, allowances, travel claims, and other entitlements related to programme staffing and activities;
•    Liaise with field teams, vendors, municipalities, and institutional partners to ensure the smooth flow of programme-related operational activities;
•    Assist programme staff in preparing and processing operational inputs related to workshops, missions, field activities, and partner engagements, in line with UN-Habitat procedures;
•    Track the administrative and financial status of programme activities and flag potential delays or operational bottlenecks affecting implementation;
•    Perform any other related duties as assigned by the Programme Management Officer or Chief Technical Advisor.
 

Duty Station 

The work shall be performed from the Kyiv office. It is also expected that the Programme Assistant would reside in Kyiv or the vicinity thereof. Transport to and from work will be the staff member’s responsibility. Travel to partner municipalities and contacts with partners will be part of the work.

Competencies 

Professionalism: Ability to perform a broad range of administrative functions; 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 organisational 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 and Organising: 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.

Qualifications and requirements 

• Completion of secondary education (high school diploma) is required;
• Minimum 3 years of work experience in the field of work;
• Proven ability and knowledge of modern office procedures;
• Capable of working with minimum supervision and prioritising daily tasks;
• Well-organized, with the ability to work under pressure and extended hours;
• Good working knowledge of computerized office systems and standard MS Office applications; 
• Ability to work co-operatively with other staff and share experience;
• Excellent communication skills;
• Valid Passport for occasional travel in the region;
• Valid driving license and the ability to obtain a UN driver’s licence.

Special considerations 

The candidate should be: 

• Committed to UN-Habitat’s mission, vision and values;
• Familiar with standard government and UN administrative and financial procedures;
• Sensitive to gender issues and issues of concern to vulnerable groups;
• Willing to take responsibility and make sure tasks are fully completed;
• Displaying cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Sharing knowledge and experience;
• Providing helpful feedback and advice to others in the office.

Language

• Fluency in written and spoken Ukrainian and English is required; knowledge of other relevant languages in Ukraine is an asset.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

Scam alert

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