UNICEF Nigeria: Administrative Assistant - Abuja

Post title: Administrative Assistant, GS-4
Vacancy number: VN-NGR-10-2010
Contract type: Fixed-term
Duration: Two years
Location: Abuja

The successful candidate will be expected to carry out the following duties

1. Carry out the physical custody functions of non-expendable inventory (NEP). Physically receive and issue out new NEP items, monitor and regulate the physical movement and location of all fixed assets, as well as sort and process the fixed assets for approved disposal action (PSB). Responsible for correct physical labeling and coding of all NEP items; and assist in carrying out annual physical verification of fixed assets.
2. Keep physical custody of the administrative stocks (stationery and office supplies). Receive stocks into the Administrative Section stores and issue out to requesting units/staff upon approval. Maintain bin cards and other relevant documents. In a timely and regular manner, inform the Administrative Specialist on office supply replenishment needs. Assist in carrying out quarterly physical count of stocks in the store.
3. Assist staff members and their dependents in procuring documentation and visas from the Ministry of Foreign Affairs(MOFA) and other diplomatic missions in accordance with the requirements of the United Nations and the Nigerian Government.
4. Drafts routine correspondences and processing of visas for foreign travel.
5. Receives and sorts mails from different sections and submit them to the UN House mail room for the pouch and/or courier. Ensure regular pick up of UNICEF mails from the UN House mail room and dispatch to relevant sections. Maintain mailing register for incoming and outgoing packages.
6. Receive and process telephone bills and transmit to staff members for settlement. Maintain and update the tracking tools to ensure compliance.
7. Assist the Travel Assistant in making travel arrangements, process travel authorization and compile information pertaining to travels when required.

Minimum qualification and competencies

• Completion of secondary education. University or polytechnic-level diploma in business administration, management or related field preferable.
• Four years progressive experience in general administrative duties which should include a good knowledge of standard administrative practices and procedures and experience in stock taking and recording of assets.
• Fluency in English language is required. Knowledge of another UN language, an asset.  Knowledge of local working language(s) of the duty station is desirable.
• Communication, working with people, drive for results.
• Analyzing, learning and researching, planning and oOrganizing, following instructions and procedures.
• Basic computer literacy with knowledge of word and excel.

UNICEF, which has a smoke-free environment, is committed to gender equality in its mandate and its staff. Well qualified candidates, particularly women, are strongly encouraged to apply.

HOW TO APPLY

Prepare the following documents

• A completed UN Personal History Form (which can be downloaded from www.unicef.org/employ)
• Your curriculum vitae with your current, detailed contact information (including telephone number and email address)
• A one-page summary statement that shows how your qualifications and experience meet the requirements above.

Only candidates meeting the minimum qualifications and competencies (above) will be considered.

Send your documents in a sealed envelope marked ‘confidential’ and with the vacancy number to:

        The Human Resources Manager
        UNICEF
        UN House
        Plot 617/618, Diplomatic Drive
        Central Business District
        PMB 2851, Garki, Abuja

Meet the deadline

Applications must be received by UNICEF by close of business (Abuja time) on Tuesday, 10 August 2010. Applications received after the deadline will not be considered.