Under the general supervision of the Administrative Officer (NOA), serves as Principal Assistant for carrying out the management of the personal property, equipment, tooling, and physical capital assets that are acquired and used by UNICEF Nigeria. The incumbent recommends repairs and maintains end item deliverables.
Property management involves the processes, systems and manpower required to manage the life cycle of all acquired property as defined above including acquisition, control, accountability, responsibility, maintenance, utilization, and disposition, as indicated by the requirements and structure of the organization.
Summary of key functions/accountabilities:
- Monitoring of Property & Equipment and Consumable Stocks:
- Analysis, Maintenance and Update of Property and Equipment in Computerized Records:
- Generating mAsset Barcode and Printing of Labels, Mail and Pouches:
- Processing of Damaged and Obsolete Equipment and Report for Property Survey Board (PSB)
- Focal Point for Pouch and Courier Services:
- Performs any Other Duties and Responsibilities Assigned as Required
Monitoring of Property, Plant and Equipment and Consumable Stocks:
- Ensure property and equipment received are in accordance with the purchase order specification.
- Receipt and issuance of assets and consumable stocks within 12 Hours of receipt of requests.
- Effective and clear management of storage facility for Assets and consumable stocks in all UNICEF NCO Admin Stocks.
- Removal of all junks and none used materials from the store by obtaining approval from Admin Specialist.
- Cleaning and organizing of all Admin Stores on monthly basis.
- Transfer of assets and consumable stocks to field offices within 24 Hours of receipt of the requests.
- Update of inventory in VISION within 6 Hours of transfer, receipt, and release of assets.
- Update of Bin Cards on assets and consumable stocks effective immediately.
- Monthly report on consumable stocks by ensuring accuracy and matching of records both in Excel and Bin Cards.
- Removal and disposal of all old files, documents, and paper in consideration of the UNICEF Archiving policy.
Analysis, Maintenance and Update of Property and Equipment in Computerized Records:
- Update of inventory in VISION on daily basis
- Update of staff rooming list on monthly basis
- Liaison with ICT section on equipment release to staff members via online platform.
- Prepare list of all obsolete assets, items and any other items laying in the store on monthly basis and submit to Supervisor for action.
Generating mAsset Barcode and Printing of Labels, Mail and Pouches:
- Generate Lite-AMR for asset within 12 Hours of receipt of requests.
- Print barcode and tagging of classified asset within 12 Hours of receipt of requests.
- Send Printed Barcode to Field Offices within 24 Hours of receipt of requests.
- Active and direct participate in the asset verification / count exercise at the end of each year.
Processing of Damaged and Obsolete Equipment and Report for Property Survey Board (PSB):
- Prepare excel report on identified damaged and obsolete equipment for disposal on monthly basis.
- Liaison with ICT section for cleaning of approved PSB ICT equipment at the end of each month.
- Liaison with vendors in auction sales of approved PSB items immediately after completion of the sale.
- Liaison with Abuja Environmental Protection Board (AEPB) in the disposal / destruction of approved PSB items within 24 Hours of the request submitted to staff.
- Maintenance of relevant PSB electronic records effective immediately.
Focal Point for Pouch and Courier Services:
- Handling of pouch for office and Field office's
- Prepare, record and sort per office
- Receive diplomatic pouch from common service
- Open the bag in the presence of my supervisor
- Sort it out and distribute according to individual recipient
- Dispatch and receive mails:
- Receive all incoming mails from the common services.
- Distribute mails to Staff members.
- Receive all official mails from sections register them and dispatch.
- Monitoring and follow up on Bills.
- Assist with follow up on UPS, MTN, 9 Mobile and DHL bills.
- Review UPS bill and prepare personal staff personal bills.
- Scan Invoices to Finance and save copies in SharePoint.
QUALIFICATIONS, EXPERIENCE AND COMPETENCIES REQUIRED:
Education:
- Completion of Secondary School education preferably supplemented by technical or university level courses in administration, finance, or other related field of discipline relevant to the job.
Experience:
- A minimum of 4 years of relevant progressively administrative work experience including office management. Skills.
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How can you make a difference?
The Senior Programme Associate works in close collaboration with a range of staff in the office, external partners and agency counterparts in support of programme design and delivery. S/He provides regular feedback on the status of projects through monitoring milestones and advises on improvements to keep activities on track.
- Supporting the Front Office and programme sections in researching, compiling and analyzing qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the Field Office to facilitate programme delivery as well as preparation of reports, working papers and presentations.
- Serving as the senior liaison Programme Associate between the Front Office, Programme, Operation and Security Sections, external stakeholders and all relations activities.
- Drafts project documents, work plans, budgets, proposals on implementation arrangements.
- Facilitating the development of programme cooperation agreements (PCAs) by providing information and drafting selected sections of it.
- Ensuring the timely and accurate recording and administrative processing of government & NGO’s proposals and requests for direct cash transfers (DCTs).
- Conducting programme monitoring in UNICEF focus districts for cash and supplies and informing team-members on the status.
- Helping conduct regular spot checks of partner’s projects to assess their financial record-keeping, expenditure controls and reporting systems.
- Monitoring and tracking the efficient distribution of supplies that are required for effective programme delivery.
- Carrying out transactions in VISION ensuring programme results, activities and programme coding are as per annual work plans (AWPs), and making amendments and alterations as per section revisions when necessary.
- Carrying out transactions in VISION pertaining to grants and programme-related items for his/her section including but not limited to registering grant allotments and tracking expiring programme grants.
- Preparation of minutes, and progress of weekly, monthly and annual meetings and action trackers for communications to internal and external stakeholders.
- Arranging and effective management of complex and detailed office-wide travel plans, itineraries and agendas, compiling documents, briefing notes and travel and related meetings and events, including setting up and engage in the smooth running of meetings, making effective use of visual aids and multi-media technology.
- Preparation and composing correspondences, acknowledgement letters on behalf of the Chief of Field Office and effectively communicating with stakeholders and other external relations on her/his behalf as requested.
- Preparing monitoring and reporting information for supervisor and team on agreed performance indicators to drive more efficient management and accountability for results.
- Regularly monitoring budgets and financial expenditures of section by employing applicable tools, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision and/or follow up.
- Helping prepare periodic or ad-hoc financial reports relating to field office and donors to support the office in optimizing use of programme funds.
- Supports capacity development activities related to performance monitoring, programme development, and related internal UNICEF systems/tools by preparing training materials and participating on exercises pertaining to program processes and procedures which aim to build capacity of stakeholders.
- Coordinate other Programme Associate(s) to ensure synergy and efficiency of their work and build their capacity as needed.
To qualify as an advocate for every child you will have
- Completion of secondary education is required, preferably supplemented by a technical or university degree related to the work of the organization.
- A minimum of 7 years of administrative/clerical work experience, two of which at the senior level, is required.
- Prior experience in programme support functions is highly desirable.
- Relevant work experience in a UN system agency or organization is considered as an asset.
- Fluency in English is required. Working knowledge and use of the local language, i.e., Hausa and Kanuri, at the duty station is considered as an asset.
Skills:
- In-depth knowledge of the administration which underpins UNICEF country and field office programme/project operations, including monitoring and evaluation processes.
- Strong organizational, planning and prioritizing skills and abilities
- High sense of confidentiality, initiative and good judgment
- Ability to work effectively with people of different national and cultural backgrounds
- Strong office management skills
- High attention to detail
- Ability to effectively manage the office’s material resources and monitor its budget
- Good analytical skills
- Experience using MS Word, Excel, PowerPoint and other UNICEF software and other technology such as SharePoint, Teams, Zoom, and Webex.
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