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We are recruiting to fill the position of:
Job Title: Administrative Assistant
Job ID: 40879
Practice Area – Job Family: Management – Administration
Vacancy Type: Service Contract (SC)
Posting Type: Common System
Contract Duration: 1 year with possibility of extension
- This position is located in the United Nations Office on Drugs and Crime (UNODC) Country Office in Abuja, Nigeria (CONIG) and other duty stations in Nigeria.
- Working under the guidance of the Project Coordinator and the direct supervision of the Liaison Officer, Abuja Office, and in close collaboration with UNODC Administrative Associate, the incumbent will assist in the general operations and execution of the project as well as other UNODC activities as relevant.
- The incumbent will be responsible for providing operational and administrative support to the project. S/he will be responsible for organizing travels, supporting organization of events, organizing workshops, preparing documents for dissemination, and providing secretarial support for the project.
Duties and Responsibilities
The incumbent will carry out the following tasks:
- Provide administrative and clerical support to the process of preparation and drafting of project work plans, budgets, revisions, progress reports and summaries.
- Maintains all proper filing system. Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project plans and general reference documents.
- Assist in the procurement process and proper asset management, monitoring, recording and disposal.
- Assists in the preparation of documents for use in the formulation of the work plans, progress reports, and periodic reviews with national counterparts.
- Assists in the development of contacts with Government institutions and authorities, local representatives of other United Nations organisations, civil society organisations, resource persons and media regarding UNODC mandates and project matters.
- Collects, assesses and analyses information related to the project in view of providing background and/or complementary information for future project proposals as well as the current project; regular inputs into relevant information networks, including creation and maintenance of institutional and individual regional expert rosters (databases) and additional information as requested.
- Maintains records on the general political situation of Nigeria and on all drugs and crime justice related events and developments of relevant to the project.
- Assists in the updating of internal records of donor assistance provided to Nigeria in the area of drugs, crime and criminal justice.
- Assistance in the organisation of terms of seminars, workshops and training activities on UNODC related issues in Nigeria.
- Assists on the preparation of terms of reference of programmes and logistics for visiting experts, missions, delegations, and donor representatives through liaison with local and overseas UN staff and government authorities.
- Maintain the project’s office activities.
- Liaise with UNDP procurement and payment matters for project related activities.
- Provide advice and assist staff members and their dependents by processing requests for visa, identity cards, driving licenses and other necessary personnel-related document in accordance with the requirements of the United Nations and Nigeria.
- Makes travel and hotel reservations, prepares travel orders and assembles information pertinent to the procurement of travel.
- Advises and makes arrangement for the shipment and receipt of project supplies and equipment and household effects, including customs clearance.
- Provides support to the UNODC Security Focal Point on UNODC’s personnel security.
- Performs other duties (such as general correspondence, attendance at meeting, minutes of meetings, reports, follow-up, printing, copying, etc.) as required.
Required Skills and Experience
- Secondary Education, with experience in Office Administration and management
- A minimum of 4 years of progressively responsible experience in providing administrative support of project implementation and management, preferably in a civil service non-government organization (NGO) or international organization environment.
- Computer literacy, specifically advanced skills in MS Office Suite.
- Work experience in the United Nations System or European Union funded projects and knowledge of UNODC System would be an asset.
- English and French are the working languages of the United Nations Secretariat.
- For the post advertised, fluency in English (both oral and written) is required;
- Knowledge of other UN official languages is an asset.
- Sound knowledge and understanding of concepts and approaches relevant to budgetary and demonstrable knowledge of database administration;
- Knowledge of the financial rules and regulations of the United Nations as well as familiarity with UN policies and procedures as they relate to travel administration;
- Demonstrable commitment to the values of the United Nations, particularly integrity in daily activities and behaviours;
- Demonstrated professional competence and mastery of administrative processes;
- Ability to perform a range of administrative functions, including event planning and organizing;
- Ability to map out potential risks and make contingencies, as required;
- Shows pride in work and achievements;
- 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.
- Takes ownership of responsibilities and honours commitments;
- Delivers outputs for which one has responsibility within prescribed time, cost, and quality standards;
- Operates in compliance with organizational regulations and rules;
- Takes responsibility for delegated assignments;
- Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
- Considers all those to whom services are provided to be “clients” and seeks to see things from the 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.
- Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
- Works collaboratively with colleagues within and outside UNODC;
- 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 join responsibility for team shortcomings.
Planning & Organizing:
- Able to establish priorities and to plan, coordinate and monitor work while prioritizing competing demands; Able to work on tight deadlines;
- Knowledge on how to develop clear goals that are consistent with agreed strategies;
- Foresees risks and allows for contingencies when planning;
- Monitors and adjusts plans and projects as necessary;
- Uses time efficiently.
Deadline: 31st January, 2022.
How to Apply
Interested and qualified candidates should:
Click here to apply online
Important applicant information
- All posts in the SC categories are subject to local recruitment.
- Applicant information about UNDP rosters.
- The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it.
- Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
- Qualified female candidates are strongly encouraged to apply.
- UNDP reserves the right to select one or more candidates from this vacancy announcement.
- We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.