The United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA) is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort.
We are recruiting to fill the position below:
Job Title: Administrative Assistant
Job ID: 30881
Locations: Abuja & Maiduguri-Borno
Slot: 3 Openings
Practice Area – Job Family: Management – Administration
Grade: G4
Vacancy Type: FTA Local
Posting Type: Common System
Contract Duration: 1 Year with possibility for extension
Background
- The situation in Nigeria remains fragile with continued political instability, climatic variability, and lack of basic social services. OCHA’s role is to coordinate effective and principled inter-agency humanitarian response and ensure that relief assistance reaches the people who need it in a timely manner. In line with OCHA’s global mission, OCHA Nigeria continues to:
- Advocate for access to basic services, especially water, sanitation, education and health for vulnerable communities, including the collection, analysis and dissemination of information to humanitarian partners, and negotiation of access.
- Support the government efforts and humanitarian organizations in relocation of internally displaced and return.
- Coordinate the implementation of humanitarian response in Nigeria with UN agencies and programmes, national and international NGOs and local authorities/communities as appropriate, with focus on strengthening the cluster approach.
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member
- Informed and transport decision making
- Under the guidance and supervision of the HAO, the Administrative Assistant provides support to the field office ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.
- The Administrative Assistant works in close collaboration with the Admin & Finance staff in Abuja & Maiduguri to ensure consistent service delivery.
Duties and Responsibilities
Summary of Key Functions:
- Coordinate logistic activities for the field office.
- Provision of clerical / administrative support
- Office support and maintenance
- Cash Recovery and Management of the Armored Vehicles
- Support to knowledge building and knowledge sharing
Coordinate logistics activities for the field office:
- Ensure that vehicles are in working condition at all times: Regular servicing and maintenance etc.
- Coordinate and monitor vehicle movement
- Oversee TOTAL card retirement and replenishment (in collaboration with OCHA Abuja & Maiduguri Office) by ensuring that all processes are carried out in a timely fashion.
- Assist staff members by liaising with OCHA Admin staff in Abuja & Maiduguri for UNHAS bookings etc and ensure that tickets are received on time.
- Ensure that all missions to all locations with high – security level are cleared by the necessary authorities.
- Monitor the vehicle log books and ensure that all movement is duly captured and signed for by all passengers.
- Assist staff with forwarding their travel expense claims to OCHA Abuja office and follow up where necessary.
Provision of clerical / administrative support:
- Assist with hotel reservations for staff on mission, new colleagues deployed to Maiduguri etc.
- Support colleagues in coordinating meetings and other official events.
- Assist with filing and photocopying documents when necessary.
- And all other clerical / administrative duties that may be required.
Office Support and Maintenance:
- General office maintenance: supervise cleaners to ensure that OCHA’s is always in order, etc.
- Maintenance of files and records relevant to office maintenance.
Cash Recovery and Management for the Armored Vehicles:
- Prepares and dispatches invoices to clients upon request for the use of the AVs.
- Ensures that payment for each transaction is received and accounted for and a receipt is issued accordingly.
- Create a tracking system for payment.
- Give monthly accounts of usage and income.
Impact of Results
- The key results have an impact on the execution of the CO administrative/logistical services in terms of quality and accuracy of work completed.
- Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services.
Competencies
Operational Effectiveness:
- Ability to perform a variety of repetitive and routine tasks and duties related to general administration support
- Ability to handle a large volume of work possibly under time constraints
- Good knowledge of administrative rules and regulations
- Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation etc.
- Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
- Ability to organize and complete multiple tasks by establishing priorities
Managing Data:
- Ability to enter data accurately
Managing Documents, Correspondence And Reports:
- Create a filing system according to UN standards.
- Ensure that all official documents (incoming/ outgoing mail, reports etc) are filed according to its category.
- Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using word processing, spreadsheets and databases meeting quality standards and requiring minimal correction
- Shows sound grasp of grammar, spelling and structure in the required language
- Ensures correspondence, reports and documents comply with established UN standards
- Assist with drafting correspondence and make input to documents when required.
Planning, Organizing And Multi-Tasking:
- Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
- Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs
- Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
- Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Required Skills and Experience
Education:
- Secondary education.
Experience:
- 4 years of relevant administrative experience.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Experience in handling of web-based management systems.
Language Requirements:
- Fluency in the UN and national language of the duty station.
How to Apply
Interested and qualified candidates should:
Click here to apply online
Job Title: Driver – G3
Job ID: 30877
Locations: Abuja, Maiduguri – Borno, Damaturu – Yobe, and Yola – Adamawa
Slots: 10
Agency: UNOCHA
Practice Area – Job Family: Management – Logistics
Grade: G3
Vacancy Type: FTA Local
Posting Type: Common System
Contract Duration: 1 Year with possibility for extension
Background
OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to:
- Alleviate human suffering in disasters and emergencies
- Advocate for the rights of people in need
- Promote preparedness and prevention
- Facilitate sustainable solutions.
- In December 1991, the General Assembly adopted Resolution 46/182 designed to strengthen the United Nation’s response to both complex emergencies and natural disasters. In addition, it aimed at improving the overall effectiveness of the UN’s humanitarian operations in the field.
