Project Administrative Assistant,(Nairobi),Deadline: 17 March 2016

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                                                                                                           Issued on: 03 March 2016




Nairobi, Kenya


Project Administrative Assistant


6 month (with possibilities of extension subject to availability of funding)


16 March 2016



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. Because of these four decades of extensive experience, from the highest levels of policy to a range of specific technical issues, UN-Habitat has gained a unique and a universally acknowledged expertise in human settlements development. This has placed UN-Habitat in the best position to provide answers and achievable solutions to the current challenges faced by cities. UN-Habitat is capitalizing on its experience and position to work with partners in order to formulate human settlements for tomorrow. It works to ensure that cities become inclusive and affordable drivers of economic growth and social development. Turkana County is the largest county in Kenya and home to thousands of refugees fleeing from civil strife in the neighbouring republic of South Sudan. Since the end of August 2014, the current Kakuma camp has been unable to accommodate the 42,000 new arrivals that it has received. The project was developed in response to the continuous number of refugees in Kenya, Turkana County, where a significant fraction of the population has constantly been under the refugee status for the past 20 years. With long-term peace and reconciliation still not the current reality in South Sudan (and Somalia); Turkana County will likely record additional refugee arrivals. The County Government of Turkana with support of the National Government of Kenya and UNHCR is embarking on the resettlement of refugees. UN-Habitat will be able to contribute to the strengthening of the County urban planning function and the preparation of an integrated settlement plan for the Kalobeyei new site, aimed at demonstrating sustainable approaches to human settlement development and harmonious integration of refugee populations and host communities, as well as encouraging the participation of other partners.

The Project Administrative Assistant carries out his/her functions under the direct supervision of the Director, Regional Office for Africa (ROAf). UN-Habitat’s Regional Office for Africa (ROAf), located in Nairobi is led by the Director and is responsible for identifying and supporting priorities of member states in collaboration with Branches/Units. ROAf consists of internationally and nationally recruited professional staff (Senior/Human Settlement Officers and National Officers) that operationalize UN-Habitat country specific activities on a day-to day basis. In Kenya, ROAf plays an important role in ensuring that respective project activities are in line with government of Kenya and UN-Habitat Country Programme Document objectives. The Urban Planning and Design Branch supports countries in developing urban planning methods and systems that address current urbanization challenges. It promotes urban planning approaches to address rapid urban growth and urban transformation processes in countries with rapid urbanization and where cities face a backlog of services and housing. The Branch consists of three units: The City Planning, Extension and Design Unit (CPEDU), the Regional and Metropolitan Planning Unit (RMPU) and the Climate Change Planning Unit (CCPU).


  • Drafts routine correspondence to respond to enquiries related to administrative, financial and personnel matters.  
  • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
  • Performs other related administrative duties, as required (e.g., operational travel programme; physical space planning; organizing and coordinating seminars, conferences and translations
  • Assists in preparation of payments by collecting invoices and reviewing their contents for further processing.
  • Follow up with vendors for timely receipt of invoices and clarify their contents.
  • Assists in obtaining clarification, advice and guidance from HQs and UNON on payments by wire transfer, ensuring that they are received by the payee in timely manner.
  • Assist in UMOJA related transactions

In addition to above general tasks, following tasks are included to this position:

  • Assists in reviewing and finalization of TORs for consultancy and in obtaining of the approval from the Director and advertise the post on website.;
  • Assists in selection process of consultants and review of the supplementary datasheet prepared by the Substantive Office.
  • Assists in committing funds in the accounts for raising of contracts.
  • Assists in maintenance of consultancy roster.
  • Assists in follow up of other miscellaneous issues related to selection of consultants and their recruitment.




Knowledge of the UN systems. Demonstrated ability to manage processes and maintain accurate records. Ability to work independently and to maintain flexibility in working hours.

Planning and Organizing

Demonstrated effective organisational skills and ability to handle work in an efficient and timely manner. Demonstrated ability to coordinate tasks to meet deadlines.


Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with counterparts.


Excellent written and oral presentation skills in English. Ability to write in a clear and concise manner and to communicate effectively orally.


Is not bound by current thinking or traditional approaches, takes calculated risks on new and unusual ideas; thinks “outside the box”, and offers new and different options to solve problems or meet client needs.



University degree in social sciences, public, financial or business administration or other related area.

Work Experience

At least 2 years of administrative assistance experience, of which preferably; experience in providing assistance in project coordination and implementation is inclusive.


English and French are the working languages of the United Nations Secretariat. For this consultancy, fluency in oral and written English is required. Spoken Kiswahili will be an added advantage.


Computer literacy (Microsoft Office, Lotus Notes, Internet) is required. Familiarity with UN Financial Regulations and Rules and systems such as UNOJA, IMIS and IMDIS is essential and regarded as an asset. Ability to work independently and as part of a team and to deliver on time under pressure;


Payments will be based on deliverables over the consultancy period. There are set remuneration rates for consultancies. The rate is determined by functions performed and experience of the consultant. The fees will be paid as per agreement.

Applications should include:

•    Cover memo (maximum 1 page)

•    CV in the PHP format, accessible through the INSPIRA website ( Please note, if using INSPIRA for the first time, you need to register in order to activate your account, which will allow you to log in and create a personal History Profile.

•    The PHP should be attached to the application as a PDF file.

•    Summary CV (maximum 2 pages), indicating the following information:

1.  Educational Background (incl. dates)

2.  Professional Experience (assignments, tasks, achievements, duration by years/ months)

3.  Other Experience and Expertise (e.g. Internships/ voluntary work, etc.)

4.  Expertise and preferences regarding location of potential assignments

5.  Expectations regarding remuneration

•    Cover memo (maximum 1 page)


Please also be advised that since April 15th 2010, applicants for consultancies must be part of the

UN-HABITAT e-Roster in order for their application to be considered. You can reach the e-Roster

through the following link:

All applications should be submitted to:

Mr. Jeremiah Ougo


P.O. Box 30030, 00100 Nairobi, Kenya



Deadline for applications: 16 March 2016

UN-HABITAT does not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or   companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee, please contact:


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