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.

The position of Administrative Assistant is located in the Sub-Office, Ogoja under the direct supervision of the Administrative Officer with overall supervision of the Head of Sub–Office. The role of this position is to provide administrative support services to the Head of Sub-Office, in order to ensure the smooth running of the office and its flow and management of administrative and routine information. This would involve direct contact with other staff members and with the teams of high-ranking officials, both within and outside UNHCR within the Sub-Office purview. while following instructions of the supervisor for more complex issues.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional, and managerial competencies and UNHCR’s core values of professionalism, integrity, and respect for diversity.

UN Volunteer will report to Administrative Officer and will be under the overall supervision of Head of Sub Office, the national UN Volunteer will undertake the following tasks:

• Provide administrative support to the UNHCR Office including documents handling and control of documents flow between the office of HoSO and other offices/external parties. • Arrange appointments and maintains supervisor’s calendar. Receive visitors, places and screens telephone calls and answers queries with discretion.
• Arrange meetings, both internal and external, some involving high-ranking officials, and take minutes and/or notes at meetings. • Prepare informal translations and may act as interpreter . • Draft correspondence, documents, and reports, some of which are highly confidential. • Receive, screen, log, and route correspondence, attach necessary background information and maintain follow-up system. • Draft official correspondence, documents, and reports on routine matters and/or for clearance by the supervisor and ensure follow-up. Maintain filing system for electronic and hard copy documents. • Maybe required to assist in Human Resources tasks (attendance record, travel arrangements, preparation of travel authorization, /claims, etc.) for staff within the unit. • Assist in the preparation of visit programmes, briefings on issues covered by the Unit, collection of documentation for briefing kits, talking points and other material for missions, meetings, and visits. • Support admin unit in processing of travel documentation, travel entitlements and travel claims • Support in ticket bookings for local and international travels • Replenishment and management of office supplies for the office of the HoSO • Any other related tasks as may be required or assigned by the supervisor.

Professionalism Team work Commitment to continuous learning Communication

1. Administration or other relevant programmes
2. Document drafting is an asset,
3. Working in the UN or other international development organization.
4. Drafting, formulation, reporting skills. •
5. Document production and editing. •
6. Working inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels
7. Working with tools and approaches of communications for development. •
8. Microsoft office suite

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.