- Under the guidance and supervision of the Administrative & Finance Analyst in Abuja & Maiduguri and direct supervisor, the Admin and Logistics Associate, the Drivers will provide reliable and safe driving services ensuring high accuracy of work.
- The Drivers will demonstrate a client-oriented approach, high sense of responsibility, courtesy, tact and the ability to work with people of different national and cultural backgrounds.
- The Drivers will provide driving services to the operations and programme staff in the Country Office (CO), Consultants and Experts and UN staff on mission.
Duties and Responsibilities
Summary of Key Functions:
- Provision of reliable and secure driving services
- Proper use of vehicle
- Day-to-day maintenance of the assigned vehicle
- Availability of documents/ supplies
- Ensures provision of reliable and secure driving services by a) driving office vehicles for the transport of authorized personnel and delivery and collection of mail, documents and other items and b) meeting official personnel and visitors at the airport, visa and customs formalities arrangement when required.
- Ensures cost-savings through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.
- Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.
- Ensures availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, and map of the city/country, first aid kit, and necessary spare parts.
- Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.
Impact of Results:
- The key results have an impact on the accurate, safe and timely execution of the CO services.
Competencies
Corporate Competencies:
- Demonstrates commitment to OCHA’s mission, vision and values.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
Knowledge Management and Learning:
- Shares knowledge and experience
- Provides helpful feedback and advice to others in the office
Development and Operational Effectiveness:
- Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair
- Demonstrates excellent knowledge of protocol
- Demonstrates excellent knowledge of security issues
Leadership and Self-Management:
- Focuses on result for the client
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
- Responds positively to critical feedback and differing points of views
Required Skills and Experience
Education:
- Secondary Education.
- Valid Driver’s license.
Experience:
- 3 years’ work experience as a driver; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair.
Language Requirements:
- Fluency in English, knowledge of Local language of the duty station is desired.
How to Apply
Interested and qualified candidates should:
Click here to apply online
Job Title: Driver – G2
Job ID: 30879
Locations: Abuja & Maiduguri-Borni
Slor: 3 Openings
Practice Area – Job Family: Management – Transport
Grade: G2
Vacancy Type: FTA Local
Posting Type: Common System
Contract Duration: 1 Year with possibility for extension
Background
- OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors to:
- Alleviate human suffering in disasters and emergencies
- Advocate for the rights of people in need
- Promote preparedness and prevention
- Facilitate sustainable solutions.
- In December 1991, the General Assembly adopted Resolution 46/182 designed to strengthen the United Nation’s response to both complex emergencies and natural disasters. In addition, it aimed at improving the overall effectiveness of the UN’s humanitarian operations in the field.
- Under the guidance and direct supervision of the Admin & Logistics Associate, the Driver provides reliable and safe driving services ensuring high accuracy of work. The Driver demonstrates a client-oriented approach, high sense of responsibility, courtesy, tact and the ability to work with people of different national and cultural backgrounds.
- The Driver provides driving services to the UNOCHA staff in the South Sudan, Consultants and Experts and UN staff on mission.
Duties and Responsibilities
Summary of Key Functions:
- Provision of reliable and secure driving services
- Proper use of vehicle
- Day-to-day maintenance of the assigned vehicle
- Availability of documents/ supplies
- Ensures provision of reliable and secure driving services by a) driving office vehicles for the transport of authorized personnel and delivery and collection of mail, documents and other items and b) meeting official personnel and visitors at the airport, visa and customs formalities arrangement when required.
- Ensures cost-savings through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.
- Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.
- Ensure that the assigned vehicle is wash and clean.
- Ensures availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, first aid kit, and necessary spare parts.
- Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.
- Ensure insurance cover of assigned vehicle is valid.
Impact of Results
- The key results have an impact on the accurate, safe and timely execution of the OCHA transport services.
Competencies
Operational Effectiveness:
- Ability to perform a variety of repetitive and routine tasks and duties
- Ability to review data, identify and adjust discrepancies
- Ability to handle a large volume of work possibly under time constraints
- Good knowledge of administrative rules and regulations
- Ability to operate and maintain variety of computerized business machines and office equipment to provide efficient delivery of service
- Ability to organize and complete multiple tasks by establishing priorities
- Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repairs.
- Demonstrates excellent knowledge of protocol
- Demonstrates excellent knowledge of security issues
Managing Data:
- Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
- Thoroughly and methodically collects, verifies and records data, demonstrating attention to detail and identifying and correcting errors on own initiative.
- Transmits file data: creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
- Interprets data, draws conclusions and or /identifies patterns which support the work of others.
- Managing Documents, Correspondences and Reports
- Creates edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software.
- Ability to produce accurate and well documented records conforming to the required standard
Planning, Organizing and Multi-tasking:
- Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
- Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs
- Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
- Promoting learning and knowledge management/sharing is the responsibility of each staff member
Required Skills and Experience
Education:
- Secondary Education. Valid Driver’s license.
Experience:
- 2 years’ work experience as a driver; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair.
Language Requirements:
- Fluency in English is required, good knowledge of local Nigerian language is desirable.
How to Apply
Interested and qualified candidates should:
Click here to apply online
Deadline: 11th June, 2020.
Note
- Qualified female candidates are strongly encouraged to apply
- All posts in the GS categories are subject to local recruitment.
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