Operations Assistant

Volunteering Admin

Overview

Support efficient operations at UN Women Nigeria.

You have:

• Proven experience in providing administrative support, including managing office supplies, organizing meetings, and maintaining filing systems.
• Experience in organizing and coordinating events, workshops, conferences, or meetings, including logistical arrangements.
• Solid experience in maintaining databases, entering and organizing data, preparing reports.
• Demonstrated ability to work effectively in a fast-paced environment, manage multiple tasks simultaneously.
• Experience in assisting with recruitment processes, maintaining personnel records.
• Strong experience with office software such as Microsoft Office Suite and Google Workspace.
• Proven ability to coordinate travel logistics.
• Experience in understanding and applying organizational policies and procedures.

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 Operations Assistant at UN Women Nigeria plays a critical role in supporting the efficient and effective functioning of the organization's office, ensuring that its operations are carried out smoothly in line with its mandate. UN Women, as the UN entity dedicated to gender equality and the empowerment of women, has an important presence in Nigeria, focusing on advancing women's rights, leadership, and political participation, as well as addressing gender-based violence, economic empowerment, and other gender-related issues.

The Operations Assistant is expected to provide comprehensive administrative, logistical, and programmatic support to the team, enabling the smooth implementation of UN Women's programs and projects in Nigeria. This position supports both the day-to-day administrative needs of the office and contributes to the broader objectives of UN Women’s mission in the country, including promoting gender equality and women’s empowerment in line with the Sustainable Development Goals (SDGs), particularly Goal 5: Achieve gender equality and empower all women and girls. This role requires a highly organized, detail-oriented, and proactive individual who can effectively manage multiple tasks, maintain accurate records, and work collaboratively with team members, stakeholders, and external partners. The Assistant will also need to be flexible and adaptable, as the work environment may involve frequent changes and new demands, particularly as new initiatives and projects are launched or adjusted in response to evolving needs. The administrative assistant will contribute to the successful achievement of the following: • UN Women's Strategic Goals: Supporting program implementation and ensuring that administrative processes contribute to UN Women's work in gender equality. • Office Efficiency: Ensuring the smooth operation of the office, including logistics, financial management, and communication. • Coordination with Stakeholders: Facilitating effective coordination and communication within the UN system and with external partners and stakeholders. The Operations Assistant will work closely with the senior management team, program managers, and other UN Women staff, contributing directly to the achievement of the organization's key objectives and strategic priorities in Nigeria. The successful candidate will be a key part of ensuring that the office's activities run seamlessly, allowing UN Women to make meaningful progress toward its vision of gender equality and the empowerment of women.

Reporting to the Operations Manager, the Operations Assistant will contribute to the effective management of the office operations activities. The Operations Assistant provide general administrative and logistical support to the UN Women Nigeria Country Office.

I. Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies: • Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent); • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
• Provide administrative support to conferences, workshops, retreats; • Provide administrative support to property management; • Maintain filing system ensuring safekeeping of confidential materials.

II. Provide administrative support to office: • Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required; • Maintain records on assets management and prepare required reports;
• Maintain files and records relevant to office premises and related maintenance; • Perform Buyer role in Quantum system and prepare Purchase Orders; • Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.

III. Travel Management • Coordinate and book flights, accommodations, car rentals, and other travel-related services for employees. • Ensure that travel bookings are aligned with company policies and budget constraints. • Provide accurate travel itineraries to employees and ensure all arrangements are confirmed in a timely manner. • Assist employees with visa applications, passport renewals, and other travel-related documentation. • Ensure compliance with travel policies, including tracking and managing any changes or cancellations. • Keep accurate records of all bookings and transactions, maintaining confidentiality and security of employee data. • Liaise with airlines, hotels, and other service providers to resolve issues as needed. • Track travel expenses and ensure adherence to travel budgets. • Assist with travel cost comparisons, ensuring the most economical options are selected. • Prepare and submit reports on travel-related expenditures, ensuring accurate cost tracking. • Ensure that all travel bookings comply with the company’s travel policy. • Provide support in updating and maintaining the travel policy as required. • Communicate any changes in the company’s travel policies to employees. • Build and maintain relationships with travel vendors, including airlines, hotels, and car rental agencies, to secure competitive rates. • Monitor service quality and provide feedback to vendors as needed. • Prepare and maintain travel documents such as itineraries, tickets, and booking confirmations. • Coordinate with other departments to ensure travel plans are aligned with business requirements. • Assist with other administrative tasks related to travel management as needed.

