UNDP Job in Abuja for a Programme Assistant, June 7 2016
United Nations Development Programme (UNDP) helps developing countries
attract and use aid effectively. In all our activities, we encourage
the protection of human rights, capacity development
and the
empowerment of women.
UNDP is recruiting to fill the position below:
Job: Title: Programme Assistant - Nigeria Partnership
on Strengthening Criminal Justice Responses to Terrorism (under global
project “Strengthening the Legal Regime against Terrorism”): GLOR35
Job ID: 4234
Location: Abuja, Nigeria
Practice Area - Job Family: Peace Building
Grade: SB3
Vacancy Type: Service Contract (SC)
Posting Type: External
Bureau: Africa
Contract Duration: Initial duration of one year
Background
- This position is located in the United Nations Office on Drugs and Crime (UNODC) Country Office in Abuja, Nigeria (CONIG).
- Working together in a team with other project support staff in
CONIG, the incumbent will be responsible for providing operational,
organizational, logistical and administrative support to the project.
This will involve planning and executing various operational, logistical
and administrative requirements for the project activities; organizing
travel of project personnel, experts and participants; preparing cost
estimates and maintaining expenditure estimates; producing and
disseminating documents in a timely manner; supporting on-site conduct
of activities; preparing and providing general secretarial support, etc.
- As required, s/he will also provide support for the procurement
and the budgetary and financial management support for the project.
- The incumbent will work under the direct supervision of
designated project officer(s) and the guidance of the Project
Coordinator and overall guidance of the UNODC Representative and Head of
Programme.
- The level for the post is SB3/2 (equivalent to G5).
Duties and Responsibilities
The incumbent will carry out the following tasks:
- Provide operational, organizational, logistical and administrative support to the project;
- Work with the Project Coordinator, other project officers and
the lead Programme Assistant to ensure that the required administrative
and organizational support is provided for the various, often
simultaneous, project activities.
- Assist the supervisor(s) and other assigned project officers to
carry out their responsibilities for the project by carrying out a
variety of support functions.
- Identity and carry out required organizational, logistical and
administrative arrangements for assigned clusters of project activities,
such as seminars, workshops and meetings. This will entail: determining
service requirements and arranging for their procurement, organizing
travel and accommodation of project personnel, experts and participants;
preparing and timely dissemination of documents; supporting on-site
conduct of activities, etc.
- Provide support to the UNODC Security Focal Point on UNODC’s personnel security.
- Advise and make arrangements for shipment and receipt of office
and project supplies and equipment and household effects; including
customs clearance.
- Provide advice and assist staff members and their dependants by
processing requests for visas, identity cards, driving licenses and
other necessary personnel-related documents in accordance with the
requirements of the United Nations and the country of the duty station
location.
- Perform other duties as required, such as general correspondence, attend meetings and prepare minutes of meetings, etc.
- Provide support for the procurement and the budgetary and
financial management for the project: work closely with the Budget and
Finance Assistant of the project, support work in this area as needed
- Work closely with the Lead Programme Associate and serve as back-up as required
- Prepare cost estimates and maintain expenditure estimates and overviews for project activities.
- Assist in formal and informal communications and following up
contact with Government institutions and authorities, local
representatives of other United Nations organizations, NGOs, civil
society organizations, resource persons and the media regarding UNODC
mandates and project matters.
- Maintain regular liaison and coordination within CONIG and with
the Terrorism Prevention Branch and the Regional Section for Africa and
the Middle-East; liaise with UNDP and other UN-related organizations on
administrative matters linked to project implementation.
- Collect, compile and maintain files on information related to
project activities, produce inputs for project reports and relevant
information networks and maintain rosters of institutions and experts;
maintain detailed records on project activities, including agendas, list
of participants, experts’ contact details and reports.
- Assist in proper assets management, monitoring, recording and
disposal, in preparing Receipt and Inspection (R & I) reports for
submission to relevant procurement units and auditing missions
- Assist in and prepare programmes and logistics for visiting experts, missions, delegations and donor representatives.
- Carry out other tasks as assigned.
Competencies
Professionalism:
- Expertise in project administration and organization including
sound knowledge and understanding of concepts and approaches relevant to
budgetary and financial management; knowledge of the financial rules
and regulations of the United Nations as well as familiarity with UN
policies and procedures as they relate to programme budgeting and
financial administration; demonstrated professional competence and
mastery of administrative processes; ability to perform a range of
administrative functions, including event planning and organizing and
human resources administration; 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; and
demonstrable commitment to the values of the United Nations,
particularly integrity in daily activities and behaviors.
Teamwork:
- 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 of
UNODC 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:
- 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.
Accountability:
- 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.
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 clients.
Required Skills and Experience
Education:
- Secondary education with a recognized professional certificate
in Personnel Administration, Account/Finance or related fields.
University Degree in Business or Public Administration, Personnel
Administration, Social Sciences or related field is an added advantage
Experience:
- A minimum of 6 years of progressively responsible professional
experience in administrative assistance of project implementation and
management preferably in a civil service, NGO, or international
organisation environment.
- Computer literacy, specifically advanced skills in MS Office Suite.
- Work experience in the United Nations System or European Union -funded projects would be an asset.
How to Apply
Interested and qualified candidates should:
Click here to apply
Application Deadline 20th June, 2016.