UNDP Administrative Associate/Secretary Job Vacancy in Nigeria

Background

POSITION ADMINISTRATIVE
ASSOCIATE/SECRETARY

Duties
and Responsibilities

• Effective
  and efficient functioning of the DSS  office;
• Effective
  communications and administrative support to the office;
• Facilitation
  of knowledge building and management;
• Assists
  in maintaining the Security Plan, including updating staff lists;
• Assists
  in preparation of Quarterly Mandatory returns and yearly reports;
• Assists
  in compilation of monthly security incidents lists for SMT/SCM/NGO’s
  meetings;
• Provides
  other finance and administrative supports as may be directed by the
  CSA/DSA.

• Management
  of the DSS office, ensuring an environment of professionalism and
  teamwork at all times, and setting exemplary standards of conduct for
  the  team;
• Efficient
  and discreet management of  the Chief Security Advisor’s schedules;
• Provides
  front office services to the CSA office, maintains cordial relationship
  with both internal and external clients.
• Organization
  of regular and ad-hoc meetings; preparation of minutes and summaries of
  actions to be taken; tracking of progress on planned issues; follow-up
  with focal points;
• Screening
  of all incoming communications, filter outgoing correspondence for
  supervisor’s signature, clearance and further action by other staff;
  wherever possible;
• Use
  of automated office management system;
• Maintains
  a database of addresses, telephone numbers and email address of all
  Agency staff, security agents and government officials ensuring
  confidentiality;
• Provide
  necessary administrative and finance support to  DSS Office in the
  country;
• Provide
  logistics support to UNDSS field offices.

• Maintenance
  of the filing system ensuring safekeeping of confidential materials. Use
  of automated filing system.
• Draft
  routine correspondence, interoffice circulars, general briefing notes,
  documents,reports, and minutes of meetings when requested, translations
  when required;
• Administration
  of travel, meetings, appointments and briefings of Chief Security
  Advisor Including drafting of background notes;
• Maintains
  and ensures implementation of Agency’s year work plan of key events
  keeping to the time frame and execution before deadline;
• Arrange
  for logistic and secretarial support for meetings, trainings and
  workshops organized in the office;
• Provides
  Secretarial, Logistic, Finance and HR services for all personnel under
  the Cost Shared Budget in the Agency.

• Sound
  contributions to knowledge networks and communities of practice;
• Organization
  of trainings for ERT Staff on coordination, administration and protocol
  issues;
• Facilitation
  and coordination of training as may be scheduled.

• Assists
  in preparation, maintenance and periodic review of the Security Plan,
  Warden System, Building Evacuation, Fire Safety drills etc.;
• Maintain
  and update staff lists for all duty station;
• Provides
  support in preparation of policy documents such as MORSS, MOSS, SRA,
  etc;
• Liaises
  with Agency Security Focal Points to ensure update of staff information.

• Provides
  support for the preparation of quarterly Briefing Notes;
• Assists
  in preparation of quarterly incident report;
• Ensures
  accuracy of data in all reports preparation;
• Provides
  support in update and yearly preparation of incidents affecting UN
  staff.

• Assists
  in compiling List of Incidents for Security Cell, NGO’s and SMT
  Meetings;
• Ensures
  effective coordination and dissemination of information for the
  meetings.

• Monitors
  attendance and leave matters for DSS staff;
• Provides
  all finance duties such as raising of vouchers, requisitions, etc using
  Atlas;
• Assists
  in all procurement and HR duties for DSS staff as the need arises;
• Maintains
  liaison with Agency Security Focal Points for effectiveness of DSS
  office.

Competencies

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

• Shares
  knowledge and experience;
• Actively
  works towards continuing personal learning, acts on learning plan and
  applies newly acquired skills;
• Keeps
  abreast of new occupational/professional developments;
• Contributes
  to the learning of colleagues.

• Ability
  to perform a broad range of activities aimed at effective and efficient
  functioning of UNDSS office, including data/ schedule management,
  maintenance of protocol, information dissemination, flow and management.
• Confidentiality;
• Ability
  to provide input to business processes re-engineering, elaboration and
  implementation of new data management systems.

• 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;
• Demonstrates
  openness to change and ability to manage complexities.

• Proven
  and sustained communication (verbal and written) skills;
• Listens
  to others, correctly interprets messages from others and responds
  appropriately;
• Good
  communicator.

• Actively
  seeks to improve services and delivery time;
• Demonstrates
  resourcefulness by finding new solutions to address operational
  problems;
• Promote
  and persuade others to consider new ideas.

• Works
  collaboratively with colleagues to achieve organizational goals;
• Builds
  consensus for task purpose and direction with fellow staff members;
• Solicits
  input by genuinely valuing others’ ideas and expertise and is willing to
  learn from others.

• Integrity: 
  Ability to work honestly, openly, impartially and in accordance with the
  values of the United Nations;
• Professionalism: 
  An ability to work in a calm, competent and committed manner; Is
  conscientious and efficient in meeting commitments, observing deadlines
  and achieving results;
• Respect
  for Diversity:  An ability to work effectively, respectfully, and
  inclusively with people from different backgrounds and with different
  perspectives.  Proven interpersonal skills and the ability to
  listen and work in a multi-cultural, multi-ethnic environment.

Required
Skills and Experience

•  Higher
  National Diploma required. Bachelor of Sciences in Secretarial
  Administration is desirable.

• Minimum
  6 years of progressively responsible secretarial, administrative,
  programme experience is required at the national or international level;
• Experience
  in the usage of computers and office software packages (MS Word, Excel,
  PowerPoint, etc);
• Prior
  experience with the UN system or an international NGO is desirable;
• Experience
  in the usage of ATLAS (Finance Application Access Module) will be an
  advantage;
• Knowledge
  of UN Security System and Management will be  of distinct
  advantage.

• Fluency
  in written and spoken English is essential;
• Working
  knowledge of any of the three Nigerian major languages would be an
  advantage.

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.

METHOD OF
APPLICATION

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