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  • Posted on: 31 January, 2012 Deadline: 13 February, 2012
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  • Administrative Assistant
    Duties and Responsibilities
    Summary of Key Functions:
    •    Prepare correspondences to UNDP Abuja and the Observers’ Coordinator in Yaoundé concerning the staff management, as well as financial matters, general services and IT.
    •    Assume the strategic management of operations /general services.
    •    Manage the petty cash and the cask book, prepare the request of quarterly advance of funds and prepare the quarterly financial report.
    •    Manage the car of the office (insurance, temporary admission, ordering and use of fuel, verification of mileage form and other board books, maintenance).
    •    In charge of transit matters and prepare appropriate correspondences to UNDP Abuja.
    •    Follow up on the procurement process in the acquisition of additional equipments required for the office to UNDP Abuja attention.
    •    Manage the office supplies and equipments.
    •    Organize, upon the hierarchy’s instructions, the staff meetings, attend them and write the minutes.
    •     Participate in protocol activities: welcome arriving, send off departing, hotel bookings, and confirming traveling tickets.
    •     Participate in the management of the building (electricity, water and telephone bills).
    •     Supervise activities concerning the maintenance of the office, security and transport.
    •    Organize audiences, and working programs of the observers upon request.
    •    Receive incoming letters, registering, sorting and dispatching out going correspondences.
    •    Updating and following up the filling of archives.
    •     Prepare the documents and engage appropriate steps so as to welcome the Mixed Commission staff or other UN staff during their missions abroad.
    •     Elaborate and record a telephone list useful for the running of the office.
    •    Participate and coordinate the preparation of local contracts for vehicle and equipments maintenance to UNDP Abuja attention.
    •    Verify authorizations and contracts’ validity before sending the mail to the Observers’ Coordinator in Yaoundé.
    •     Follow up the maintenance of the vehicle, copier, computers, telephone lines and Internet.
    •     Plan and control the movements of staff in order to establish the monthly attendances record.
    •     Prepare the reimbursement requests for F10 and other payments to UNOWA.
    •    Prepare and follow up the inventory of the office equipments.
    •    Prepare quarterly reports for non expendable equipment.
    •     Responsible for fuel management.
    •     Accomplish any task in case of need within the limit of capacity.
    1. Ensures implementation of operational strategies, focusing on achievement of the following results:
     Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
     Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
    Provision of inputs to preparation of administrative team results-oriented workplans.
    2. Ensures effective and efficient functioning of the unit (DRR’s office/operations unit/ administrative unit), focusing on achievement of the following results:
     Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
    Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
    Translation of simple correspondences, when needed.
    3. Ensures effective administrative and logistical support, focusing on achievement of the following results:
     Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
    Performance of a Buyer role in Atlas and preparation of POs for travel activities.
    Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
    Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
    Administrative support to conferences, workshops, retreats.
    Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
     Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
    Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
    Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
    Maintenance of the filing system ensuring safekeeping of confidential materials.
    Extraction of data from various sources.
    Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
    Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
    Assistance in the preparation of budget, provision of information for audit.
    4.  Provides support to office maintenance and assets management, focusing on achievement of the following results:
     Maintenance of records on assets management, preparation of reports.
     Maintenance of files and records relevant to office maintenance
    Provision of support to maintenance of common premises and common services
    5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
    Participation in the training for the operations/projects staff on administration.
    Sound contributions to knowledge networks and communities of practice.
    Functional Competencies:     
    Building Strategic Partnerships
    Level 1.1: Maintaining information and databases
    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 things
    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
    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
    Demonstrates ability to identify problems and proposes solutions
    Design and Implementation of Management Systems
    Level 1.1: Data gathering and implementation of management systems
    Uses information/databases/other management systems
    Client Orientation
    Level 1.1:  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
     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
    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
    UNDP Procurement Certification programme
    Required Skills and Experience
    Education:    Secondary education.  Certification in administration desirable.
    Experience:    5 years of relevant experience in administration or programme support service. 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.


    Under the guidance and supervision of the Chief Mission Support and Administrative Assistant, the Driver provides reliable and safe driving services ensuring high accuracy of work. The Driver demonstrates a client-oriented approach, high sense of responsibility, courtesy, tact and the ability to work with people of different national and cultural backgrounds.
     The Driver provides driving services to the operations and programme staff in the CO, Consultants and Experts and UN staff on mission.
    Duties and Responsibilities
    Summary of Key Functions:
    •    Provision of reliable and secure driving services Operation of vehicle on official and approved non-official duties in a safe and organized manner
    •    Perform vehicle daily inspection  and record vehicle daily log  sheet and trip tickets
    •    Record daily fuel refills, consumption and record maintenance of vehicle history report
    •    Record fuel consumption and verification of mileage form
    •    Ensure a clean vehicle and in good condition.
    •    Ensure availability of all documents including vehicle insurance, vehicle logs, office directory, First Aid kit and necessary Spare parts
    •    Report immediately any defects/accidents of the vehicle
    •    Perform any other duties as assigned.
    1.    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.
    2.      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.
    3.    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.
    4.    Ensures availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts.
    5.    Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.
    Ability to perform a variety of repetitive and routine tasks and duties
    Ability to review data, identify and adjust discrepancies
    Ability to handle a large volume of work possibly under time constraints
    Good knowledge of administrative rules and regulations
    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
    Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair (for Drivers)
    Demonstrates excellent knowledge of protocol (for Drivers)
    Demonstrates excellent knowledge of security issues (for Drivers)
    Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
    Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
    Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
    Interprets data, draws conclusions and/or identifies patterns which support the work of others
    Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
     Ability to produce accurate and well documented records conforming to the required standard
     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.
    Required Skills and Experience
    Secondary Education. Valid Driver’s license.
    2 years’ work experience as a driver; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair.
    Language Requirements:  
    Fluency in the language of the duty station, knowledge of
    The UN language of the duty station.

    Method of Application
    To apply log on to http://www.ng.undp.org/jobs.shtml  before 13th February, 2012
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