United Nations Development Programme Vacancy for a WFP Administration Assistant
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 position below:
Job Title: WFP Administration Assistant
Job ID: 3781
Location: Abuja, Nigeria
Grade: SB2
Vacancy Type: Service Contract (SC)
Posting Type: External
Contract Duration: 6 months
Background
This position is located in the Wold Food Programme (WFP) Country Office
in Abuja, Nigeria (CONIG).Working under the overall guidance of the WFP
Finance Office and under the direct supervision of the Admin/Finance
Officer, the incumbent will assist in the general operations and
execution of the WFP Country Office activities
Duties and Responsibilities
The incumbent will carry out the following tasks:
- Provides administrative and clerical support for the
planning/implementation of project activities –including seminars,
workshops and training activities.
- 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 or programme plans and general reference documents.
- Assists in the preparation of documents for use in the
formulation of the work plans, progress reports, budgets, and periodic
reviews with national counterparts.
- Assists in procurement processes and proper assets management, monitoring, recording and disposal.
- Maintains records on project activities / assistance delivery,
including agendas, list of participants, experts’ contact details and
reports.
- Assists in the preparation of terms of reference, programmes and
logistics for visiting experts, missions, delegations, and donor
representatives.
- Provides 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.
- Advises and makes arrangements for shipment and receipt of
office and project supplies and equipment and household effects;
including customs clearance.
- Provide support to the WFP Security Focal Point on WFP’s personnel security.
- Makes travel and hotel reservations, prepares travel orders and assembles information pertinent to the purpose of travel.
- Assists in following up contact/communication with Government
institutions and authorities, local representatives of other United
Nations organizations, NGOs, civil society organizations, resource
persons and the media regarding WFP mandates and project matters.
- Liaise with UNDP and other UN-related organizations on administrative matters linked to project implementation.
- Collects, assesses and analyses information related to project
activities in view of providing background and/or complementary
information for future project reports / proposals regular inputs into
relevant information networks, including creation and maintenance of
institutional and individual regional expert rosters (databases), and 3.
additional information as requested.
- Performs other duties (such as general correspondence,
attendance at meetings, minutes of meetings, reports, follow-up, etc.)
as required.
Competencies
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.
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 WFP
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:
- Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
- University degree in Business or public administration,
personnel administration, social sciences or related field will be a
plus.
Experience:
- A minimum of 4 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.
Languages:
- 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.
How to Apply
Interested and qualified candidates should:
Click here to apply
Application Deadline 18th May, 2016.