Administrative Assistant, SB3 at UNDP

Job ID: 40708
Practice Area - Job Family: Management - Administration
Grade: SB3
Vacancy Type: Service Contract (SC)
Posting Type: Common System
Bureau: Africa
Languages Required: English
Contract Duration: 1 year with the possibility of extension

Background

• Under the guidance of the UNDSS Deputy Security Adviser and overall supervision of CSA, the Administrative Assistant is render support services to ensure the effective delivery of, finance, general administration, human resources, procurement, logistical and common services support to UNDSS Nigeria and operations consistent with UN rules and regulations.
• The Administrative Assistant will provide support to the office towards fostering effective collaboration within the teams, UNDP colleagues and with other UN agencies, promoting a client-oriented approach and ensuring optimal performance and efficient delivery of services.

Duties and Responsibilities
Summary of Key Functions:

• Efficient administrative support 
• Human resources support 
• Support to supply and assets management 
• Logistical support
• Travels Administrative Support Services
• Finance Functions Support Services

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance with activities with UN/UNDP/UNDSS rules, regulations, policies and strategies.
• Provision of inputs to UNDSS business processes. 
• Provision of inputs to the plan.

Ensures effective and efficient functioning of the UNDSS office, focusing on achievement of the following results:

• Support Organization and coordination of human resources-related activities including support on recruitment activities.
• Support Coordination of admin and HR arrangements. 
• Performing Travel Administrator, Requisitioner role in UNDP ERP system (ATLAS) for preparation of POs, travel and other administrative functions
• Verification and recording Rn R, all types of leaves, attendance records of the Field Staff members with related reconciliation.
• Update HR documents on regular basis.
• Provide routine Administrative & logistical support to all units/staff on all matters related to   
• General office administration.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Administrative support to conferences, workshops, retreats.
• Maintenance of the filing system ensuring safekeeping of confidential materials. 
• Extraction of data from various sources.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Provide support to ensure that the office inventory database is updated on regular basis and that both the financial and physical status of all office Non-Expendable Properties is regularly reported 
• Provide Support to ensure maintenance of records on assets management.
• Provide support t ensure maintenance of files and records relevant to office maintenance.
• Provision of support to the maintenance of common premises and common services

Impact of Results:

• The key results have an impact on the efficiency of the UNDSS office. Accurate presentation of information strengthens the capacity of the office and promotes the image of the UN as an effective contributor to the development of the country.

Qualification, Required Skills and Experience
Education: 

• Secondary Education is required.
• Certification in Administration, University Degree in Business or Public Administration is desirable, but it is not a requirement. 

Experience: 

• 5 years of relevant professional experience in business, public administration, Human Resources, logistics, programme support service or other related areas is required.
• Good knowledge of Administration is required. Experience working with the UN or other international organizations is desirable.   
• Experience in using the UN ERP system (ATLAS) in the area of travel and procurement is highly desirable. Good computer skills (Windows, MS Word, Excel/Spreadsheets, the internet/Web) is required.

Language Requirements: 

• Fluency in the English Language.

Competencies
Corporate Competencies:

• Demonstrates integrity by modelling the UN’s values and ethical standards
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:
Knowledge Management and Learning:

• Shares knowledge and experience.
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems.

Leadership and Self-Management:

• Focuses on results for the client and responds positively to feedback.
• Consistently approaches work with energy and a positive, constructive attitude.
• Remains calm, in control and good-humoured even under pressure.
• Ability to perform work of confidential nature and handle a large volume of work.
• Good knowledge of administrative rules and regulations. 
• Strong IT skills. 
• Ability to provide input to business processes re-engineering, implementation of new systems.

Leadership and Self-Management:

• Focuses on results for the client and responds positively to feedback.
• Consistently approaches work with energy and a positive, constructive attitude.
• Remains calm, in control and good-humoured even under pressure.