Jobs - 31847- Administrative Associate

Administrative Associate

Location :

Abuja, NIGERIA

Type of Contract :

FTA Local

Starting Date :

01-Oct-2012

Application Deadline :

22-Aug-12 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Initial period of one year

Languages Required :

English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The UN Women (UNW), grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the centre of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

UNW started with programming work in Nigeria in May 1993 and has been steadfast in supporting the three tiers of the government in Nigeria to formulate and implement laws and policies aimed at promoting gender equality and women empowerment.

UNW’s programming in Nigeria is guided with UNW Strategic Plan and is linked to the nation’s Vision 20:2020 document - Nigeria’s economic transformation blueprint by the year 2020 and the UNDAF. The focus of the country office programming work in next two years will be on two key result areas which have potential to transform the gender equality landscape of the country and these are Expanding Women’s Voice, Leadership and Participation and Women’s Economic Empowerment. UNW in Nigeria also provides guidance and support to other UN Agencies in the country to ensure that all country programmes are gender responsive and acts as the chair of the Gender Theme Group.

The Administrative Associate reports to the Country Representative for guidance and is responsible performing a variety of procurement and administrative tasks and services in the Country Office ensuring timeliness, accuracy and compliance with UNW rules, regulations, processes and procedures and promotes a client, quality and results oriented approach.

The Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the CO, SRO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

Administrative support services and support to supply and asset management
Support to the effective administrative and financial controls in the office
Support to the administration of procurement services
Receptionist services
Facilitation of knowledge building and knowledge sharing

Ensures efficient administrative support and support to supply and asset management, focusing on achievement of the following results:

Arrange travel and prepare travel authorization and all related requirements (visas, required clearances, immunization requirements)
Arrange purchase of and ensure timely and appropriate distribution office equipment and supplies. Oversee sufficient inventory. Keep adequate records in Atlas to ensure proper asset management
Preparation of inventory reports. Implementation of inventory and physical verification check-up in the office and projects.
Organization and coordination of shipments and customs clearance
Liaise with UNDP and other partners in the country to ensure utilization of LTAs and vendor agreements, including the use of courier services to ensure cost effective arrangements.
Provide inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Execute all necessary arrangements to ensure efficient office space allocation and all related services.
Arrange and oversee building maintenance, movement and repair of furniture and other assets.
Coordinate and/or manage all administrative services for events and workshops including arranging venue, travel and hotel reservations. Process visa, identity cards and other documents.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

Maintenance of administrative control records such as commitments and expenditures.
Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas;
Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
Coordination of common premises/services cost-recovery arrangements.
Proper control of supporting documents of funds and activities.
Provision of the information for the audit.

Support to the administration of procurement services

Reviews procurement request and initiate procurement procedures, administer receipt of quotations, bids or proposals ensuring accuracy of information/data and compliance with UNW regulations, rules, policies and procedures.
Prepare purchase orders and contracts in and outside Atlas and ensure timely dispatched of purchase orders.
Create and maintain vendor profiles in Atlas.
Perform buyer role in Atlas for goods and services.
Timely corrective actions on POs with budget check errors and other problems.
Process payment of contracts and agreements with the required support documentation and certifications.
Provision of information for preparation of cost-recovery bills in Atlas as required.

Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:

Provision of efficient general reception and information services.
Provision of reliable registry services.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Training of staff on the administrative procedures
Briefing/debriefing of staff members on issues relating to area of work
Sound contributions to knowledge networks and communities of practice.

Competencies

CORE VALUES / GUIDING PRINCIPLES

Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.

CORE COMPETENCIES

Ethics and Values: Demonstrating / Safeguarding Ethics and Integrity
Organizational Awareness: Demonstrate corporate knowledge and sound judgment
Developing and Empowering People / Coaching and Mentoring: Self-development, initiative-taking.
Working in Teams: Acting as a team player and facilitating team work
Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively
Self-management and Emotional intelligence: Creating synergies through self-control
Conflict Management / Negotiating and Resolving Disagreements
Knowledge Sharing / Continuous Learning: Learning and sharing knowledge and encourage the learning of others

FUNCTIONAL COMPETENCIES

Ability to perform a broad range of administrative activities related to operations resources management and services
Good organizational skills
Ability to research, select relevant information and maintain accurate records and data base.
Knowledge of procurement rules and best practices
Good application skills of IT tools and management systems

Required Skills and Experience

Education:

Secondary education. Certification in administration and/or procurement desirable.
University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:

Minimum of 6 years of experience in administration is required, in a large corporation or organization is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

Excellent command of written and spoken English and at least one Nigerian language

The UN is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.