Administrative Associate at UNODC - The United Nations Office on Drugs and Crime

This position is located in the United Nations Office on Drugs and Crime (UNODC) Country Office in Abuja, Nigeria (CONIG). Under the supervision of the Operations Manager, the incumbent will perform variety of activities relating to office administration and human resources issues in relation to the objectives and sustainability of the UNODC Country Office in Nigeria.

The incumbent will carry out the following tasks:

• Provide substantive support to the Operations Manager for the proper management of UNODC office premises.
• Management of Vehicles.
• Supervise Clerks/Drivers/Cleaners & Security Guards.
• Protocols Work.
• Make hotel reservations.
• Management of Office Communications.
• Support missions and projects for transportation.
• Maintain and manage office equipment/furniture and plant.
• Prepare ToR/ specifications and requests for the procurement of goods and services.
• Lead the physical verification of CONIG fixed assets.
• Reconcile the physically verified assets with FOFAR.
• Send request to PSB for write-off of old /damaged items or handed over to beneficiaries
• Submit annual report of FOFAR to Vienna.
• Record staff and consultant’s data.
• Regularly update/ maintain data of all staff
• Arrange basic and advance security in the field training.
• Arrange security briefings for staff and consultants.
• Organize Security Trainings for staff
• Provide radios and assign radio call signs
• Provide UNDSS with Staff and Warden Lists
• Keep staff abreast of developments relating to security.

Professionalism:

• Sound knowledge and understanding of UN operations and administrative rules and procedures, including with respect to finances and procurement matters, office asset management and security procedures ; 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; demonstrated experience in coordinating and supervising operations staff. 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.

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.

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.

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.

Education:

• University degree in Business or public administration, personnel administration, social sciences or related field is required.

Experience:

• A minimum of 7 years of progressively responsible professional experience in administration preferably in a civil service, NGO, or international organisation environment. Experience in UN financing reporting systems and reporting systems and processes (including ATLAS, FOML and ProFi) a strong asset. 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.