Office Premises Assistant at UNDP

The incumbent will accelerate gender equality and women’s empowerment within all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.

Duties and Responsibilities

Under the guidance and supervision of the Operations Analyst, the Office Premises Assistant is responsible for the day-to-day upkeep and maintenance of the sub office premises in Maiduguri including generator maintenance, minor repairs, supervision of cleaners, garden upkeep and security personnel.
 Office Premises Maintenance 

• Ensures the generator and solar powered inverter system are functional and well maintained. 
• Maintain diesel consumption monthly and facilitates the diesel supply to generator. 
• Maintains a logbook for solar performance, all payments and premises related documents. 
• Directs the office cleaner as needed and monitors their work; 
• Monitor the status and conditions of the office premises and facilities and reports any abnormality or malfunctions to Operation Analyst or respective officials. 
• Coordination of the warehouse arrangement 
• Facilitation of dispenser bottle water on a weekly basis. 
• Submits monthly premises payment documents for further processing. 
• Perform any other duty requested by the supervisor. 

Administrative Support Functions 

• Provides front-desk support services to the suboffice. 
• Monitoring of visitors to the premises; assistance to visitors by providing directions and accurate information 
• Receipt, registration and forwarding of incoming mail and other correspondence to proper units; 
• Undertakes photocopying, printing and scanning of relevant material for staff. 
• Provides logistical support for meetings, setting up of conference rooms, and refreshments being provided; 
• Support with accommodation booking at the humanitarian hub. 
• Coordinates in and out flow of movement of goods in the office (stationery, office equipment when necessary); 
• Monitors the inventory level of office supplies. 
• Perform any other duty requested by the supervisor. 

Security Support Functions 

• Ensures familiarization with emergency procedures -Fire Safety and Security Plan for the sub office, location of muster point, and assists in related procedures where necessary; 
• Knowledgeable of location of all office fire extinguishers and emergency exits and equipped to utilize equipment in case of emergencies within premises; 
• Ensuring availability/supply/replenishment of dry food for the office bunker. 
• Perform any other duty requested by the supervisor. 

ICT Support 

• Support to organization and scheduling of meeting using video conference, as well as general services. 
• Perform any other duty requested by the supervisor. 

Facilitation of knowledge building and management; 

• Contribution to knowledge networks and communities of practice; 
• Ensuring availability of coverage and backstopping for Operations Analyst as well as for other General Service staff in the Office where available for indicated absences. 
• Perform any other duty requested by the supervisor. 

Required Skills and Experience

Education:

• Secondary Education is required.

Experience:

• Minimum 3-years (with secondary education) of professional working experience in Operations or Administration; 
• Use of excel, Microsoft word, knowledge of Quantum general applications.
• At least 3 years of work experience as a Clerk or in administrative role.
• Previous work with State Institutions/ International Organization’s is an asset.
• Ability to multitask within units.
• Ability to utilize basic working tools within the office premises.