SPECIAL ASSISTANT, ADMINISTRATION (Fixed-Term Limited), Nairobi, Kenya

## SPECIAL ASSISTANT, ADMINISTRATION (Fixed-Term Limited), Nairobi, Kenya - Organization:UN-Habitat - United Nations Human Settlements Programme - Office:UN-Habitat Nairobi Organizational 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. This position is located in the Office of the Executive Director, Nairobi Duty Station. The incumbent will report to the Chief of Staff and Executive Director and will be responsible for the following duties/responsibilities; Support and advise the Chief of Staff through: i) Coordination of strategic prioritization of all communications addressed to the Chief of Staff, 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. ii) Review of documents reflecting UN-Habitat policies for substance and style, submits for final clearance to the Chief of Staff. iii) In consultation with UN-Habitat Senior Management, monitors, identifies and brings to the attention of the Chief of Staff in the office of Executive Director, emerging policy and managerial issues. iv) Identifies issues requiring attention and/or intervention by the Executive Office and coordinates and develops recommendations for action in coordination with Chief of Staff, relevant managers and staff member as well as follows up on decisions taken. Maintains liaison with Divisions and serves as the contact point between the Chief of Staff, Executive Office, Senior Management and UN-Habitat Regional and Liaison Offices: i) 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. ii) Liaises closely with the Chief of Staff and the Executive Office team, keeping abreast of key developments on strategic issues. iii) Manages the Chief of Staff day-to-day commitments, serves as point of referral on requests for appointments with the Chief of Staff and on problems which require the Chief of Staff’s attention. iv) Ensures prompt and efficient communication and coordination between the Chief of Staff and UN-Habitat Divisions and Offices. v) 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 Director?'s signature. vi) Working with the Divisions and relevant staff, drafts correspondence for and on behalf of the Chief of Staff, including confidential correspondence. Supports the Chief of Staff meetings: i) Assist the Chief of Staff 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. ii) Ensure that the Chief of Staff 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. iii) Ensure that the Chief of Staff has relevant briefing material for meetings with senior managers, colleagues, members of the diplomatic community, and visiting government, UN, IGO and NGO officials. iv) Support the Chief of Staff during these meetings. v) Maintain meeting records and ensure necessary follow-up action is undertaken in a timely manner. Supports the Chief of Staff to maintain close contact with governments, delegations, senior officials of the UN and UN system organizations: i) Facilitates effective communication and contacts between the Chief of Staff and these bodies/organizations. ii) Brings to the attention of the Chief of Staff, Executive Office issues relevant to UN-Habitat? s bilateral relations with governments and inter-agency cooperation. iii) Receives and reviews confidential communications from governments and drafts correspondence for and on behalf of the Chief of Staff, including confidential correspondence to governments and Permanent Missions. iv) 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. v) 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 Chief of Staffin the performance of their functions, including the provision of policy advice on issues as appropriate. Supports the Chief of Staff missions: i) Coordinate the preparation of extensive briefing materials and mission files for the Chief of Staff, ensuring the materials from other offices are submitted in a timely manner and are of high quality. ii) In collaboration with the Spokesperson, finalise all speeches and statements to be delivered by the Chief of Staff, in close consultation with the submitting office. iii) Guide the Chief of Staff Administrative Assistant on all logistical preparations for mission travel, in cooperation with relevant substantive colleagues (particularly in regional/outposted offices) and external interlocutors. iv) Assist in follow-up actions arising from missions, including the finalization of the Chief of Staff mission reports and dissemination of relevant information to colleagues in other parts of UN-Habitat. v) 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 Chief of Staff. 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