UNDP Jobs - 19529- Administrative Assistant

Administrative Assistant

Location :

Abuja, NIGERIA

Type of Contract :

Service Contract

Starting Date :

29-Nov-2010

Application Deadline :

03-Nov-10 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

1 year with possibility of yearly renewal

Languages Required :

English

Expected Duration of Assignment :

1 year 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 guidance and supervision of the AAP National Project Coordinator, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach. The Administrative Assistant works in close collaboration with other project staffs, SCCU/ UNDP/UNIDO and UNICEF relevant to exchange information and ensure consistent service delivery. The candidate will also assist with logistics.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies
Support to effective and efficient functioning of the AAP PMU (AAP National Coordinator’s office, operations and administration)
Support to administrative and logistical services
Support to office maintenance and assets management
Support to knowledge building and knowledge sharing
Ensures implementation of operational strategies towards full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies and provision of inputs to preparation of administrative team results-oriented workplans.
Ensures effective and efficient functioning of the PMU focusing on achievement results such as contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes, compilation and preparation of briefing materials, and documentation for meetings and missions.
Ensures effective administrative and logistical support, for support to procurement processes, preparation of Pos, arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents, administrative support to conferences, workshops, retreats and arrangement of vehicle transportation, regular vehicle maintenance and insurance.
Provides support to office maintenance and assets management,
Support knowledge building and knowledge sharing.

Impact of Results:

The key results have an impact on the efficiency of the AAP PMU. Accurate presentation of information strengthens the capacity of the office and promotes the image of PMU as an effective contributor to the development of the country.

Competencies

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
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.
Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported.
Ability to perform work of confidential nature and handle a large volume of work
Good knowledge of administrative rules and regulations
Strong IT skills
Ability to provide input to business processes re-engineering, implementation of new systems
Remains calm, in control and good humored even under pressure

Required Skills and Experience

Education:

Secondary education.
Certification in administration desirable.

Experience:

3 to 5 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 Requirements:

Fluency in the written and spoken English is essential;
Fluency in one Nigerian Language is Essential.