Field Project Assistant

Result of ServiceEffective delivery of a wide range of administrative and office support functions under moderate supervision. Regularly assists in drafting routine correspondence and other communications. Produces a range of routine documents, reports and other outputs accurately and in a timely manner. Appropriately applies relevant policies, guidelines, procedures and processes to official work. Establishes effective working relationships with internal and external contacts at all levels. Work LocationKakuma Expected duration09 months Duties and ResponsibilitiesAbout UN-Habitat The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable human settlements development and the achievement of adequate shelter for all. For close to forty years, UN- Habitat has been working in human settlements throughout the world, focusing on building a brighter future for villages, towns, and cities of all sizes. The Urban Practices Branch (UPB) is the tools and methodology production center of the UN-Habitat that develops normative guidance and cutting-edge tools through communities of urban practices and is the operational level responsible to undertake technical cooperation projects, such as the construction of water and sanitation facilities, shelter and other work. The Planning, Finance & Economy Section (PFES) is responsible for supporting urban and territorial planning at all scales, including through the development of planning policy, norms and guidelines, urban design and public space design, urban finance (municipal finance and urban development/projects finance), and local economic development. Background UN Habitat has been approached by the Government of Kenya and The World Bank to provide Technical Assistance for the Window for Host Communities and Refugees of the Second Kenya Urban Support Program (KUSP2) through a Service Contract. The Window for Host Communities and Refugees (WHR) has been developed under KUSP2 to strengthen the capacities of urban institutions in refugee hosting areas. At the national level, the project aims to strengthen policy and legislative frameworks related to refugees and urbanization, including supporting the implementation of the Refugees Act of 2021, and related policies and legislation. At the local level, the project’s main goal is to establish and strengthen urban institutions and improve access to infrastructure services in refugee and host community areas/ surrounding areas. The KUSP2 WHR framework, under the special municipalities in Kakuma (Turkana County) and Dadaab (Garissa County), can potentially become a platform for coordination of settlements planning and development interventions in these areas. The project will target both host and refugee communities as residents of the new municipalities, through working with the respective municipal boards. To deliver the required TA to KUSP2, UN-Habitat will design activities that will contribute towards building overall institutional capacity for integrated planning and municipal management, delivery of services, refugee-host integration and strengthened policies on urban planning and development. Overall, the scope of technical assistance activities will fall within five areas of intervention, as follows: (a) Support to integrated development planning through advisory on planning processes; (b) Capacity assessments and training for skills development; (c) Review and advisory on design and delivery of infrastructure projects; (d) Technical advisory and support to institutional, policy and legislative development; (e) Knowledge management- production and dissemination of normative work. Reporting and Communication The Field Project Assistant will report directly to the Field Coordinator under the overall supervision of the Snr. Programme Management Officer/Project Manager within the Planning, Finance and Economy section. He/she will interact with colleagues from other sections within UN-Habitat, and liaise with partners, government counterparts and other stakeholders outside UN-Habitat. Duties and Responsibilities Under the overall supervision of the Snr. Programme Management Officer/Project Manager, the Field Project Assistant will be responsible for the following duties: • Performs a wide range of office support and administrative functions. • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports. • Monitors processes and schedules related the project’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements. • Generates a variety of standard statistical and other reports, work orders, etc. • Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file searches, etc.), and refers inquiries to appropriate personnel for handling as necessary. • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. • Performs data entry and extraction functions. • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions. • Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc. • Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.). • Maintains files (both paper and electronic) and databases for work unit. • Assists in providing software and office equipment support. • Provides guidance to new staff on general office processes and procedures, computer applications, etc. • Performs other duties as assigned. Work implies frequent interaction with the following: Administrative staff in partner organizations and government agencies. Visitors and representatives from Permanent Missions, UN Common System and other international organizations, NGOs, government, etc. Qualifications/special skillsFirst level degree in Administration, Project Management, Finance, Accounts, or related field is required. At least five (5) years’ experience in general office support or related area is required. 1 year or more of experience in data analytics or related area is desirable. Work experience within the United Nations System or similar organization is desirable. Experience working in hardship environments is desirable. Security training on working in insecure regions or responding to security threats and emergencies is desirable. LanguagesEnglish and French are the working languages of the United Nations. For the consultancies advertised, fluency in English, both verbal and written, is required and knowledge of other UN languages is desirable. Knowledge of Kiswahili is desirable Additional InformationNot available. No FeeTHE 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.