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  • Posted: Feb 20, 2020
    Deadline: Mar 3, 2020
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  • OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort. OCHA's mission is to: Mobilize and coordinate effective and principled humanitarian action i...
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    Administrative Assistant

    Job ID: 28946
    Grade: G4
    Agency: UNOCHA
    Practice Area - Job Family: Management - Administration
    Vacancy Type: FTA Local
    Posting Type: Common System    
    Contract Duration: 1 Year with possibility for extension

    Background

    The situation in Nigeria remains fragile with continued political instability, climatic variability, and lack of basic social services. OCHA's role is to coordinate effective and principled inter-agency humanitarian response and ensure that relief assistance reaches the people who need it in a timely manner. In line with OCHA's global mission, OCHA Nigeria continues to:

    • Advocate for access to basic services, especially water, sanitation, education and health for vulnerable communities, including the collection, analysis and dissemination of information to humanitarian partners, and negotiation of access.
    • Support the government efforts and humanitarian organizations in relocation of internally displaced and return.
    • 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.
    • 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 transport decision making
    • Under the guidance and supervision of the HAO, the Administrative Assistant provides support to the field office ensuring high quality of work, ensures accurate, timely and properly recorded / documented service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.
    • The Administrative Assistant works in close collaboration with the Admin & Finance staff in Abuja & Maiduguri to ensure consistent service delivery.

    Duties and Responsibilities
    Summary of Key Functions:

    • Coordinate logistic activities for the field office.
    • Provision of clerical / administrative support
    • Office support and maintenance
    • Cash Recovery and Management of the Armored Vehicles
    • Support to knowledge building and knowledge sharing

    Coordinate logistics activities for the field office:

    • Ensure that vehicles are in working condition at all times: Regular servicing and maintenance etc.
    • Coordinate and monitor vehicle movement
    • Oversee TOTAL card retirement and replenishment (in collaboration with OCHA Abuja & Maiduguri Office) by ensuring that all processes are carried out in a timely fashion.
    • Assist staff members by liaising with OCHA Admin staff in Abuja & Maiduguri for UNHAS bookings etc and ensure that tickets are received on time.
    • Ensure that all missions to all locations with high – security level are cleared by the necessary authorities.
    • Monitor the vehicle log books and ensure that all movement is duly captured and signed for by all passengers.
    • Assist staff with forwarding their travel expense claims to OCHA Abuja office and follow up where necessary.

    Provision of clerical / administrative support:

    • Assist with hotel reservations for staff on mission, new colleagues deployed to Maiduguri etc.
    • Support colleagues in coordinating meetings and other official events.
    • Assist with filing and photocopying documents when necessary.
    • And all other clerical / administrative duties that may be required.

    Office Support and Maintenance:

    • General office maintenance: supervise cleaners to ensure that OCHA’s is always in order, etc.
    • Maintenance of files and records relevant to office maintenance.

    Cash Recovery and Management for the Armored Vehicles:

    • Prepares and dispatches invoices to clients upon request for the use of the AVs.
    • Ensures that payment for each transaction is received and accounted for and a receipt is issued accordingly.
    • Create a tracking system for payment.
    • Give monthly accounts of usage and income. 

    Impact of Results:

    • The key results have an impact on the execution of the CO administrative / logistical services in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative / logistical services.

    Required Skills and Experience
    Education:

    • Secondary education.  

    Experience:

    • 4 years of relevant administrative experience.
    • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
    • Experience in handling of web-based management systems.

    Language Requirements:

    • Fluency in the UN and national language of the duty station.

    Competencies
    Operational Effectiveness:

    • Ability to perform a variety of repetitive and routine tasks and duties related to general administration support
    • Ability to handle a large volume of work possibly under time constraints
    • Good knowledge of administrative rules and regulations
    • Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation etc.
    • Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
    • Ability to organize and complete multiple tasks by establishing priorities

    Managing Data:

    • Ability to enter data accurately

    Managing Documents, Correspondence and Reports:

    • Create a filing system according to UN standards.
    • Ensure that all official documents (incoming/ outgoing mail, reports etc) are filed according to its category.
    • Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using word processing, spreadsheets and databases meeting quality standards and requiring minimal correction
    • Shows sound grasp of grammar, spelling and structure in the required language
    • Ensures correspondence, reports and documents comply with established UN standards
    • Assist with drafting correspondence and make input to documents when required.

