ADMINISTRATIVE ASSISTANT

Org. Setting and Reporting

The United Nations Office for West Africa and the Sahel (UNOWAS) is entrusted with the overall mandate of enhancing the contributions of the UN towards the achievement of peace and security in West Africa and the Sahel. It engages in preventive diplomacy, good offices and political mediation and facilitation in countries in West Africa and the Sahel.

The position is within the Political Affairs Section of the UN Office for West Africa and the Sahel (UNOWAS). The Administrative Assistant works under the supervision of the Head of Abuja Liaison Office with technical guidance from Mission Support. The Administrative Assistant is responsible to effectively and efficiently manage all administrative and logistics matters related to the UNOWAS Abuja Liaison Cell including human resources, financial and general administration.

Responsibilities

Within delegated authorities, the Administrative Assistant will be responsible for the following duties:

Human Resources Management
¿Initiates, reviews, processes and follows-up on actions related to the administration of the Abuja Liaison Cell’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
¿Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
¿Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
¿Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance
¿Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to UNOWAS’ budget, trust funds, grants and procurement.
¿Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
¿Assists the Supervisor when required in the elaboration of resource requirements for budget submissions.
¿Liaises with Mission Support, assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
¿Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration.
¿Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
¿Coordinates extensively with POLAS and liaises frequently with Mission Support as well as with UNDP Abuja.
¿Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts, Value-added Tax (VAT) reimbursement; physical space planning; identification of office technology needs and maintenance of equipment, software and systems).
¿Support with organizing and coordinating events, workshops and partner meetings in Abuja.

Contract Management
¿Liaise with Mission Support, assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
¿Audits the contractors' invoices against the goods and services provided by the contractor as and when required.
¿Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
¿Performs other related duties as required.

Competencies Education

High school diploma or equivalent is required. Additional technical/vocational training in
secretarial, administration, office management or other relevant field is desirable

Job - Specific Qualification

Additional technical training in secretarial, administration, office management or other relevant field is desirable.

Work Experience

A minimum of seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowlege of French is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice United Nations Considerations No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.