Duties and Responsibilities
Summary of Key Functions:
- Provide overall protocol, logistic and administrative support services
- Administer and execute processes and transactions
- Support to logistics and facilities management processes
- Support to management of driver and maintenance of vehicles
Provide overall protocol, logistic and administrative support services focusing on achievement of the following results:
- Process Travel authorization and estimation of related travel costs.
- Follow up on certification and approval of TA (Travel authorization).
- Confirm travel to staff after approval by Head of Office.
- Provision of cost effective and time-saving travel and hotel arrangement to the staff
- Arrange for security clearance for high risk areas which require special clearance.
- Process requests for visas for all UN travelers and follow up for timely visa issue.
- Hotel reservations for visiting UN/UNOCHA officials.
- Update field staff movements and report to Admin an Finance Analyst and other relevant heads of units
- Organization of Office receptions, meetings, workshops, conferences, retreats, etc... Handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc
- Process visas and Resident Permits including Diplomatic Cards for international staff and their dependants.
- Administrate OCHA’s assets and keep track of all equipment provided to staff members
- Maintain the inventory in FIMS (OCHA’s Field Inventory Management system) to reflect accuracy
Administer and execute processes and transactions focusing on achievement of the following results:
- Full compliance of UN/UNOCHA rules and regulations, policies and strategies on travel management
- Follow up with travel agent for timely feedback on ticketing and quotes
- Liaise with UNDP travel unit on issuance of purchase order for ticketing.
- Track all ticket refunds and ensure timely recovery of funds by UNDP and credit of OCHA account
- Prepare for AFO request for procurement of office equipment to be submitted to UNDP and Follow up issuance of Purchase order with UNDP procurement team.
- Process procurement of goods less than $2500 within AFO’s authority
- Maintain up-dated filing system
Supports logistics and facilities management processes for OCHA Nigeria (Abuja and field offices) focusing on achievement of the following results:
- Prepare and make necessary arrangement of shipments of OCHA Assets to field offices. Oversee MORSS improvement in the office
- Oversee the maintenance of Office equipment. Assist in the coordination of office space, furniture, equipment and building maintenance matters; payment of rent, utilities, and other maintenance and cleaning services, other services
- Oversee management of drivers and maintenance of office vehicles
- Assign vehicles and office drivers to staff upon request during work hours
- Ensure that the office vehicle are well maintain , follow up on any repair on the office vehicles
- Oversee correct use of fuel card
- Ensure that vehicle log books are up to date.
- Ensure insurance coverage for the office vehicles.
- Prepare cost recovery table for the private use of office vehicles.
Required Skills and Experience
Education:
Secondary education. Certification in administration desirable, University Degree in Business or Public Administration desirable, but it is not a requirement.
Experience:
A minimum 4 years of relevant experience in administration or programme support service, logistics Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
Language Requirements:
Fluency in English
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