Topic: Admin & Logistics Assistant Position At UNOPS

UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.
Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peacebuilding contexts, always satisfying or surpassing partner expectations.
We employ more than 6,000 personnel and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of offices, we oversee activities in more than 80 countries.
Job Position: Administrative and Logistics Assistant

Job TypeFull Time
QualificationSecondary School (SSCE)
Experience4 years
Location Abuja
Job FieldAdministration / Secretarial Logistics Procurement / Store-Keeping
Background Information – Job-specific
Nigeria is one of the world’s largest oil producers. Since 2004, an insurgency has broken out in the Niger delta, Nigeria’s oil-producing region. The desperately impoverished local residents of the delta have seen little benefit from Nigeria’s vast oil riches, and rebel groups are fighting for a more equal distribution of the wealth as well as greater regional autonomy. Violence by rebel groups has disrupted oil production and reduced output by about 20%. In 2006, the United Nations Development Programme (UNDP) launched the Niger Delta Job Creation and Conflict Prevention Initiative, funded by the SHELL Petroleum Development Company and the Bayelsa, Delta and Rivers State Governments. The general objective is to participate in mitigating the violence in the Niger delta area by offering opportunities to the youths of the militant groups. To reach this objective, the project’s aim is to convert three existing state owned vocational training facilities into Multi-Purpose Youth Centres (MPYCs). The Niger Delta militant youth groups and the youth from the immediate surrounding area are the target beneficiaries. Following a progress review undertaken in late December 2006 in the course of which the findings and recommendations of the technical experts were considered, the initial implementing partner requested that a new management arrangement should be put in place, given the increased scope and complexity of the project. UNOPS has been chosen to be the implementation partner of UNDP and therefore wishes to appoint an Administrative Assistant to undertake the tasks as described hereafter;
Functional Responsibilities
Summary of Key Functions:
Support to effective and efficient functioning of the office/department/unit
Support to administrative and logistical services
Support with respect to protocol issues and requests for official documentation
Support to office maintenance and assets management
Support to knowledge building and knowledge sharing
1. Ensures effective and efficient functioning of the office/department/unit, focusing on achievement of the following results:
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Compilation and preparation of presentation materials and documentation for meetings and missions.
Maintenance of hard copy and electronic files, reference materials and confidential records as required
Petty cash management
Preparation of travel authorization for staff members
Translation of simple correspondences, when needed.
2. Ensures effective administrative and logistical support, focusing on achievement of the following results:
Performance of a Buyer role in ATLAS and preparation of POs for travel activities, payments, contracts.
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
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.
Provide Administrative support to the HR and Finance unit.
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
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.
Extraction of data from various sources.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
Assistance in the preparation of budget, provision of information for audit.
3. Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods
Establishment and maintenance of efficient working relationship with government ministries.
Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit
Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule
Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file,
Accurate and timely information on processes and pending issues to the concerned individuals/unit
4. 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
Provision of support to maintenance of common premises and common services
5. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
Participation in the trainings for the programme, operations and projects staff on administration
Sound contributions to knowledge networks and communities of practice
Perform other related duties as required.
Competencies
Integrity
Professionalism
Respect for Diversity
Creativity and innovation
Commitment to continuous Learning
Accountability
Planning and organizing skills
Results orientation
Communications skills
Teamwork skills
Client orientation
Technological awareness
Functional Competencies
Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
Ability to perform work of confidential nature and handle a large volume of work
Good knowledge of administrative rules and regulations
Strong IT skills, knowledge of ATLAS
Ability to provide input to business processes re-engineering, implementation of new systems
Leadership and Self-Management
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
Education
High School Diploma
Experience
A minimum of 4 years of relevant experience in administration or programme support service or related field is required.
Experience working within the UN system or similar international organisations will be an added advantage
Use of computers with Word Processing/Spreadsheets is required.
Experience in handling of web-based management systems
Languages
Flueny in oral and written English
Contract type, level and duration
Contract type:Local ICA Support
Contract level:LICA 4
Contract duration: 3 months (with possible extension)

Method of Application

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Admin & Logistics Assistant Position At UNOPS