Administrative Assistant 'Protocol' Job at UNICEF Nigeria

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Job Title: Administrative Assistant (Protocol) GS4

Location: Abuja

Vacancy number: VN-NGR-19-2012

Contract Type: Fixed Term

Duration: 2 Years

Job Area: Administrative and General Support

Organisation: UNICEF Nigeria

Sector: NGO

The successful candidate will under the direct supervision of the Administrative Specialist in the country office, carry out the following responsibilities:

1. Carry out the physical custody functions of Non-Expendable Inventory (NEP) management. Physically receive and issue out new NEP items, monitor and regulate the physical movement and location of all fixed assets, as well as sort and process the fixed assets for approved disposal action (PSB). Responsible for correct physical labeling and coding of all NEP items; and assist in carrying out annual physical verification of fixed assets.

2. Keep physical custody of the administrative stocks (stationery and office supplies). Receive stocks into the Admin Section stores and issue out to requesting units/staff upon approval. Maintain Bin Cards and other relevant documents. In a timely and regular manner, inform the Administrative Specialist on office supply replenishment needs. Assist in carrying out quarterly physical count of stocks in the store.

3. Assist staff members and their dependents in procuring documentation and visas from the Ministry of Foreign Affairs (MOFA) and other diplomatic missions in accordance with the requirements of the United Nations and the Nigerian government.

4. Drafts routine correspondences and processing of visas for foreign travel.

5. Receives and sorts mails from different sections and submit them to the UN House mail room for the pouch and/or courier. Ensure regular pick up of UNICEF mails from the UN House mail room and dispatch to relevant sections. Maintain mailing register for incoming and outgoing packages.

6. Receive and process telephone bills and transmits to staff members for settlement. Maintains and updates the tracking tools to ensure compliance.

7. Assist the Travel Assistant in making travel arrangements, process travel authorization and compile information pertaining to travels when required.

Minimum qualifications and competencies:

• Completion of Secondary education.

• Four years progressive experience in general administrative or office duties which should include a good knowledge of standard administrative practices. Experience in human resources would be an asset.

• Fluency in oral and written English is required. Knowledge of one other UN working languages and knowledge of local language of the duty station is an asset.

• Computer literacy with database management, knowledge of spread sheet and word processing required

• Ability to work effectively and harmoniously in an international and multicultural environment is desirable.

• Ability to extract and format data, keep records and process information quickly and accurately.

• Good communication skills • Analyzing skills and Planning and organizing.

• Drive for result and ability to work well with people particularly in a multicultural setting

• Following instructions and procedures.

• Initiative, passion and commitment to UNICEF's mission and professional values.

How to Apply:

If you are interested in the position and meet the requirements, please send cover letter (one page summary statement that describes how your experience and qualification relate to the job description) and a scanned/PDF copy of the completed and signed UN Personal History Form.

Deadline: 06 March 2012.

Administrative Assistant 'Protocol' Job