UNOWA Administrative Associate Job Vacancy in Nigeria

ADMINISTRATIVE ASSOCIATE (UNOWA)

• 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

• 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).

• 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

• 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.

• 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.

• Provision of efficient general reception and
  information services.
• Provision of reliable mailing, registry and
  archiving services

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

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

• 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

• Presentation of information on best practices
  in organizational change
• Demonstrates ability to identify problems and
  proposes solutions

• 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

• 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

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

• 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

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

• 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.

•  Fluency in English and the national
  language of the duty station.