    Planning, Organizing And Multi-Tasking:

    • Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
    • Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
    • Demonstrates ability to quickly shift from one task to another to meet multiple support needs
    • Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
    • Promoting learning and knowledge management/sharing is the responsibility of each staff member.

    go to method of application »

    Driver

    Job ID: 28949
    Grade: G3
    Agency: UNOCHA
    Vacancy Type: FTA Local
    Posting Type: Common System    
    Practice Area - Job Family: Management - LOGISTICS
    Contract Duration: 1 Year with possibility for extension

    Background

    • OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to:
      • Alleviate human suffering in disasters and emergencies
      • Advocate for the rights of people in need
      • Promote preparedness and prevention
      • Facilitate sustainable solutions.
    • In December 1991, the General Assembly adopted Resolution 46/182 designed to strengthen the United Nation's response to both complex emergencies and natural disasters.  In addition, it aimed at improving the overall effectiveness of the UN's humanitarian operations in the field.
    • Under the guidance and supervision of the Administrative & Finance Analyst in Abuja & Maiduguri and direct supervisor, the Admin and Logistics Associate, the Drivers will provide reliable and safe driving services ensuring high accuracy of work.
    • The Drivers will demonstrate a client-oriented approach, high sense of responsibility, courtesy, tact and the ability to work with people of different national and cultural backgrounds.
    • The Drivers will provide driving services to the operations and programme staff in the Country Office (CO), Consultants and Experts and UN staff on mission.

    Duties and Responsibilities
    Summary of Key Functions:

    • Provision of reliable and secure driving services
    • Proper use of vehicle
    • Day-to-day maintenance of the assigned vehicle
    • Availability of documents / supplies
    • Ensures provision of reliable and secure driving services by a) driving office vehicles for the transport of authorized personnel and delivery and collection of mail, documents and other items and b) meeting official personnel and visitors at the airport, visa and customs formalities arrangement when required.
    • Ensures cost-savings through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.
    • Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.
    • Ensures availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, and map of the city/country, first aid kit, and necessary spare parts.
    • Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

    Impact of Results:

    • The key results have an impact on the accurate, safe and timely execution of the CO services.

    Required Skills and Experience
    Education:

    • Secondary Education. Valid Driver’s license.  

    Experience:

    • 3 years’ work experience as a driver; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair.

    Competencies
    Corporate Competencies:

    • Demonstrates commitment to OCHA’s mission, vision and values.
    • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

    Functional Competencies:
    Knowledge Management and Learning:

    • Shares knowledge and experience
    • Provides helpful feedback and advice to others in the office

    Development and Operational Effectiveness:

    • Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair
    • Demonstrates excellent knowledge of protocol
    • Demonstrates excellent knowledge of security issues

    Leadership and Self-Management:

    • Focuses on result for the client
    • Consistently approaches work with energy and a positive, constructive attitude
    • Remains calm, in control and good humored even under pressure
    • Responds positively to critical feedback and differing points of views

    Language Requirements:

    • Fluency in English, knowledge of Local language of the duty station is desired.

    go to method of application »

    Information Communication Technology Assistant

    Job ID: 28948
    Agency: UNOCHA
    Grade: G4
    Vacancy Type: FTA Local
    Posting Type: Common System    
    Contract Duration: 1 Year with possibility for extension
    Practice Area - Job Family: Management - COMMUNICATIONS   

