Information Systems Assistant

Organizational Location: UN-HABITAT

Duty Station: Nairobi

Functional Title: Information Systems Assistant

Grade: G4

Post Duration: 9 months

Closing Date: 4 April 2011

Background

The United Nations Human Settlements Programme, UN-HABITAT, is the UN agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all.

The post is located in the Resource Mobilization Unit (RMU), Office of the Executive Director, UN-HABITAT.

The Agency has developed a Donor Information System (DIS) and an online pipeline projects database that need to be maintained and updated regularly. Under the direct supervision of the External Relations Analyst, the guidance of the Head of Unit, and together with a dynamic team, the incumbent's duties will be:

Responsibilities

Within limits of delegated authority, the Information Systems Assistant will be responsible for the following duties:

• Conduct searches and compiles information and reference materials from various sources for reports, studies, briefings, meetings/conferences, etc; assists in the preparation of presentation materials using appropriate technology/software.
• Regularly maintains and updates the DIS ensuring high quality of information.
• Generates a variety of standard statistical and other reports, work orders, etc., using various databases. Assists with the verification of data and data extraction required for the agency wide Portfolio Review.
• Responds or drafts responses to routine correspondence and other communications in particular those related to the DIS and the pipeline projects database; uses standard word processing package to produce a wide variety of large, complex documents and reports; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
• Assists in the maintenance of the RMU website(s) by scanning, converting and posting a variety of documents onto the site.
• Performs data entry and extraction functions.
• When required, performs general administrative tasks and provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• Provides guidance to less experienced staff on general office processes and procedures, computer applications, including supporting end-user trainings.
• Performs other duties as assigned

Competencies

Professionalism:

• Knowledge of general office and administrative support including administrative policies, processes and procedures.
  
• 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.

Teamwork: Works collaboratively with colleagues to achieve organizational 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.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Qualifications

Education: High school diploma or equivalent is essential. Having passed the UN Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters is an asset.

Work Experience: At least four years of relevant experience in general office support or related area is desirable. Work experience with the UN in a related field is desirable.

Language: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official UN language is an advantage.

Other skills: Creative person, resourceful and always ready to help

Remuneration

See UN website http://www.un.org/Depts/OHRM/salaries_allowances/index.html

How to apply

All applications should be submitted to:

Resource Mobilization Unit
Office of the Executive Director, UN-HABITAT
P.O. Box 30030, Nairobi, Kenya
Email: info.rmu@unhabitat.org

Deadline for applications: 4 April 2011