Background
Under the guidance and supervision of Head of HAT OCHA Nigeria and the direct supervision of Admin and Finance, the Administrative clerk provides support to OCHA staff ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach.The Administrative clerk works in close collaboration with the operations and program staff in the HAT, UNDP and RC unit staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Summary of Key Functions:- Assist with implementation of logistical support
- Provision of administrative support
- Provision of support to office maintenance and assets management
- Follow up on all airport pick-ups and drop-offs.
- Arrangement of travel and hotel reservations, preparation of staff movement forms and minor airstrip preparations
- Assist with preparation and arrangement of venues for meetings and trainings
- Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
- Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
- Process travel authorizations;
- Follow up with finance on pending payment for vendors;
- Dispatch documents through local couriers and maintain accurate records;
- Ensure payment of tariff to telecommunication service provider;
- Conduct periodic monitoring/stock-taking of office items and advice on re-order for consumables when necessary,
- Extracting, inputting, copying and filing data from various sources.
- Follow-up on vendors to ensure that all office items requested are delivered;
- Ensure retirement of advances and compilation of retirement reports;
- Liaise with UNDP travel agent for ticket requests;
- Liaise with the unit heads within the RC’s office to collate reports and other relevant documents and upload same on the RC’s website;
- Support to staff members and their dependents by processing and follow up with the UNOCHA Nigeria requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government;
- Administrative support to organization of conferences, workshops, retreats.
- Facilitates with relevant offices the issuance of re-entry visas;
- Assist in the management of petty cash and cash advances
- Maintenance of files, correspondence in Administrative Unit
- Monitor usage of vehicles (ensure the log books are duly filled and servicing is done as and when due);
- Assist with collating reports on travel and vehicle – related issues;
- Submit monthly updates on vehicle maintenance/usage;
- Ensure all OCHA equipments are tagged accordingly;
- Collection of information on assets management, maintenance of records and files on assets management;
- Maintenance of files and records relevant to office maintenance;
- Assists in vendor identification and in the procurement of items for the office.
Well organized reports and /or records, processing of work and related follow-up done under general guidance. Well organized work with accurate information; Use of own discretion to address unforeseen situations, seeking advice from and/or reporting to supervisor as applicable.
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Competencies
CORE COMPETENCIES:- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- 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 transparent decision making
- Ability to perform a variety of repetitive and routine tasks and duties related to general administration support Ability to review data, identify and adjust discrepancies
- Good knowledge of administrative rules and regulations
- Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures,
- 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
- 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 facilitate the provision of support
Required Skills and Experience
Education:- Secondary education.
- 2 to 3 years of progressively responsible clerical or secretarial work experience including at least two years in the field of finance, accounting, human resources, evaluation, audit or administrative services or other related fields.
- Fluency in English
FC 12000