Administrative AssistantUnited Nations Office on Drugs and Crime (UNODC)

• Provide administrative and clerical support to the process of preparation and drafting of project work plans, budgets, revisions, progress reports and summaries.
• Maintains all proper filing systems. Select information and records in specified format or based on general instructions for use by others in preparing reports, correspondence, technical papers, project plans, and general reference documents.
• Assist in the procurement process and proper asset management, monitoring, recording, and disposal.
• Assists in the preparation of documents for use in the formulation of the work plans, progress reports, and periodic reviews with national counterparts.
• Assists in the development of contacts with Government institutions and authorities, local representatives of other United Nations organizations, civil society organizations, resource persons, and media regarding UNODC mandates and project matters.
• Collects, assesses, and analyses information related to the project given providing background and/or complementary information for future project proposals as well as the current project; regular inputs into relevant information networks, including creation and maintenance of institutional and individual regional expert rosters (databases) and additional information as requested.
• Maintains records on the general political situation of Nigeria and all drugs and criminal justice-related events and developments relevant to the project.
• Assists in the updating of internal records of donor assistance provided to Nigeria in the area of drugs, crime, and criminal justice.
• Assistance in the organization of terms of seminars, workshops, and training activities on UNODC related issues in Nigeria.
• Assists in the preparation of terms of reference of programs and logistics for visiting experts, missions, delegations, and donor representatives through liaison with local and overseas UN staff and government authorities.
• Maintain the project’s office activities.
• Liaise with UNDP procurement and payment matters for project-related activities.
• Provide advice and assist staff members and their dependents by processing requests for a visa, identity cards, driving licenses, and other necessary personnel-related documents by the requirements of the United Nations and Nigeria.
• Makes travel and hotel reservations, prepare travel orders, and assembles information pertinent to the procurement of travel.
• Advises and arranges the shipment and receipt of project supplies and equipment and household effects, including customs clearance.
• Provides support to the UNODC Security Focal Point on UNODC’s personnel security.
• Performs other duties (such as general correspondence, attendance at the meetings, minutes of meetings, reports, follow-up, printing, copying, etc.) as required. 

Required Skills and Experience
Education:

• Secondary Education, with experience in Office Administration and management

Experience:

• A minimum of 4 years of progressively responsible experience in providing administrative support of project implementation and management, preferably in a civil service non-government organization (NGO) or international organization environment.
• Computer literacy, specifically advanced skills in MS Office Suite.
• Work experience in the United Nations System or European Union-funded projects and knowledge of the UNODC System would be an asset.

Language Requirements:

• English and French are the working languages of the United Nations Secretariat.
• For the post advertised, fluency in English (both oral and written) is required;
• Knowledge of other UN official languages is an asset. 

Competencies
Professionalism:

• Sound knowledge and understanding of concepts and approaches relevant to budgetary and demonstrable knowledge of database administration;
• Knowledge of the financial rules and regulations of the United Nations as well as familiarity with UN policies and procedures as they relate to travel administration;
• Demonstrable commitment to the values of the United Nations, particularly integrity in daily activities and behaviors;
• Demonstrated professional competence and mastery of administrative processes;
• Ability to perform a range of administrative functions, including event planning and organizing;
• Ability to map out potential risks and make contingencies, as required;
• Shows pride in work and achievements;
• Is conscientious and efficient in meeting commitments, observing deadlines, and achieving results;
• Is motivated by professional rather than personal concerns;
• Shows persistence when faced with difficult problems or challenges.

Accountability:

• Takes ownership of responsibilities and honors commitments;
• Delivers outputs for which one has responsibility within the prescribed time, cost, and quality standards;
• Operates in compliance with organizational regulations and rules;
• Takes responsibility for delegated assignments;
• Takes personal responsibility for his/her shortcomings and those of the work unit, where applicable.

Client Orientation:

• Considers all those to whom services are provided to be “clients” and seeks to see things from the clients’ point of view;
• Establishes and maintains productive partnerships with clients by gaining their trust and respect;
• Identifies clients’ needs and matches them to appropriate solutions;
• Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
• Keeps clients informed of progress or setbacks in projects;
• Meets timeline for delivery of products or services to the client.

Teamwork:

• Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
• Works collaboratively with colleagues within and outside UNODC;
• Is willing to learn from others, places team agenda before personal agenda;
• Supports and acts by final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing:

• Able to establish priorities and to plan, coordinate and monitor work while prioritizing competing demands; Able to work on tight deadlines;
• Knowledge on how to develop clear goals that are consistent with agreed strategies;
• Foresees risks and allows for contingencies when planning;
• Monitors and adjusts plans and projects as necessary;  
• Uses time efficiently.

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