IV. Fleet Management • Assist with other administrative tasks related to travel management as needed. • Assist in coordinating vehicle inspections, repairs, and routine maintenance. • Monitor fuel usage and ensure proper fuel records are maintained. • Schedule regular maintenance services and repairs for fleet vehicles to ensure all vehicles are in optimal working condition. • Track vehicle service and repair costs, ensuring adherence to budget. • Prepare reports on vehicle performance, maintenance, and usage for the Fleet Manager. • Assist in maintaining up-to-date fleet documentation, including vehicle titles, insurance, and warranties. • Coordinate the fleet’s compliance with local, state, and federal regulations. • Manage fleet inventory, including vehicle parts, tires, and accessories. • Assist in the procurement of new vehicles and fleet equipment as necessary. • Ensure all fleet documents (service records, inspection reports, etc.) are organized and accessible. • Assist with the assignment and tracking of fleet vehicles to drivers. • Coordinate vehicle transportation and delivery when necessary. • Assist in tracking costs related to fleet maintenance, fuel, and repairs. • Monitor and report on fleet efficiency and vehicle usage trends.

V. Provide administrative support to the implementation of Human Resources services: • Create and upload vacancy announcement, compile matrixes, organize interview panels, and other tasks, as assigned; • Maintain staffing lists and reports, as required; • Perform the duties of Leave Monitor.

VI. Provide administrative support to knowledge building and knowledge sharing: • Facilitate trainings for the operations/projects staff on administration.

VII. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

• Results/expected outputs:

The Operations Assistant at UN Women Nigeria is expected to deliver the following results and outputs, which will contribute to the successful achievement of the organization's goals in the country:

• Effective administrative support • Efficient Office Management: • Human Resources Support: • Procurement and Logistics: • Support to Country Programme: • Enhanced Collaboration and Communication • General Support

• Professionalism: demonstrated understanding of operations relevant to UN Women; technical capabilities or knowledge relevant or transferrable to UN Women procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and UN Women in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UN Women’s mission and vision, as well as to the UN Core Values.

• Proven experience in providing administrative support, including managing office supplies, organizing meetings, handling correspondence, and maintaining filing systems. • Experience in organizing and coordinating events, workshops, conferences, or meetings, including logistical arrangements, travel coordination, and material preparation. • Solid experience in maintaining databases, entering and organizing data, preparing reports, and ensuring accurate documentation, including tracking project progress and compiling administrative reports. • Demonstrated ability to work effectively in a fast-paced environment, manage multiple tasks simultaneously, prioritize responsibilities, and meet deadlines while maintaining attention to detail and accuracy. • Experience in assisting with recruitment processes, maintaining personnel records, coordinating staff training, and supporting employee onboarding and performance evaluations. • Strong experience with office software (e.g., Microsoft Office Suite, Google Workspace), as well as experience with office equipment and technology for communication, scheduling, and document management. • Proven ability to coordinate travel logistics, including booking flights, accommodations, and transportation for staff, consultants, or visitors, ensuring smooth arrangements. • Experience in understanding and applying organizational policies, procedures, and guidelines, ensuring compliance in administrative tasks, procurement processes, and financial management.

The assignment will take place in the nation’s capital, Abuja (Hardship classification C). With approximately 200 million inhabitants, Nigeria accounts for 47% of West Africa’s population, and has one of the largest populations of youth in the world. It is a political federation that consists of 36 autonomous states, and a multi-ethnic and culturally diverse society. With an abundance of natural resources, Nigeria—Africa’s biggest oil exporter— also has the largest natural gas reserves on the continent. The country is viewed as a multinational state, as it is inhabited by over 500 ethnic groups, of which the three largest are the Hausa, Igbo and Yoruba; these ethnic groups speak over 500 different languages, and are identified with wide variety of cultures. The official language is English. Nigeria continues to face terrorist attacks in the northeast, a restive insurgency in the Delta region, and the perennial inter-communal violence across the middle belt. At the root of the security challenges are high levels of poverty, joblessness, growing numbers of frustrated youth, and the degradation of natural resources and climate stressors. The critical and immediate challenge is ensuring the welfare of the internally displaced people, host communities, and population in the North- East. Terrorism is the main threat in the Federal Capital Territory (FCT) Abuja SLA. General crime is also prevalent. UN staff members are advised to stay only in assessed hotels. Assessed hotels list available with Agency Security Focal Points. The currency used in Nigeria is called Nigeria Naira (the currency code for Nairas is NGN, and the currency symbol is N). https://www.unv.org/ https://www.unv.org/.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org