Latest Vacancies at the United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA)

Job Identification: 3013
Location: Maiduguri, Borno
Grade: G6
Job Schedule: Full time
Vacancy Type; Fixed Term
Practice Area: Management
Bureau: Regional Bureau for Africa
Contract Duration: 1 Year with Possibility for extension

Background

• Under the guidance and supervision of the Deputy Head of Office, the Executive Associate is responsible for ensuring the effective delivery of secretary duties by performing, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to senior officers or managers such as a Head of Office consistent with UN rules and regulations
• The Executive Associate leads and provides guidance to OCHA’s Deputy Head of Office, fostering effective collaboration within the teams, including contributing to drafting of documents, letters, facilitation of inputs, interagency exercises with relevant OCHA and UNDP counterparts at Headquarters and in the field, and with other UN agencies, promoting a client-oriented approach and ensuring optimal performance and efficient delivery of services, and any other tasks and duties that may arise.

Duties and Responsibilities
Ensures effective and efficient functioning of the DHoO’s office focusing on achievement of the following results:

• Maintenance of the DHoO’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Maintenance of protocol procedures.
• Preparation of high-quality briefing materials for DHoO’s appointments, meetings, missions, including contribution to report-writing.
• Preparation of informal translations.
• Management of DHoO’s missions and representation schedule.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of the DHoO for his/her signature and making follow-up when required.
• Use of automated office management systems for effective functioning of the DHoO’s office.

Ensures provision of effective communications support to the office focusing on achievement of the following results:

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Support the DHoO and the Admin Unit on matters related to operational needs of the office.
• Coordination of the information flow in the office, follow up on circulation files.
• Support the DHoO in the facilitation of information sharing with OCHA Heads of Units as required
• Facilitation of information sharing between UNCT and the UN Coordination Unit.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Head of Office.
• Screening of all incoming calls and correspondence.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

• Sound contributions to knowledge networks and communities of practice.
• Organization of specialized trainings for secretaries.
• Organization of trainings to UN staff on coordination, administration and protocol issues.

Required Skills and Experience
Education:

• Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable.

Experience:

• Minimum 6 years (with secondary education) or 3 years (Bachelor degree) of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems.
• Experience in the humanitarian context in NE Nigeria is desirable.

Competencies:
Functional Competencies:  

• Building Strategic Partnerships - Level 1.1: Maintaining information and database:
  • Analyzes general information and selects materials in support of partnership building initiatives
• Promoting Organizational Learning and Knowledge Sharing - Level 1.1: Basic research and analysis:
  • Researches best practices and poses new, more effective ways of doing thing
  • Documents innovative strategies and new approaches
• Job Knowledge/Technical Expertise - Level 1.1: Fundamental knowledge of processes, methods and procedures:
  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments
• Promoting Organizational Change and Development - Level 1.1: Presentation of information on best practices in organizational change:
  • Documents ‘best practices’ in organizational change and development within and outside the UN system
  • Demonstrates ability to identify problems and proposes solutions
• Design and Implementation of Management Systems - Level 1.1: Data gathering and implementation of management system:
  • Uses information/databases/other management systems
  • Provides inputs to the development of simple system components
• Client Orientation - Level 1.1:  Maintains effective client relationship:
  • Reports to internal and external clients in a timely and appropriate fashion. Organizes and prioritizes work schedule to meet client needs and deadline
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Responds to client needs promptly
• Promoting Accountability and Results-Based Management - Level 1.1: Gathering and disseminating information:
  • Gathers and disseminates information on best practice in accountability and results-based management systems
  • Prepares timely inputs to reports
  • Maintains databases

Core Competencies:

• Demonstrating/safeguarding ethics and integrity  
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Language:

• Fluency in English.
• Knowledge of any of the local languages in Northeast Nigeria such as Hausa and Kanuri desirable

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Job Identification: 2994
Location: Maiduguri, Borno
Grade: NOB
Job Schedule: Full time
Vacancy Type: Fixed Term
Bureau: Regional Bureau for Africa
Contract Duration: 1 Year with Possibility for extension
Practice Area: Conflict Prevention, Peacebuilding and Responsive Institutions

Background

• Given the current crisis in Nigeria, OCHA has to scale up its support to the Humanitarian Coordinator in mobilization and coordination of an effective and principled humanitarian response. OCHA is particularly concerned about vulnerable communities and those at-risk due to current conflict.
• Under the leadership of the Humanitarian Coordinator for Nigeria, OCHA maintains an office in Abuja and a field presence in Borno, Adamawa and Yobe states in Northeast; the primary objectives of OCHA Nigeria include the following:
  • Advocate for access to basic services, especially water, sanitation, education, and health for vulnerable communities, including collection, analysis and dissemination of information and negotiation of access.
  • Coordinate the implementation of humanitarian response in Nigeria with UN agencies and programmes, national and international NGOs, and local authorities/communities as appropriate with focus on strengthening the Cluster Approach.
  • Enhance a protective environment that respects the human rights of all, including IDPs, returnees and minority clan.
  • The HAO/Government Liaison Officer is expected to have comprehensive knowledge of Northeast of Nigeria, UNOCHA operations, humanitarian partners, operations of the government and NGOs.
  • As such the HAO/Government Liaison officer provides the elements of institutional memory and local networking essential to the credibility and authority of the statements and documents provided by OCHA and the Deputy Humanitarian Coordinator.
  • They work with little supervision in the field and are expected to prepare concise reports and analysis and are an integral part of the OCHA Team in Nigeria.

