Team Assistant at UN-Habitat

Team Assistant at UN-Habitat – UN-Habitat Kenya Job Details

Responsibilities

• Document and Communication Management
• Responds or drafts responses to routine correspondence and communications.
• Proofreads documents and edits texts for accuracy, grammar, punctuation, style, and format standards.
• Reviews, records, distributes, and processes mail and other documents; follows up on pending actions.
• Updates and maintains large distribution lists, and coordinates printing, translation, and shipment arrangements.
• Responds to moderately complex information requests, referring inquiries as necessary.
• Assists in the preparation of presentation materials using appropriate software.
• Data Management and Reporting
• Monitors processes and schedules, verifying documents, approvals, and compliance with legal and financial requirements.
• Generates a variety of statistical and other reports using databases.
• Performs data entry and extraction functions.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Administrative and Logistical Support
• Provides secretarial, administrative, and logistical support for meetings, boards, committees, and conferences.
• Maintains calendars/schedules and communicates updates to relevant staff.
• Performs general administrative tasks, including leave and attendance recording, arranging meetings, and handling reservations.
• Prepares and processes administrative documents (e.g., requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications).
• Maintains files and databases for the work unit.
• Technical and IT Support
• Assists with software and office equipment support.
• Assists in the maintenance of websites, including scanning, converting, and posting documents online.
• Guidance and Support to Team Members
• Provides guidance to less experienced staff on office processes, procedures, and computer applications.
• Other Tasks
• Performs other duties as assigned.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of three (3) years of experience in general office support, administration or related area is required.
• The minimum years of relevant experience is reduced to one (1) year for candidates who possess a first-level university degree or higher.
• Experience utilizing Microsoft Office packages, including Word and PowerPoint, to draft presentations and correspondence is required.
• Experience supporting intergovernmental meetings is desirable. Experience working within the UN common system or similar international organizations is desirable.
• One (1) year or more of experience in data analytics or related area is desirable