Jobs at UNDP For UN House Administrative Associate

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Location

Abuja

Job Description

Under the close supervision of the UN House Manager, the UN House Administrative Associate assists in the management of all administrative services of the UN Common Services in the UN House and other UN Common premises. The UN House Administrative Associate demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. The post is funded by the Cost Shared Budget and the contract is limited to UN Common Services.

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. UNDP 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.

Responsibilities

• Maintains an overview of the Common Services activities and ensure timely administrative support.
• Assist in Monitoring the Compliance of all Operational Systems and Procedures.
• Exercise control and administration of Common Services expendable and non-expendable properties.
• Supervision of UN House Mail Room, Meeting Rooms, Car Parks, Internal & External Cleaning.
• Review of telecommunications systems and services periodically.
• Prepares correspondences, reports, evaluations and justifications on general administrative or specialized tasks.
• Keeps supervisor aware of potential problems areas for immediate solution.
• Maintains an Overview of the Common Services activities and ensures timely administrative support focusing on achievements of the following results:
• Provides effective response to general and specialized work.
• Assigns work to general services staff to meet functional requirements.
• Monitors work of outsourced contractors/suppliers.
• Completes job orders for interior and exterior of common areas.
• Takes proactive steps for maintenance of equipment and facilities in the UN House & other UN Common premises.
• Ensures control and administration of Common Services expendable and non-expendable properties focusing on achievement of the following results:
• Initiates timely actions for replacement/procurement of both expendable and non-expendable properties.
• Develops procurement plans for both expendable and non-expendable properties.
• Prepares and submits quarterly reports of expendable and non-expendable properties to the UN House Manager.
• Prepares bi-annual reports on non-expendable properties (UN Properties & Government donated properties.
• Puts in place appropriate monitoring/tracking system for all non-expendable properties.
• Ensures compliance with all operational systems and procedures focusing on achievement of the
  following results:
• Assists in putting in place relevant internal check systems for common services and facilities.
• Provide accurate information and reports to the UN House Manager on breach of operational systems and procedures.
• Ensures efficient and effective supervision of UN House Mail Room/Registry, Meeting & Conferences Rooms, Car Park, Internal & External Cleaning focusing on achievement of the following results:
• Proper screening/collection of all mails from the Security Guard Post.
• Prompt dispatch of all mails to the agencies mail boxes in the mail room.
• Proper receipt and closure of Diplomatic pouches by the authorized officials.
• Prompt allocation of meeting/conference rooms & supervision of sitting arrangements for meeting.
• Maintains orderliness, cleanliness and adequate security at the car parks.
• Pays special attention to internal and external cleanliness of UN House & other Common premises.
• Ensures review of telecommunications systems and services periodically focusing on achievement of the following results:
• Functionality of PABX and other telecommunication equipment at all time.
• Generations of PABX bills and comparison of same with the Service Providers bills.
• Prompt payment of bills to the Service Providers.
• Distribution and recovery of shared common charges with all the agencies.
• Ensures preparation of correspondences, reports, evaluations and justifications on general administrative or specialized tasks focusing on achievement of the following results:
• Draft letters, memo, reports and taking minutes of meetings.
• Participate in evaluations of EOI, RFP, ITB etc.
• Draft justifications for waivers where necessary for procurement of services and goods.
• Ensures Supervisor is aware of potential problems areas for immediate solution focusing on achievement of the following results:
• Provides timely information on problems areas.
• Proposes to the House Managers solutions to deal with problems.
• Decides on adequate and appropriate use of supplies.
• Ensures that services and maintenance of premises are in accordance with organizational standards, rules and regulations and as per contractual arrangements.

Qualifications and Skills

• Secondary education.
• Certification in Administration.
• University Degree in Business, Finance or Public Administration desirable, but it is not a requirement.
• 7 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 UN and national language of the duty station.
• Fluency in written and spoken English is required. Working knowledge of the language spoken in the duty station is highly desirable, but is not a requirement.

How to Apply

Please click here to apply for the job.

Deadline

13 December, 2013