United Nations Development Programme (UNDP) Job for an Administrative Assistant in Abuja

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.

We are recruiting to fill the below position:

Job Title: Administrative Assistant

Location: Abuja, NIGERIA
Type of Contract: Service Contract
Post Level:SB-2

Background
Organisational setting and reporting relationships:
This position is located in the United Nations Office on Drugs and Crime (UNODC) Country Office in Abuja, Nigeria (CONIG). Working under the guidance of the Project Coordinator and the direct supervision of the Finance Officer, 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.

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, project revisions, progress reports and summaries.
• Establish a project reference / archive system and maintain all project related files. 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 or programme plans and general reference documents.
• Assist in the development of contacts with Government institutions and authorities, other United Nations organizations, NGOs, civil society organizations, resource persons and the media regarding the project.
• Collect, assess and analyse information related to the project in view of providing:

1. background and/or complementary information for the project;
2. regular inputs into relevant information networks, including creation and maintenance of project / country office expert rosters (databases), and
3. additional information as requested.

• Maintain records on the general political situation of Nigeria and on all anti-corruption and related criminal justice events and developments.
• Identify and process requests for procurement and services needed for the project.
• Assist the Finance and Administrative Associate in activities leading to procurement, maintenance,monitoring and disposal of items
• Advise and makes arrangements for shipment and receipt of office and project supplies and equipment and household effects of project staff, including customs clearance.
• Use all UNODC relevant databases and applications for project management (ProFi, IMIS, LN) as needed for reporting and monitoring of project activities.
• Performs other duties (such as general correspondence, attendance at meetings, minutes of meetings, reports, follow-up, etc.) as required.
• Assist in the updating of internal records of donor assistance in the area of anti-corruption
• Assist in the organization of seminars, workshops and training activities of the project.
• Assists in the preparation of terms of reference, appointments, programmes and logistics for visiting experts, missions, delegations, and donor representatives through liaison with beneficiary counterparts,oversees UN staff and government authorities.
• Liaise with UNDP and other relevant organizations in the implementation of the project.
• Provide support 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 Government of Nigeria.
• Make travel and hotel reservations, prepares travel orders and assembles information pertinent to the purpose of travel.

• Professionalism: Sound knowledge and understanding of concepts and approaches relevant to budgetary and financial management; 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 programme budgeting and financial administration; demonstrable commitment to the values of the United Nations, particularly integrity in daily activities and behaviors; 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.
• Client Orientation: 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.
• 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.
• 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.

• Ordinary National Diploma in business, public or personnel administration or related field is required. Recognized professional certificate in Personnel administration, account/finance or related fields may be considered. .

• At least four years of progressively responsible 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.
• Experience in UN financing reporting systems and reporting systems and processes (including ATLAS, FOML and ProFi) a strong asset. Knowledge of European Union financial procedures an advantage.

• 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.