Administrative and Coordination Associate at UNDP

Job Description

• The effective control of Small Arms and Light Weapons (SALW) is one of the major global prerequisites for peacebuilding, sustainable development and achieving the Sustainable Development Goals (SDGs). Peace and security challenges in West Africa are primarily about preventing conflicts and bringing development. A major lesson UNDP learned over the years is that where small arms and armed violence dominate, development suffers. The fight against the trafficking of small arms and light weapons continues to prove a major challenge to the growth and development path for many countries despite earlier initiatives undertaken by different partners, UNDP, EU, ECOWAS, and government to provide support to member states. Post-election violence, recurrent armed violence, resurgent of the Boko Haram, activities of bandits, kidnappers and other organized crimes are a manifestation of the easy availability of SALW in the sub region.
• Thus, the Regional Small Arms project seeks to support ECOWAS in its capacity to effectively address factors of instability and reinforce a proactive approach to peacebuilding, conflict prevention and resolution in West Africa. It is an intervention implemented by UNDP Nigeria Country Office to support the implementation of the Peace Security and Stability Mandate (PSSM) which Specifically, Small Arms Project seeks to advance implementation of the component "Practical Disarmament" of the ECOWAS Conflict Prevention Framework in Member-States (ECPF) in line with the ECOWAS convention on small arms

Duties and Responsibilities
Within the delegated authority and under the supervision of Regional Coordinator / Team Lead or his / her designated mandated representative(s), the Administrative / Coordination Associate] will:

Supports implementation of project activities for the Small Arms project focusing on achievement of the following results:

• Collection, analysis, and presentation of project admin, financial information for preparation of project reports
• Organize background information for the project, draft project documents liaising with key partners/stakeholders

Provides effective administrative support to the project focusing on the achievement of the following results:

• Support/travel arrangements through travel module for project team and partners during official visits
• Create required project entries in Atlas, preparation of required budget revisions, raise requisitions and making budget check for requisitions, POs, and vouchers
• Provide timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers
• Liaise with communications teams of all the stakeholders and ensuring the media and press coverage as well as advocacy materials are in place
• Providing efficient support in organizing meetings by ensuring that all planning committee meetings and logistics arrangements are in place for successful conduct of the meetings
• Providing efficient supports in arranging weekly coordination meetings and documenting minutes of meetings including documentation of implementation status of agreed decisions
• Any other related tasks as may be required or assigned by the supervisor

As an active UNDP team member, efficient, timely, responsive, client-friendly, and high-quality support rendered to UNDP and its beneficiaries in the accomplishment of her/his functions, including:

• Support partnerships liaison between relevant stakeholders i.e., ECOWAS, European Union, GFFO, GIZ, in liaison with UNDP SALW regional office in the project countries;
• Support the coordination efforts of the respective project countries to deliver significant reduction in the proliferation of Small Arms and Light weapons and substituting them with concrete development interventions which affect livelihoods positively;
• Work in close collaboration with project staff in other countries of project implementation (Burkina Faso, Cote d’lvoire, Ghana, Guinea, Mali, Niger, Nigeria, Liberia, and Sierra Leone) to ensure smooth implementation.

The development of capacity through coaching, mentoring and formal on-the-job training, when working with (including supervising) national staff or (non-) governmental counterparts, including Implementing Partners (IPs):

• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated, and documented in all activities throughout the assignment.

Institutional Arrangement:

• The position is under the overall supervision of the Regional Coordinator / Team Lead and direct supervision of the Programme Analyst (SALW)
• The incumbent will be primarily providing administrative support in the implementation of the Small Arms project activities of the Germany Federal Foreign Office (GFFO) Project and Organized Crime West Africa Response to Trafficking (OCWART) Project and other small arms project intervention in Nigeria.
• He/she will also provide administrative and coordination support in the management of the project.
• The incumbent provides support to the Regional Lead on activities of the respective national coordinators to ensure smooth implementation of project deliverables.
• He/she will work in close collaboration with CO management, Programme and Operations teams of UNDP Nigeria to deliver on project results and ensure prompt reporting in line with the programme and partnerships agreements.

Competencies
Core Competencies:

• Accountability
• Adaptability and Flexibility
• Commitment to continuous learning
• Communication
• Integrity
• Planning and Organizing
• Professionalism
• Respect for Diversity
• Working in Teams

Functional Competencies:

• Ability to provide administrative support and ensure effective coordination functions for the project.
• Ability to manage programs and projects with a focus at improved performance and demonstrable results
• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
• Ability to select, prioritize and control the organization’s programs and projects, in line with it's strategic objectives and capacity
• Ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment

Required Skills and Experience
Education:

• Completion of Secondary Education or a Bachelor’s degree or equivalent in Social Sciences, Business Management, Accounting, Sociology, International relations, Political Science, or a related field with 3 years of qualifying experience will also be accepted.

Experience:

• 6 years of progressively responsible administrative experience is required at the national or international level
• Professional work experience in project coordination and administrative support or other relevant programme support
• Experience working with multi-donor is an asset, as it is an experience working in the UN or other international development organization
• Advanced knowledge of integrated management software such as ERP system (ATLAS)

Language:

• Fluency in English is a requirement.