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The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.
UNOPS provides project management, procurement and infrastructure services to governments, donors and UN organizations, such as th...
Background Information - Job-specific
Nigeria is one of the world's largest oil producers. Since 2004, an insurgency has broken out in the Niger delta, Nigeria's oil-producing region. The desperately impoverished local residents of the delta have seen little benefit from Nigeria's vast oil riches, and rebel groups are fighting for a more equal distribution of the wealth as well as greater regional autonomy. Violence by rebel groups has disrupted oil production and reduced output by about 20%. In 2006, the United Nations Development Programme (UNDP) launched the Niger Delta Job Creation and Conflict Prevention Initiative, funded by the SHELL Petroleum Development Company and the Bayelsa, Delta and Rivers State Governments. The general objective is to participate in mitigating the violence in the Niger delta area by offering opportunities to the youths of the militant groups. To reach this objective, the project’s aim is to convert three existing state owned vocational training facilities into Multi-Purpose Youth Centres (MPYCs). The Niger Delta militant youth groups and the youth from the immediate surrounding area are the target beneficiaries. Following a progress review undertaken in late December 2006 in the course of which the findings and recommendations of the technical experts were considered, the initial implementing partner requested that a new management arrangement should be put in place, given the increased scope and complexity of the project. UNOPS has been chosen to be the implementation partner of UNDP and therefore wishes to appoint an Administrative Assistant to undertake the tasks as described hereafter;
Functional Responsibilities
Summary of Key Functions:
- Support to effective and efficient functioning of the office/department/unit
- Support to administrative and logistical services
- Support with respect to protocol issues and requests for official documentation
- Support to office maintenance and assets management
- Support to knowledge building and knowledge sharing
1. Ensures effective and efficient functioning of the office/department/unit, focusing on achievement of the following results:
- Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
- Compilation and preparation of presentation materials and documentation for meetings and missions.
- Maintenance of hard copy and electronic files, reference materials and confidential records as required
- Petty cash management
- Preparation of travel authorization for staff members
- Translation of simple correspondences, when needed.
2. Ensures effective administrative and logistical support, focusing on achievement of the following results:
- Performance of a Buyer role in ATLAS and preparation of POs for travel activities, payments, contracts.
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
- Administrative support to conferences, workshops, retreats.
- Provide Administrative support to the HR and Finance unit.
- Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
- Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
- Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
- Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Extraction of data from various sources.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
- Assistance in the preparation of budget, provision of information for audit.
3. Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
- Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
- Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods
- Establishment and maintenance of efficient working relationship with government ministries.
- Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit
- Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule
- Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file,
- Accurate and timely information on processes and pending issues to the concerned individuals/unit
4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
- Maintenance of records on assets management, preparation of reports.
- Maintenance of files and records relevant to office maintenance
- Provision of support to maintenance of common premises and common services
5. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
- Participation in the trainings for the programme, operations and projects staff on administration
- Sound contributions to knowledge networks and communities of practice
- Perform other related duties as required.
Competencies
- Integrity
- Professionalism
- Respect for Diversity
- Creativity and innovation
- Commitment to continuous Learning
- Accountability
- Planning and organizing skills
- Results orientation
- Communications skills
- Teamwork skills
- Client orientation
- Technological awareness
Functional Competencies
Knowledge Management and Learning
- Shares knowledge and experience
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
- Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
- Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
- Ability to perform work of confidential nature and handle a large volume of work
- Good knowledge of administrative rules and regulations
- Strong IT skills, knowledge of ATLAS
- Ability to provide input to business processes re-engineering, implementation of new systems
Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
Education
High School Diploma
Experience
A minimum of 4 years of relevant experience in administration or programme support service or related field is required.
- Experience working within the UN system or similar international organisations will be an added advantage
- Use of computers with Word Processing/Spreadsheets is required.
- Experience in handling of web-based management systems
Languages
Flueny in oral and written English
Contract type, level and duration
Contract type:Local ICA Support
Contract level:LICA 4
Contract duration: 3 months (with possible extension)
Gmail
Yahoomail