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Administrative Assistant

Job Category:
Office, Administrative
Career Level:
Job Type:
Full Time
Positions:
2
Company Name:
UNDP
City/Location:
Ondo and Bayelsa
Country:
Nigeria
Posted On:
04 August, 2009
Last Date to apply:
17 August, 2009
Experience in years
2 to 4
Description:
 

Background:

 Under the guidance and supervision of the Operations Manager/Administrative Associate, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
 
The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff to exchange information and ensure consistent service delivery.

Job Description:

Summary of Key Functions: 

  •  Implementation of operational strategies
  •  Support to effective and efficient functioning of the programme management unit/ administrative unit
  •  Support to administrative and logistical services
  •  Support to office maintenance and assets management
  •  Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  •  Provision of inputs to the CO, specifically project,  administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
  •  Provision of inputs to preparation of administrative team results-oriented work plans.


2. Ensures effective and efficient functioning of the programme management unit/ administrative 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 briefing and presentation materials, speeches, background information and documentation for meetings and missions.:

3. Ensures effective and efficient functioning of the programme management  unit/ administrative 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 briefing and presentation materials, speeches, background information and documentation for meetings and missions.
  •  Translation of simple correspondences, when needed

4. Ensures effective administrative and logistical support, focusing on achievement of the following results:

  •  Organization of shipments, preparation of documents for UNDP/LDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
  •  Performance of a Buyer role in Atlas and preparation of POs for travel activities.
  •  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 identity cards and other documents.
  •  Administrative support to conferences, workshops, retreats.
  •  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.
  •  Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
  •  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

5.  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

6.Support  Knowledge building and Knowledge sharing in the CO, focusing on achievement of the following results:

  •  Participation in the training for the operations/projects staff on administration
  •  Sound contributions to knowledge networks and communities of practice


Education
Must Degree Degree Level Country Description
YesDiploma or degree in management or relevant fieldsBachelors Degree (5 Years)NigeriaS/he should have a minimum of 5 years of functionally related professional experience in administrative management. S/he should demonstrate skills and experience in using standard office software such as Microsoft Office (specifically Word, Excel, and Access) and demonstrable speed-typing skills. Knowledge and/or experience of UNDP work environment highly desirable. S/he should also be fluent in both written and spoken English