United Nations Development Programme (UNDP) Recruitment for an Administrative Assistant

⏲ Dec 16, 2021, 2:40 AM
⋕ View all Administrative & Office Operations jobs
⌂ See more jobs at United Nations Development Programme

The United Nations Development Programme (UNDP) is the United Nations' global development network. It advocates for change and connects countries to knowledge, experience and resources to help people build a better life for themselves. It provides expert advice, training and grants support to developing countries, with increasing emphasis on assistance to the least developed countries. It promotes technical and investment cooperation among nations.

Headquartered in New York City, the status of UNDP is that of an executive board within the United Nations General Assembly. The UNDP is funded entirely by voluntary contributions from UN member states. The organization operates in 177 countries, where it works with local governments to meet development challenges and develop local capacity.

We are recruiting to fill the position below:

Job Title: Administrative Assistant, SB3

Job ID: 40708
Location: Abuja, Nigeria
Practice Area - Job Family: Management - Administration
Grade: SB3
Vacancy Type: Service Contract (SC)
Posting Type: Common System
Bureau: Africa
Languages Required: English
Contract Duration: 1 year with the possibility of extension

Background

Under the guidance of the UNDSS Deputy Security Adviser and overall supervision of CSA, the Administrative Assistant is render support services to ensure the effective delivery of, finance, general administration, human resources, procurement, logistical and common services support to UNDSS Nigeria and operations consistent with UN rules and regulations.
The Administrative Assistant will provide support to the office towards fostering effective collaboration within the teams, UNDP colleagues and with other UN agencies, promoting a client-oriented approach and ensuring optimal performance and efficient delivery of services.

Duties and Responsibilities
Summary of Key Functions:

Efficient administrative support
Human resources support
Travels Administrative Support Services
Finance Functions Support Services
Support to supply and assets management
Logistical support

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance with activities with UN/UNDP/UNDSS rules, regulations, policies and strategies.
Provision of inputs to UNDSS business processes.
Provision of inputs to the plan.

Ensures effective and efficient functioning of the UNDSS office, focusing on achievement of the following results:

Support Organization and coordination of human resources-related activities including support on recruitment activities.
Support Coordination of admin and HR arrangements.
Performing Travel Administrator, Requisitioner role in UNDP ERP system (ATLAS) for preparation of POs, travel and other administrative functions
Update HR documents on regular basis.
Provide routine Administrative & logistical support to all units/staff on all matters related to
General office administration.
Verification and recording Rn R, all types of leaves, attendance records of the Field Staff members with related reconciliation.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

Administrative support to conferences, workshops, retreats.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Extraction of data from various sources.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

Provide support to ensure that the office inventory database is updated on regular basis and that both the financial and physical status of all office Non-Expendable Properties is regularly reported
Provide support t ensure maintenance of files and records relevant to office maintenance.
Provision of support to the maintenance of common premises and common services
Provide Support to ensure maintenance of records on assets management.

Impact of Results:

The key results have an impact on the efficiency of the UNDSS office. Accurate presentation of information strengthens the capacity of the office and promotes the image of the UN as an effective contributor to the development of the country.

Qualification, Required Skills and Experience
Education:

Secondary Education is required.
Certification in Administration, University Degree in Business or Public Administration is desirable, but it is not a requirement.

Experience:

5 years of relevant professional experience in business, public administration, Human Resources, logistics, programme support service or other related areas is required.
Good knowledge of Administration is required. Experience working with the UN or other international organizations is desirable.
Experience in using the UN ERP system (ATLAS) in the area of travel and procurement is highly desirable. Good computer skills (Windows, MS Word, Excel/Spreadsheets, the internet/Web) is required.

Language Requirements:

Fluency in the English Language.

Competencies
Corporate Competencies:

Demonstrates integrity by modelling the UN’s values and ethical standards
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:
Knowledge Management and Learning:

Shares knowledge and experience.
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems.

Leadership and Self-Management:

Focuses on results for the client and responds positively to feedback.
Ability to perform work of confidential nature and handle a large volume of work.
Good knowledge of administrative rules and regulations.
Strong IT skills.
Ability to provide input to business processes re-engineering, implementation of new systems.
Consistently approaches work with energy and a positive, constructive attitude.
Remains calm, in control and good-humoured even under pressure.

Leadership and Self-Management: