Administrative Assistant at the United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA) - 3 Openings

The United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA) 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.

We are recruiting to fill the position below:

Job Title: Administrative Assistant

Job ID: 30881
Locations: Abuja & Maiduguri-Borni
Slot: 3 Openings
Practice Area - Job Family: Management - Administration
Grade: G4
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.

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.

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.

Application Closing Date
11th June, 2020.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Note

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