Administrative Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Since the transition of UNDP ERP from Atlas to Quantum in January 2023, turnaround time for Common Services Admin process has become elongated with consequential adverse ripple effects on quality of service delivery arising from unavoidable time delays. The impact is cross cutting through CS admin functions but most manifest in the prolonged response time in handling meeting rooms requests from client agencies as well as coordination of the use of meeting rooms, monitoring of internal cleaning services SLAs and management of inventories/daily issuance of consumables.

UNDP HQ is continuing to explore ways to resolve specific lingering issues in Quantum Speedcharts which applies to distribution of funds and costs associated with Common Services procedures due to the inter-agency cost shared nature. However, it remains unclear when a durable solution to resolve the issues & result in less cumbersome processes will be developed. It has therefore become imperative to engage a UNV Admin Assistant to support Admin related CS functions for improved quality services and shorter response/turnround times to clients requests, enhanced supervision of cleaning services particularly for the toilet areas, monitoring use of consumables such as drinking water, tissue paper in toilets and timely replenishment etc.

Under the close supervision of the UN House Administrative Associate, the Admin Assistant will support the Common Services unit in the performance of selected administrative functions of the UN Common Services in the UN House. The UN Administrative Assistant will demonstrate a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

I. Summary of key functions: • Assist in maintaining a Conference/Meeting Rooms Reservation register for meeting rooms allocation in response to client agencies request and in accordance with the SOP; • Assists in the supervision of Internal & External Cleaning and Car Parks; • Assists in the administration of Common Services expendable and non-expendable properties and updating inventory records; • Keep supervisor aware of potential problem areas for immediate solution;

II. Duties, Responsibilities and Deliverables • Prompt allocation of meeting/conference rooms & supervision of sitting arrangements for meeting; • Maintain orderliness, cleanliness and adequate security at the car parks. • Pay special attention to internal and external cleanliness of UN House; • Maintain inventory records and regularly update records & issuance consumable inventories; • Assist in initiating timely actions for replacement/procurement of both expendable and non-expendable properties • Supports in providing clerical support in processing procurements and invoice payment requests; and • Provides timely information on problem areas to supervisors.

I. 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 - Provides helpful feedback and advice to others in the office

II. 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. - Good knowledge of administrative rules and regulations - Strong IT skills

performing Admin related functions or other related professions; • Familiarity with the United Nations is desirable; previous working experience with the UN System in Nigeria is a strong asset.

Nigeria is a unique country and UNDP is a unique (humanitarian) operation. It provides for an interesting and enriching environment, but also requires a mature level of cultural awareness, as well as more stamina and commitment than elsewhere to make life comfortable and affordable. Therefore, flexibility and the ability and willingness to live andwork in harsh and potentially hazardous conditions, involving physical hardship and littlecomfort, are essential. As this is a national UN Volunteer assignment, the UN Volunteer willbe responsible for arranging his/her own housing and other living essentials.