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.
• Enhance a protective environment that respects the human rights of all, including IDPs, returnees and minority clans.

Duties and Responsibilities

Summary of Key Functions:  

• Provide overall protocol, logistic and administrative support services
• Administer and execute processes and transactions
• Support to logistics and facilities management processes
• Support to management of driver and maintenance of vehicles

Provide overall protocol, logistic and administrative support services focusing on achievement of the following results:

• Process Travel authorization and estimation of related travel costs.
• Follow up on certification and approval of TA (Travel authorization).
• Confirm travel to staff after approval by Head of Office.
• Provision of cost effective and time-saving travel and hotel arrangement to the staff
• Arrange for security clearance for high risk areas which require special clearance.
• Process requests for visas for all UN travelers and follow up for timely visa issue.
• Hotel reservations for visiting UN/UNOCHA officials.
• Update field staff movements and report to Admin an Finance Analyst and other relevant heads of units
• Organization of Office receptions, meetings, workshops, conferences, retreats, etc... Handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc
• Process visas and Resident Permits including Diplomatic Cards for international staff and their dependants.
• Administrate OCHA’s assets and keep track of all equipment provided to staff members
• Maintain the inventory in  FIMS (OCHA’s Field Inventory Management system) to reflect accuracy

Administer and execute processes and transactions focusing on achievement of the following results:

• Full compliance of UN/UNOCHA rules and regulations, policies and strategies on travel management
• Follow up with  travel agent for timely feedback on ticketing and quotes
• Liaise with UNDP travel unit on issuance of purchase order for ticketing.
• Track all ticket refunds and ensure timely recovery of funds by UNDP and credit of OCHA account
• Prepare for AFO request for procurement of office equipment to be submitted to UNDP and Follow up issuance of Purchase order with UNDP procurement team.
• Process procurement  of goods less than $2500 within AFO’s authority
• Maintain up-dated filing system

Supports logistics and facilities management processes for OCHA Nigeria (Abuja and field offices) focusing on achievement of the following results:

• Prepare and make necessary arrangement of shipments of OCHA Assets to field offices. Oversee MORSS improvement in the office
• Oversee the maintenance of Office equipment. Assist in the coordination of office space, furniture, equipment and building maintenance matters; payment of rent, utilities, and other maintenance and cleaning services, other services

Oversee management of drivers and maintenance of office vehicles

• Assign  vehicles and office drivers  to staff upon request during work hours
• Ensure that the office vehicle are well maintain , follow up on any repair on the office vehicles
• Oversee correct use of fuel card
• Ensure that vehicle log books are up to date.
• Ensure insurance coverage for the office vehicles.
• Prepare cost recovery table for the private use of office vehicles.

Impact of Results

The key results have an impact on the efficiency of the Administration and finance unit by ensuring accountability and adherence to the UN Financial Rules and Regulations, staff administration and other general administrative matters to support the implementation of overall activities of OCHA Nigeria Office.

Competencies

Functional Competencies:       

Building Strategic Partnerships

Maintaining information and databases

•  Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

 Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Data gathering and implementation of management systems

• Uses information/databases/other management systems
• Provides inputs to the development of simple system components
• Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports

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

Required Skills and Experience

Education:    

• Secondary education.  Certification in administration desirable, University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:    

• A minimum 4 years of relevant experience in administration or programme support service, logistics   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  English

United Nations Considerations

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

No fee

The United Nations does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicant's bank accounts.
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.