Location : Calabar, NIGERIA
Application Deadline : 05-Mar-13
Type of Contract : Service Contract
Post Level : SB-3
Languages Required : English
Duration of Initial Contract : Initial duration of
one year
Background
Under the overall guidance of the Chief Mission
Support and the supervision of
the CNMC Programme Manager, the
Administrative Associate provides support to
office operations performing a variety of
standard administrative processes
ensuring high quality and accuracy of work. The
Administrative Associate
promotes a client, quality and results-oriented
approach.
The Administrative Associate works in close
collaboration with the UN Observer
and other UN agencies staff to exchange
information and ensure consistent
service delivery.
Duties and Responsibilities
Summary of Key Functions:
Implementation of operational strategies
Efficient administrative support
Support to supply and assets management
Support to administrative and financial control
Coordination of Registry and Receptionist
functions
Ensures implementation of operational
strategies, focusing on achievement of the
following results:
Full compliance of administrative activities with
UN rules, regulations,
policies and strategies.
Provision of inputs to the UN Observer Officer
administrative business
processes mapping and implementation of the
internal standard operating
procedures (SOPs).
Ensures efficient administrative support ,
focusing on achievement of the
following results:
Organization and coordination of shipments and
customs clearance.
Contact with visitors and staff, arrangement of
appointments and meetings,
acting as an interpreter when required and/or
taking minutes.
Support with protocol matters, registration of
staff, coordination with local
authority on space and other administrative
matters.
Organization of audiences, and working
programs of the observers upon request.
Arrangement of travel and hotel reservations,
preparation of travel
authorizations, processing of requests for visas,
identity cards, preparation
and submission of travel claims
Organization of procurement processes including
preparation of procurement
documents, collation of vendors profile
information, receipt of quotations, bids
or proposals, preliminary evaluation…
Organization and administrative support of
workshops, conferences, seminars,
etc
Monitoring staff members attendance and leave
and preparation the monthly
attendance record.
Supervision of cleaning services.
Coordination of transportation services, regular
vehicle maintenance, temporary
admission and insurance.
Checking and certifying of vehicle daily log and
gas consumption, update and
maintenance of vehicle history report.
Prompt reporting and investigation of cases of
vehicle accidents, damage, loss
or theft of items; update and maintenance of
vehicle history report.
Maintenance of the filing system ensuring
safekeeping of confidential materials
Research and retrieval of data from internal and
external sources; preparation
of statistical charts, tables and reports
Assistance in the preparation of budget,
provision of information for audit.
Follow up on deadlines, commitments made,
actions taken and coordination of
collection of reports and submission to the head
of unit.
Compilation and submission of relevant
documents to UNOWA/CNMC HQs.
Performance of any other tasks as required
Provides support to proper supply and assets
management, focusing on achievement
of the following result:
Maintenance of records on assets management,
preparation of reports including
quarterly reports of non-expendable equipment .
Maintenance of files and records relevant to
office maintenance
Provision of support to maintenance of common
premises and common services
Management of office stationery supplies
including maintenance of stock list of
stationery, distribution of stationery and keeping
a log of distribution
Preparation and manage inventory of office
equipment, carry our physical
custody of Non- Expendable inventory
management, monitor and regulate the
physical movement and location of all UNOWA/
UNOPS assets.
Provides support for effective administrative
and financial control in the
office, focusing on achievement of the following
results:
Maintenance of administrative control records
such as commitments and
expenditures.
Confirmation of availability of funds prior to
review by supervisor;
Maintenance of data integrity in the database,
control programme; analysis of
results and initiation of corrective actions when
necessary.
Coordination of common premises/services cost-
recovery arrangements.
Proper control of supporting documents of funds
and activities.
Preparation of requests for payment of funds
and follow up.
Preparation of quarterly financial reports.
Provision of the information for the audit.
Coordinates implementation of Registry and
Receptionist functions, supervises
Registry Clerk and Receptionist, focusing on
achievement of the following
results:
Provision of efficient general reception and
information services.
Provision of reliable mailing, registry and
archiving services
Impact of Results
The key results have an impact on the efficiency
of the unit. Accurate analysis
and presentation of information, thoroughly
researched and fully documented work
strengthens the capacity of the office and
facilitates subsequent action by the
supervisor. Incumbent's own initiative is
decisive in results of work and timely
finalization.
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:
6 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 English and the national language of
the duty station.
FC: 12000
Click link to apply
https://jobs.undp.org/cj_apply.cfm?cur_job_id=35802
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