Special Assistant, Administration, P-3 at UN-Habitat

Responsibilities

Support and advise the Executive Director through:

• Coordination of strategic prioritization of all communications addressed to the Executive Director, reviews and comments on them, suggests courses of action and if appropriate, assigns them directly for action to a Division/Regional Office and monitors progress of preparation.
• Review of documents reflecting UN-Habitat policies for substance and style, submits for final clearance to the Executive Director.
• In consultation with UN-Habitat Senior Management, monitors, identifies and brings to the attention of the Executive Director and Chief of Staff in the office of Executive Director, emerging policy and managerial issues.
• Identifies issues requiring attention and/or intervention by the Executive Office and coordinates and develops recommendations for action in coordination with Chief of Staff in the office of Executive Director, relevant managers and staff.
• Follows upon decisions taken.

Maintains liaison with Divisions and serves as the contact point between the Executive Director, Executive Office, Senior Management and UN-Habitat Regional and Liaison Offices:

• Liaises with senior management on missions/travel and ensures adequate feedback to senior management on the outcome of the official missions and follows-up as appropriate.
• Liaises closely with the Deputy Executive Director, Chief of Staff and the Executive Office team, keeping abreast of key developments on strategic issues.
• Manages the Executive Director͛'s day-to-day commitments, serves as point of referral on requests for appointments with the Executive Director and on problems which require the Executive Director͛'s attention.
• Ensures prompt and efficient communication and coordination between the Executive Director and UN-Habitat Divisions and Offices.
• Together with the Chief of Staff, reviews communications prepared for signature by the Executive Director for substance and style and clears them for the Executive Director͛'s signature.
• Working with the Divisions and relevant staff, drafts correspondence for and on behalf of the Executive Director, including confidential correspondence.

Supports the Executive Director's meetings:

• Assist the Executive Director in planning for and participating in meetings of the UN-Habitat Assembly (UNHA), the Executive Board and the Committee of Permanent Representatives, as well as the United Nations Sustainable Development Group UNSDG and the Chief Executives Board.
• Ensure that the Executive Director is effectively able to participate in (and lead, when appropriate) meetings with the UN-Habitat Senior Management Team, Executive Committee, and other internal bodies as necessary.
• Ensure that the Executive Director has relevant briefing material for meetings with senior managers, colleagues, members of the diplomatic community, and visiting government, UN, IGO and NGO officials.
• Support the Executive Director during these meetings.
• Maintain meeting records and ensure necessary follow-up action is undertaken in a timely manner.

Supports the Executive Director to maintain close contact with governments, delegations, senior officials of the UN and UN system organizations:

• Facilitates effective communication and contacts between the Executive Director and these bodies/organizations.
• Brings to the attention of the Executive Director and Chief of Staff, Executive Office issues relevant to UN-Habitat͛ s bilateral relations with governments and inter-agency cooperation.
• Receives and reviews confidential communications from governments and drafts correspondence for and on behalf of the Executive Director, including confidential correspondence to governments and Permanent Missions.
• Identifies, analyzes and monitors political developments, particularly in the regional context, as well as trends and emerging issues that could affect the work of UN-Habitat.
• Assess implications and make recommendations to senior management on possible policies, strategies and other measures to address issues of concern and to advance mandated objectives. vi) Supports the Executive Director in the performance of his/her functions, including the provision of policy advice on issues as appropriate.

Supports the Executive Director͛'s missions:

• Coordinate the preparation of extensive briefing materials and mission files for the Executive Director, ensuring the materials from other offices are submitted in a timely manner and are of high quality.
• In collaboration with the Spokesperson, finalise all speeches and statements to be delivered by the Executive Director, in close consultation with the submitting office.
• Guide the Executive Director͛'s Administrative Assistant on all logistical preparations for mission travel, in cooperation with relevant substantive colleagues (particularly in regional/outposted offices) and external interlocutors.  
• Assist in follow-up actions arising from missions, including the finalization of the Executive Director͛'s mission reports and dissemination of relevant information to colleagues in other parts of UN-Habitat.
• Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
• Perform any other duties as assigned by the Executive Director.

Competencies

• PROFESSIONALISM : Ability to identify and analyze political, ethnic, racial, social and economic problems that cause civil unrest in a country or geographic area. Ability to work in the field of electoral assistance. Knowledge of electoral processes and their technical and political implications. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Able to analyze and interpret data in support of decision-making and convey resulting information to management.
• 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.
• 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

• Advanced university degree (Master’s degree or equivalent) degree in political science, international relations, law, business administration, urban planning and design, architecture or related field.
• A first-level degree (Bachelor's degree or equivalent) in the specified fields of studies with two (2) additional years of relevant work experience may be accepted in lieu of the advanced university degree.
• Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

• A minimum of five years of progressively responsible experience in public administration, international relations, law, development management, business administration, urban planning and development or related area is required.
• Experience in international and multilateral relations is desirable.
• Experience in project or programme or development management, executive administration, support and advisory is desirable.
• At least two (2) years or more of experience in data analytics or related area is desirable.

Deadline : Jul 14, 2024