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 was established to support the efforts of West African countries in promoting peace and stability in the region. The organization operates in multiple countries across West Africa and the Sahel, focusing on political affairs, human rights, and development. 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 and works towards achieving sustainable peace and development in the region.

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 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, and monitoring staffing tables. Additionally, the Administrative Assistant will assist in budget preparation, monitor expenditures, and coordinate with finance staff. The position also entails drafting correspondence, coordinating events, and managing contracts with external service providers. The ideal candidate will demonstrate professionalism, strong communication skills, and a client-oriented approach while ensuring compliance with UN rules and regulations.

Duties and Responsibilities:
The Administrative Assistant will be responsible for the following duties:

• Human Resources Management: Initiate, review, process, and follow up on human resource activities, including recruitment, placement, promotion, and training. Respond to staff inquiries regarding entitlements and administrative procedures. Maintain vacancy announcement files and monitor staffing tables.
• Budget and Finance: Assist in preparing financial proposals and consolidating budget requirements. Monitor expenditures against approved budgets and prepare necessary adjustments. Liaise with Mission Support for budget performance submissions and reports.
• General Administration: Draft routine correspondence, coordinate with POLAS, and liaise with Mission Support and UNDP Abuja. Perform administrative duties such as operational travel programs, monitoring accounts, and maintaining office technology.
• Contract Management: Liaise with Mission Support for contract administration, audit contractor invoices, and process UN forms for staff and contractors.
• Other Duties: Support organizing events, workshops, and partner meetings as required.

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. Specific knowledge of UN administrative electronic tools, such as Umoja or ERP, is desirable, along with familiarity with UN rules and regulations.

Educational Background:
The position requires a high school diploma or equivalent. 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 may have reduced experience requirements, highlighting the importance of educational qualifications in this role.

Experience:
The Administrative Assistant 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 can qualify with five years of experience. Familiarity with UN administrative tools and regulations is also beneficial, indicating that candidates should have a solid background in administrative functions and a good understanding of the UN's operational framework.

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, which would enhance communication and collaboration within the UN system, especially in a multilingual environment like West Africa.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Abuja. Selected candidates from outside the duty station will be responsible for their relocation expenses. Local recruits are not eligible for allowances or benefits exclusive to international recruitment. The United Nations emphasizes the importance of maintaining high standards of efficiency, competence, and integrity in its hiring practices. Candidates with a history of violations of international human rights law or other serious offenses will not be considered for employment. The UN Secretariat is a non-smoking environment, and reasonable accommodations may be provided for applicants with disabilities. Staff members are subject to the authority of the Secretary-General and may be assigned to different duty stations as needed.