Background
This position is located in the United Nations Office on Drugs and Crime (UNODC) country office in Abuja, Nigeria (CONIG).Under the direct supervision of (CONIG) Administrative Associate the incumbent will be responsible for providing clerical/support services to UNODC Country Office. He will also be responsible for providing clerical and administrative support to the Country Office, as well as during events, such as workshops, meetings, conferences, seminars, and training activities.
Duties and Responsibilities
The Messenger/Clerk will perform the following tasks:-- Collects and delivers mail, pouches and other communications to and from the UNODC premises and the UN Agencies;
- Sorts, delivers and picks up mail from various offices on the premises at regular intervals. Keeps records as required;
- Packs material received for dispatch, affixes labels, inserts material in envelopes and franks outgoing mail
- Dispatch outgoing mails to relevant partners
- Support the team by providing administrative and clerical support as requested, including in preparing, copying, collating, binding, filing, distributing documents, mail, and notifications as instructed;
- General clerical assistance;
- Provide logistical, hospitality and administrative support generally, including during events and meetings, as required;
- Support hospitality and orientation support of project personnel and other individuals, especially of new staff and visitors and guests of CONIG;
- Support CONIG projects and Operations Unit in the maintenance of UNODC archives.
- Provide administrative and logistical support to CONIG projects and Operations Unit in the office relocation, reorganisation and movement/rearrangement of office equipment/furniture and supplies.
- Performs other duties as assigned.
Competencies
Professionalism:- Ensures provision of effective mail management focusing on achievement of the following results:
- Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondences to proper departments/units/officers.
- Registration and dispatch of outgoing communications, including pouch, and follow-up distribution.
- Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.
- Demonstrates the values of the United Nations, particularly integrity, efficiency, respect for gender and diversity, in daily activities and behaviors; shows pride in work and in assigned role;
- Is motivated by professional rather than personal concerns;
- Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
- Takes ownership of all responsibilities and honours commitments;
- Delivers outputs for which one has responsibility within prescribed time, cost and quality standards;
- Operates in compliance with organizational regulations and rules;
- Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable
- Considers all those to whom services are provided to be “clients” and seeks to see things from the clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients needs and matches them to appropriate solutions;
- Monitors ongoing developments inside and outside the clients environment to keep informed and anticipate problems;
- Keeps clients informed of progress or setbacks; meets timeframes for delivery of goods, transportation requests, or services to client.
Teamwork:
- Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
- Works collaboratively with colleagues within and outside of UNODC;
- Willing to learn from others;
- Places team agenda before personal agenda;
- Supports and acts in accordance with final group decision even when such decisions may not entirely reflect own position;
- Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning& Organizing:
- Able to establish priorities and to plan, coordinate and monitor work while prioritizing competing demands; able to work on tight deadlines;
- Foresees risks and allows for contingencies when planning; monitors and adjusts plans and projects as necessary;
- Uses time efficiently
Required Skills and Experience
Education:- Secondary Education
- A minimum of two (2) years work experience in a similar capacity; with demonstrated sense of integrity in the discharge of duties; proven record of providing logistical and administrative support generally, including during events and meetings, as required.
- Prior experience working with the UN or other international institutions with stringent accountability rules would be desirable. A relevant trade qualification will be an asset.
- Possess good oral and writing skills in English