Duties & Responsibilities
Summary of key functions:

• Information Collection in support of Humanitarian Analysis and Response,
• Information Sharing
• Support of thematic coordination mechanisms among OHCT members, Humanitarian Community and State Government Structures to ensure inclusion of priorities.
• Monitoring and Reporting

Ensure accurate Information Collection in support of Humanitarian Analysis and Response, focusing on the achievement of the following results:

• Review incoming field reports, prepare summaries of field activities and flag important issues to the Head of Government Liaison Unit. Actively participate in the Humanitarian Response Plan (HRP) and Humanitarian Needs Overview process, and HRP/HNO Mid-Year Review and End-year Review processes.
• Gather and verify information on issues affecting the humanitarian situation, emphasizing opportunities for response.
• Supports field analysis and interface with the AIM working group to extract key action points that need follow up from assessments undertaken and the humanitarian Dashboard.

Ensure facilitation of information sharing among partners focusing on achievement of the following:

• Pro-actively share information with OCHA and relevant stakeholders on pertinent issues.
• Identify key pieces of information that will assist with organizational decision-making with a particular focus on improving humanitarian response.3. Support of thematic coordination mechanisms among OHCT members, Humanitarian Community and State Government Structures focusing on the achievement of the following results
• Support existing coordination mechanisms and assist in the establishment of new field coordination mechanisms to provide a platform for synergies and harmonization of activities wherever required.
• Establish relationships with key stakeholders, including humanitarian actors, state government representatives, religious and traditional leaders in areas of operation to ensure humanitarian information flow from OCHA to partners and vice versa and ensure their participation in operations

Ensure proper monitoring and reporting focusing on achievement of the following:

• Field visits to Borno, Adamawa and Yobe States and support the collection of field information to monitor and improve ongoing response, coordination activities and information products.
• Prepare succinct reports on the key humanitarian issues and workings with state level partners provide analysis on response gaps and advocacy issues

Competencies:
Core Competencies:

• Demonstrating / safeguarding ethics and integrity  
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating teamwork
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others.

Functional & Technical competencies:

• Preparing information for advocacy: Identifies and communicates relevant information for a variety of audiences for advocating OCHA’s priorities.
• Building Strategic Partnerships- Maintaining a network of contacts: Maintains an established network of contacts for general information sharing and to remain up to date on partnership related issue. Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders.
• Resource Mobilization - Providing inputs to resource mobilization strategy : Collects, researches and analyzes information on resource mobilization and utilization, drafts report and documents and maintains information/databases on potential and actual donors and donors funded projects.
• Promoting Organizational Learning and Knowledge Sharing - Basic research and analysis: Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things. Documents and analyses innovative strategies and new approaches.
• Job Knowledge/Technical Expertise - Fundamental knowledge of own discipline : Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position. Strives to keep job knowledge up to date through self-directed study and other means of learning. Demonstrates good knowledge of information technology and applies it in work assignments. Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignments.
• Global Leadership and Advocacy for OCHA’s Goals- Preparing information for global advocacy: Identifies and communicates relevant information for advocacy for OCHA’s goals for a variety of audiences. Maintains a functioning network of contacts in the media and civil society, to promote a better understanding of OCHA’s priorities and to support advocacy efforts.
• Client Orientation - Establishing effective client relationships : Research potential solutions to internal and external client needs and reports back in a timely, succinct, and appropriate fashion. Organizes and prioritizes work schedule to meet client needs and deadlines. Establishes, builds, and sustains effective relationships within the work unit and with internal and external clients.
• Promoting learning and knowledge management/sharing are the responsibility of each staff member: Informed and transparent decision making.

Requirements
Education:

• Master's Degree or equivalent in Political Science, Sociology, Law, International Relations, or other related fields with up to 4 years of relevant experience at the national or international level.
• A relevant first level university degree with qualifying experience may be accepted in lieu of the advanced university degree.

Experience:

• Minimum 4 years (Masters) or 4 years (Bachelor degree) of relevant professional experience, preferably in complex emergency and inter-agency contexts particularly the Northeast of Nigeria, dealing with relief and transitional issues.
• Familiarity with UN policies, rules, and procedures, particularly in relation to humanitarian response and coordination, and knowledge of institutional mandates, policies and guidelines pertaining to humanitarian assistance, especially the humanitarian reform agenda.
• Ability to research, analyze, evaluate and synthesize information.
• Ability to express clearly and concisely, ideas and concepts in written and oral form.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web-based management systems.

Language Requirements:

• Proficiency in both oral and written English
• Knowledge of local language is a must