Org. Setting and Reporting

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. The Corporate Management Division (CMD) provides strategic guidance and coordinates the administrative, operational, and programme support services required for the successful delivery of UN-Habitat's mandate. These services are provided either directly by the Division or through the effective management of external service providers. This position is a Fixed-term limited located in the Human Resources Management Section, Corporate Management Division (HRMS/ CMD) in the Non-Staff Personnel Support Global Unit. The Senior Programme Management Assistant will report to the Programme Management Officer. Within delegated authority, the Senior Programme Management Assistant will perform the following duties:

Responsibilities

Independently provides full range of programme and administrative support and project management assistance across all phases of the programme/project cycle for, typically, a large and highly complex HR and programme initiatives, seeking guidance only in exceptional circumstances.

Researches, compiles, analyses, and presents information and data on a wide range of programme, administrative and HR-related issues, identifying trends and highlighting key findings for management consideration.
Tracks resolutions and other legislative decisions that affect programme/project content and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes enacted by legislation.
Reviews, appraises and revises, HR submissions for compliance with guidelines and objectives; identifies issues, seeks clarification and prepares recommendations for management action further action.
Works with funding agencies in arranging financing modalities; obtains requisite clearances; ensures establishment of proper monitoring systems through scheduled reporting, review meetings and missions.
Drafts HR reports, workforce analytics and forecasts; prepares monitoring tools and checklists to track programme implementation, and follow-up actions required.
Monitors and oversees non-staff staff personnel recruitment documents approval and contracting processes, ensuring compliance with UN regulations and procedures.
Prepares newsletters on programme/project-related activities; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc.
Serves as focal point for coordination, monitoring and expedition of implementation of HR programme activities; liaises with diverse organizational units to initiate actions and resolve implementation issues.
Arranges for formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.
Provides secretariat services and guidance to supervisors and project managers on non-staff personnel policies, entitlements and administrative requirements.
May undertake mission/field work in support of above activities, e.g. specific administrative, operational/control tasks for programme/project activities.
Establishes internal databases to assist in the coordination and delivery of programme support services, including data analysis and the preparation of presentations, statistical tables, dashboards, infographics, and other visual representations, to facilitate reporting, monitoring, and informed decision-making.
Supervises office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.
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.
Performs other related duties as assigned.

Competencies

PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting; understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units; ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data; ability to design information data bases from multiple sources into an integrated programme evaluation system; ability to direct, supervise and train office support staff; demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization; ablity to perform analysis, modeling and interpretation of data in support of decision making; 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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. 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.

Education

Completion of high school diploma or equivalent is required. Supplementary training in a field relevant to the post is desirable.

Work Experience

A minimum of ten (10) years of progressively responsible experience in programme /project administration, administrative support, human resources administration, or a related area is required, out of which four (4) years should be in supporting the recruitment and administration of non-staff personnel. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree. At least three years of work experience working with an Enterprise Resource Planning (ERP) system, such as Umoja, SAP, or similar platform, particularly for HR, program or administrative processes is required. At least three (3) years of work experience in supporting the preparation, monitoring, processing, and/or quality review of recruitment documentation for non-staff personnel in the United Nations or a comparable international organization is required. Experience coordinating HR-related actions across multiple organizational units and maintaining related personnel records, databases, tracking tools and administrative documentation is desirable. Experience working with PeopleSoft-based human resources or recruitment applications, including Inspira or an equivalent system, is desirable. Experience supporting inter-agency coordination with United Nations entities or external partners on HR-related matters is desirable. Experience in monitoring human resources and programme-related activities, identifying implementation or compliance issues, and supporting timely corrective action is desirable. At least one (1) year of experience in data analytics or a related field is desirable.

Languages

Language	Reading	Writing	Listening	Speaking
English	UN Level II	UN Level II	UN Level II	UN Level II

Assessment

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

Special Notice

This is a Fixed Term Appointment Limited position (FTA-L). The appointment against this position is limited to the United Nations Human Settlements Programme. 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. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment. 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 in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the form, 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. 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. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.

United Nations Considerations

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.

No Fee

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.

Senior Programme Management Assistant (Fixed Term Limited)