Office Assistant at UNODC - The United Nations Office on Drugs and Crime

Org. Setting and Reporting

• This position is located in the Project Support Team (Operations) of the UNODC Country Office for Nigeria (CONGA), Abuja. The Project Support Team provides integrated services in finance, procurement, human resources, and general administration to all units and projects.
• Under the direct supervision of the Procurement Assistant (Head of the Procurement Function) and the overall guidance of the UNODC CONGA Operation Manager, the incumbent will be responsible for the accurate and timely registration and maintenance of banking details in the Umoja system for all vendors, individual contractors, and meeting participants. 

Responsibilities

• Within delegated authority, the Office Assistant will be responsible for the following specific duties:  

Banking Details Management:

• Process requests for the registration of bank details for vendors, individual contractors, consultants, and meeting participants, as well as all CONGA employees, ensuring completeness and accuracy of all supporting documentation.
• Perform data entry related to banking information with a high degree of precision, in accordance with established financial procedures.
• Verify the accuracy of bank account information against supporting documents to prevent errors in payment processing.
• Maintain and update banking records and files, ensuring all data is current and correctly filed, both electronically and in hard copy as required.
• Respond to routine inquiries and follow-ups from colleagues and partners regarding the status of banking registration.  

General Clerical Support:

• Provide general clerical assistance to the Finance and Procurement teams, including photocopying, scanning, filing, and distributing documents.
• Assist in the maintenance of a well-organized archiving system for financial documents.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other related administrative duties as assigned.

Competencies

PROFESSIONALISM:

• Knowledge of basic clerical functions.  
• Ability to operate standard office equipment.  
• Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; 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; remains calm in stressful situations.  

TEAMWORK:

• Works collaboratively with colleagues 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.  

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 client.

Education

• High School diploma or equivalent is required