    Background

    • OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to:
      • Alleviate human suffering in disasters and emergencies
      • Advocate for the rights of people in need
      • Promote preparedness and prevention
      • Facilitate sustainable solutions.
    • In December 1991, the General Assembly adopted Resolution 46 / 182 designed to strengthen the United Nation's response to both complex emergencies and natural disasters.  In addition, it aimed at improving the overall effectiveness of the UN's humanitarian operations in the field.
    • Under the guidance and direct supervision of the Administrative Officer or ICT Analyst, the ICT Support Associate provides ensures the execution of ICT services in the Maiduguri Office and the sub-offices in Borno state. implements ICT management systems and strategies, provides daily technical support to users of information management tools and technology infrastructure. The incumbent is responsible for review and advice on the use of new technologies that will enhance the office productivity.  The ICT Assistant promotes a client-oriented approach.
    • The ICT Assistant supports staff and works in close collaboration with the OCHA ICT Analyst in Abuja and OCHA ICT Associate in Maiduguri and staff for resolving complex ICT-related issues.

    Duties and Responsibilities
    Summary of Key Functions:

    • Implementation of ICT strategies and introduction / implementation of new technologies
    • Effective functioning of the CO hardware and software packages
    • Networks administration
    • Provision of web management services
    • Provision of administrative support   

    Ensures effective functioning of the office hardware and software packages focusing on the achievement of the following results:

    • Provision of advice on maintenance of equipment and acquisition of hardware supplies, making routine repairs and change of hardware electronic components.
    • Development of new software packages for high impact results (e.g. office management system, electronic registry, etc) as required

    Ensures efficient networks administration focusing on achievement of the following results:

    • Operation of network utility procedures defining network users and security attributes establishing directories, menus and drive-mappings, configuring network printers and providing user access.
    • Ensure that the OCHA desktop and network resources are protected from malicious virus attacks and deploy countermeasures in the event of the attacks
    • Trouble-shooting and monitoring of network problems.
    • Response to user needs and questions regarding network access.
    • Maintenance of up-to-date parameters of information for the network clients and electronic mail.
    • Implementation of backup and restoration procedures for local drives. Maintenance of backup logs. Organization of off-site storage of backups.
    • Maintenance of measures in place for business continuity and disaster recover processes and procedures including backup and restoration of both server and local storage facilities.
    • Timely LAN Infrastructure and Internet connectivity upgrade to meet OCHA requirements.

    Impact of Results:

    • The key results have an impact on the overall efficiency of the Office including improved business results and client services. Forward-looking ICT management has an impact on the organization of office management, knowledge sharing, and information provision.

    Required Skills and Experience
    Education:

    • Secondary Education.
    • University Degree in Computer Science desirable, but it is not a requirement.
    • Cisco Certified Network Engineer (CCNE) and Microsoft Certified Systems Engineer (MCSE) or Microsoft Certified Professional (MCP) required. If certification is not available at the time of recruitment, it should be obtained within 6 months.

    Experience:

    • 4 years of working experience in network administration and use of hardware / software, telecommunications facilities, knowledge of database packages, experience in web design.

    Competencies
    Functional Competencies:

    • Building Strategic Partnerships
    • Maintaining information and databases
    • Analyzes general information and selects materials in support of partnership building initiatives

    Promoting Organizational Learning and Knowledge Sharing:

    • Basic research and analysis
    • Researches best practices and poses new, more effective ways of doing things
    • Documents innovative strategies and new approaches

    Job Knowledge / Technical Expertise

    • 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
    • Identifies new and better approaches to work processes and incorporates same in own work
    • 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:

    • Presentation of information on best practices in organizational change
    • Demonstrates ability to identify problems and proposes solutions

    Design and Implementation of Management Systems:

    • Data gathering and implementation of management systems
    • Uses information / databases / other management systems

    Client Orientation:

    • Maintains effective client relationships
    • Reports to internal and external clients in a timely 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
    • Responds to client needs promptly

    Promoting Accountability and Results-Based Management:

    • Gathering and disseminating information
    • Gathers and disseminates information on best practice in accountability and results-based management systems

    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

    Language Requirements:

    • Fluency in the UN and national language of the duty station.

    Method of Application

    Use the link(s) below to apply on company website.

     

    Important Applicant Information / Notice

    • Qualified female candidates are strongly encouraged to apply
    • All posts in the GS categories are subject to local recruitment.
  • Send your application

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