Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Abuja
Country: Nigeria
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is within the Political Affairs Section of the UN Office for West Africa and the Sahel (UNOWAS). UNOWAS is dedicated to promoting peace and stability in West Africa and the Sahel region, focusing on conflict prevention, mediation, and peacebuilding efforts. The organization operates in multiple countries across West Africa and has a mission to support the efforts of the United Nations in addressing the challenges faced by the region. The UNOWAS office in Abuja serves as a liaison to facilitate communication and coordination among various stakeholders, including member states, regional organizations, and civil society. The organization is committed to upholding the principles of the United Nations Charter and ensuring the highest standards of efficiency, competence, and integrity in its operations.

Job Overview:
The Administrative Assistant plays a crucial role in managing all administrative and logistics matters related to the UNOWAS Abuja Liaison Cell. This position requires effective and efficient handling of human resources, financial administration, and general administrative tasks. The Administrative Assistant will work under the supervision of the Head of the Abuja Liaison Office and will receive technical guidance from Mission Support. The role involves initiating and processing human resource activities, responding to staff inquiries, maintaining vacancy files, monitoring staffing tables, and preparing statistical data. Additionally, the Administrative Assistant will assist in budget preparation, monitor expenditures, draft correspondence, coordinate events, and manage contracts with external service providers. This position is vital for ensuring the smooth operation of the Abuja Liaison Cell and supporting the overall mission of UNOWAS in the region.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to:

• Human Resources Management: Initiating, reviewing, processing, and following up on human resource activities such as recruitment, placement, promotion, and training. Responding to staff inquiries regarding entitlements and administrative procedures. Maintaining vacancy announcement files and monitoring staffing tables.
• Budget and Finance: Assisting in the preparation and review of financial proposals, consolidating budget requirements, monitoring expenditures, and preparing adjustments as necessary. Liaising with Mission Support for budget performance submissions and reports.
• General Administration: Drafting routine correspondence, coordinating with various departments, and performing other administrative duties as required. Supporting the organization of events and workshops.
• Contract Management: Liaising with Mission Support for contract administration, auditing contractor invoices, and processing UN forms and permissions.
• Other related duties as required to support the operations of the Abuja Liaison Cell.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Additional technical training in secretarial, administration, office management, or a related field is desirable. A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Familiarity with UN administrative electronic tools, such as Umoja or ERP, is desirable, as is knowledge of UN Rules, Regulations, Manuals, and Policies.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, additional technical training in relevant fields such as secretarial studies, administration, or office management is considered an asset. Candidates with a first-level university degree or higher will have a reduced experience requirement, highlighting the importance of educational qualifications in this role.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. Candidates with a first-level university degree or higher may qualify with five years of experience. This experience should ideally include familiarity with UN administrative processes and tools, demonstrating the candidate's ability to navigate the complexities of the UN system effectively.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of French is desirable, as it may enhance communication and collaboration within the UN system and with French-speaking stakeholders in the region.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Abuja. Eligible applicants selected from outside the duty station will be responsible for their relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits exclusive to international recruitment. The United Nations emphasizes the importance of diversity and equal opportunity in its hiring practices, and candidates will be evaluated based on their qualifications and adherence to the principles of the UN Charter.