Administrative Associate Needed at UNDP

The United Nations Development Programme (Nigeria) announces the following vacancies:

Post Title: Administrative Associate
Level of post: SB3/2 (equivalent to G6)
Type of contract: Service Contract
Location: Abuja, Nigeria
Duration: One Year (with possibility of renewal)


Duties and Responsibilities

• Implementation of operational strategies
• Support to effective and efficient functioning of the unit/project
• Support to administrative and logistical services
• Support to office maintenance and assets management
• Support to administrative and financial control
• Support to common services
• Support to knowledge building and knowledge sharing
• Ensures implementation of operational strategies, focusing on achievement of the following results:
• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the project and CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented workplans.
• Ensures effective and efficient functioning of the unit/ project, focusing on achievement of the following results:
• Support the management of Individual Contracts including the review and evaluation of candidates and payment of consultants fees.
• Processing and payment of participants DSA and travel costs for all DGD meetings and workshops.
• Ensures effective administrative and logistical support, focusing on achievement of the following results:
• 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.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Assistance in the preparation of budget, provision of information for audit.
• Provides support to office maintenance and assets management, focusing on achievement of the following results:
• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance.
• 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; creation of vendor set-up information in Atlas.
• 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.
• Provision of the information for the audit.
• Ensures proper common services  focusing on achievement of the following result:
• Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.
• Support knowledge building and knowledge sharing in the CO and project focusing on achievement of the following results:
• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

Competencies

• Analyzes general information and selects materials in support of partnership building initiatives
• Promoting Organizational Learning and Knowledge Sharing
• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches
• 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
• Demonstrates ability to identify problems and proposes solutions
• Design 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
• 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 client
• Responds to client needs promptly
• Promoting Accountability and Results-Based Management
• 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

Requirements

• 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 the English and one national language of the duty station.

Application Closing Date
25th September, 2012

Method of Application
Interested candidate should
Click here to apply online

Note: only shortlisted candidates will be