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:
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.
