UNDP Jobs - 16278- UN House Administrative Associate

UN House Administrative Associate

Location :

Abuja, NIGERIA

Type of Contract :

FTA Local

Starting Date :

05-Jul-2010

Application Deadline :

24-May-10 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

with possibility of yearly renewal

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

Under the close supervision of the UN House Manager, the UN House Administrative Associate assists in the management of all administrative services of the UN Common Services in the UN House.

The UN Administrative Associate demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

Duties and Responsibilities

Summary of key functions:

Maintain an overview of the Common Services activities and ensure timely administrative support.
Assist in Monitoring the Compliance of all Operational Systems and Procedures.
Exercise control and administration of Common Services expendable and non-expendable properties.
Supervision of UN House Mail Room, Meeting Rooms, Car Parks, Internal & External Cleaning.
Review of telecommunications systems and services periodically.
Prepare correspondence, reports, evaluations and justifications on general administrative or specialized tasks.
Keep supervisor aware of potential problem areas for immediate solution

Maintain an Overview of the Common Services activities and ensure timely administrative support focusing on achievements of the following results:

Provide effective response to general and specialized work.
Assign work to general services staff to meet functional requirements.
Monitor work of outsourced contractors/suppliers.
Complete job order for interior and exterior of common areas
Take proactive steps for maintenance of equipment and facilities in UN House

Ensures control and administration of Common Services expendable and non-expendable properties focusing on achievement of the following results:

Initiate timely actions for replacement/procurement of both expendable and non-expendable properties.
Develop procurement plans for both expendable and non-expendable properties.
Prepare and submit quarterly reports of expendable and non-expendable properties to the UN House Manager.
Prepare bi-annual reports on non-expendable properties (UN Properties & Government donated properties.
Put in place appropriate monitoring/tracking system for all non-expendable properties.

Ensures compliance with all operational systems and procedures focusing on achievement of the following results:

Assist in putting in place relevant internal check systems for common services and facilities.
Provide accurate information and reports to the UN House Manager on breach of operational systems and procedures

Ensures efficient and effective supervision of UN House Mail Room/Meeting & Conferences Room, Car Park, Internal & External Cleaning focusing on achievement of the following results:

Proper screening/collection of all mails from the Security Guard Post.
Prompt dispatch of all mails to the agencies mail boxes in the mail room.
Proper receipt and closure of Diplomatic pouches by the authorized officials.
Prompt allocation of meeting/conference rooms & supervision of sitting arrangements for meeting.
Maintain orderliness, cleanliness and adequate security at the car parks.
Pay special attention to internal and external cleanliness of UN House

Ensures review of telecommunications systems and services periodically
focusing on achievement of the following results:

Functionality of PABX and other telecommunication equipment at all time.
Generations of PABX bills and comparison of same with the Service Providers bills.
Prompt payment of bills to the Service Providers.
Distribution and recovery of shared common charges with all the agencies

Ensures preparation of correspondence, reports, evaluations and justifications on general administrative or specialized tasks focusing on achievement of the following results:

Draft letters, memo, reports and taking minutes of meetings.
Participate in evaluations of EOI, RFP, ITB etc.
Draft justifications for waivers where necessary for procurement of services and goods

Ensures Supervisor is aware of potential problem areas for immediate solution focusing on achievement of the following results:

Provide timely information on problem areas.
Propose to the House Managers solutions to deal with problems

Impact of Results

Decides on adequate and appropriate use of supplies.
Ensures that services and maintenance of premises are in accordance with organizational standards, rules and regulations and as per contractual arrangements.
Poor judgment or inappropriate handling of common services contracts would result in loss of resources for the UN Agencies in several areas, not least financial loss.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

Shares knowledge and experience.
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

Ability to perform a wide range of varied, inter-related complex administrative services.
Ability to extract, interpret and analyze data and resolve operational problems.
Ability to work with minimum supervision.
Ability to supervise and train support staff.
Ability to plan and organize work.
Good knowledge of administrative rules and regulations.
Strong IT skills, knowledge of Atlas.
Ability to provide input to business processes re-engineering, implementation of new systems

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback.
Consistently approaches work with energy and a positive, constructive attitude.
Remains calm, in control and good humored even under pressure

UNDP Procurement certification programme

Required Skills and Experience

Education:

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

Experience:

7 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language

Fluency in written and spoken English is required.