Administrative Associate Job at UNDP Nigeria
The United Nations Development Programme (Nigeria) announces the following vacancies:
Job Title: Administrative Associate
Job 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
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.
- 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
- 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.
Method of Application
Interested candidate should click here to apply online
Interested candidate should click here to apply online
Application Deadline: 25th September, 2012
Note: only shortlisted candidates will be contacted
Note: only shortlisted candidates will be contacted
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