Programme Management Assistant

Context

The United Nations Human Settlements Programme (UN-Habitat) is mandated by the United Nations General Assembly to promote, monitor, and report on progress in the implementation of the New Urban Agenda, with the twin objectives of housing for all and sustainable urban development. UN-Habitat works and cooperates with governments, local authorities, non-governmental organizations, the private sector, and other agencies in promoting sustainable urbanization and the reduction of urban poverty. Its work involves norm-setting, operational activities, capacity-building, monitoring, advocacy, and partnership building at global, regional, national, and local levels.

• UN-Habitat has been actively working in Guinea-Bissau since 2015, with its action embracing a series of areas associated with sustainable urbanisation, including urban resilience, urban and regional planning, urban governance, reduction of land-related conflicts, basic services delivery, affordable housing, urban policy, and related legislation, etc. The Programme in Guinea-Bissau also plays a key role on partnerships with, amongst others, UN sistem agencies and the European Union, and especially with the Ministry of Public Works, Housing and Urban Planning (MOPHU), the State Secretariat for Planning and Regional Integration (SEPIR) under Ministry of Economy (ME), the Ministry of Environment and Biodiversity (MEB), the Ministry of Territorial Administration and Local Power (MATPL), well as regional and city authorities.
• UN-Habitat has established a Habitat Country Programme Document (HCPD) for the 2022-2026 period, building on the UN Sustainable Development Cooperation Framework (UNSDCF) established in 2021, in line with the Government Programme 2020-2023. For this new period, UN-Habitat aims to strengthen its niche position as “thought leader”, setting the global discourse and agenda on sustainable urban development, driving the policy discussion, generating expert and cutting-edge knowledge, shaping technical norms, principles, and standards, and acting as a multiplier in the exchange of knowledge, experiences and best practices in cities and other human settlements.
• In Guinea-Bissau, UN-Habitat performs both normative and operational works. On the normative side, the programme has collaborated with governments at the national, regional and local level in the development of spatial and strategic plans, e.g., Bissau 2030 and Bijagós 2030. On the operational side, UN-Habitat has promoted initiatives concerning the improvement of public infrastructure (e.g., logistical facilities, sanitation, etc.). In addition, the program initiated in 2023 a comprehensive multi-year project within the Green and Inclusive Cities European Union Program, called “No Misti Disinvolvimentu Local.”
• To coherently implement its HCPD and respond to the increased country portfolio, UN-Habitat is recruiting a National UN Specialist Volunteer to act as the Programme Manager Assistant (PMA). This role will work closely with the National PMA and the Programme Manager Officer (PMO) stationed at the Nairobi headquarters.

Task description

Within the scope of their role, the Administrative Assistant will assist with the following tasks:

Human Resources Management

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables; prints and reviews IMIS reports.

General Administration

• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• 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; organizing and coordinating administrative arrangements for 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, swipe-card access and door keys.

Work implies frequent interaction with the following:

• Staff within the Executive Office or the work unit and clients in the Department.
• Human resource, administrative, accounting staff in missions and Headquarters, general support services and conference services staff. Consulting firms.

Results Expected:

• Contributes to the effectiveness and efficiency of the department/unit by providing administrative and financial support and specialized assistance to more senior staff in the assigned areas of responsibility.

Skills and experience

Human Resources Administration:

• Knowledge of HR processes (recruitment, performance appraisals, staff movements).
• Data management and reporting (time, attendance, staffing tables).

Administrative Skills:

• Organizing travel, managing files (paper/electronic), drafting correspondence.
• Coordinating with teams and service units.

Contract and Finance Management:

• Processing payments, auditing contractor invoices, managing accounts.
• Contract administration and issue resolution.

Communication and Liaising:

• Drafting documents and liaising with HR, finance, and support staff.

Technical Proficiency:

• Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others), email, and internet; familiarity with database management; and office technology equipment;

Experience:

• Prior experience in HR administration, contract management, and general administrative support.

Languages

• Portuguese, Level: Fluent, Required
• English, Level: Fluent, Required
• Crioulo, Level: Working knowledge, Desirable

Source: https://app.unv.org/opportunities/1774906831335680