United Nations Human Settlements Programme (UN-Habitat) Recruits Administrative Assistant

The United Nations Human Settlements Programme (UN-Habitat) is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. UN-Habitat helps the urban poor by transforming cities into safer, healthier, greener places with better opportunities where everyone can live in with dignity. It works with organizations at every level, including all spheres of government, civil society and the private sector to help build, manage, plan and finance sustainable urban development.

The Federal Government of Nigeria, in collaboration with the United Nations Human Settlements Programme (UN-Habitat) has established a Country Office in Abuja, Nigeria (UN-Habitat Programme Support Office, UN HAPSO) to promote cooperation between the Government of Nigeria and UN-Habitat towards achieving the goals of the Habitat Agenda of “Adequate Shelter for All” and towards “Sustainable Human Settlements Development in an Urbanizing World.” It also assists the Federal Government of Nigeria to work towards achieving the Millennium Declaration Goals on Slums.

We are currently recruiting for the position of:

Job Title: Administrative Assistant

Location: Abuja

The post is located in HAPSO and the Administrative Assistant will report to and be supervised by the Habitat Programme Manager for Nigeria (HPM) and the Programme Officer. The Administrative Assistant is expected to assist the HPM in discharging responsibilities related to a wide range of functions in areas of activities relating to the mandate of the Office.

Duties and Responsibilities

• Provides General Administrative functions for effective running of the office;
• Assists the HPM, Programme Officer and Consultants in the tracking of the respective UN-HABITAT programmes Operational Funds by processing requests for payments or reimbursements, recording such financial transactions in proper book-keeping procedures and as required, prepare periodic Financial Reports for Operational Funds Replenishment.
• This will include - Informs project staff on UN-HABITAT Administrative matters, clearance procedures on finance, procurement, travel etc; Ensures that all expenditure is properly allocated to the respective programmes, and entered in the ATLAS system; Collects, maintains and updates data and information relevant to the project areas; Maintains expenditure ledgers and updated approval levels by source of funds using UNDP/UN-HABITAT Finance System; Monitors payment request from project consultants/contractors; obtains necessary clearances and ensures payments are effected promptly and, Extracts, transfers data from UNDP/UN-HABITAT Finance System to produce various reports.
• Compiles background materials, working papers and statistical data for briefing sessions.
• Drafts routine correspondence, follow-up and responses to enquiries on programme matters.
• Maintains project inventory records.
• Assists the HPM and Programme Staff in the arrangement and provision of material and logistical support to the field activities of the country office.
• Assists the Programme Staffs in all commonly related matters relevant to the general day-to-day running of the country office such as attendance sheets, tracking vacation dates, and other Human Resources tasks.
• On a regular basis or as needed, to track and document the receipt of office supplies, equipment, spare parts and to ensure that stocks are kept replenished.
• Assists with the documentation and distribution of inter-office memorandums under the directive of the HPM.
• Maintain stock cards of all field office items, and maintain a Fixed Assets List of the capital assets in accordance with the systems and procedures prescribed by UNDP.
• Performs any other duties within the purview of the project as assigned by the Programme Officer and the HPM.

Qualifications

• The Administrative Assistant should have at least a diploma or degree in management or related fields
• Experience: S/he should have a minimum of five years of functionally related professional experience in administrative management. S/he should also be fluent in both written and spoken English; proven skills and experience in using standard office software such as Microsoft Office (specifically Word, Excel, and Access) and demonstrable speed-typing skills
• Fluency in the UN and national language of the duty station

Application Closing Date
30th November, 2012

Method of Application
Completed United Nations P11 Forms (Download Here) with covering letter and current Curriculum Vitae are to be submitted at the following address:
United Nations Human Settlements Programme,
Prefab Building 5, Old CBN Premises,
Garki II, Abuja
email: [email protected]

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