Administrative Associate (Logistics and Protocol) UNODC

Abuja

Organization: UNDP - United Nations Development Programme
Location: Abuja
Grade: Level not specified - Level not specified
Occupational Groups:
- Operations and Administrations
- Logistics
- Supply Chain
- Drugs, Anti-Money Laundering, Terrorism and Human Trafficking
Closing Date: Closed

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

This position is based within the United Nations Office on Drugs and Crime (UNODC) Country Office in Nigeria (CONIG), Abuja Office. The Administrative Assistant (Logistics and Protocol) reports to the Operation Manager/Head of the Project Support Unit of the UNODC CONIG.

The Project Supporting Unit was established to provide operational advisory services to the UNODC CONIG office, including supply chain management, assets management, logistics support and protocol services. The unit provides direction and advice on logistical matters, monitors and assesses the delivery of strategic transportation and support services and directs the delivery of transportation and specialist support services. Its primary responsibility is to provide responsive, effective, and quality operational services and business advice to the UNODC CONIG office and all of its projects and programmes, ensuring the best value for money, through a competitive, fair and transparent process in accordance with established UN regulations, rules and procedures.

Duties and Responsibilities

The incumbent will carry out the following tasks:

Liaise with the relevant Nigerian Government entities (including the Ministry of Foreign Affairs and/or Protocol unit, the Nigeria Immigration Service) for handling and or troubleshooting any protocol-related matters including but not limited to visa processing for UNODC CONIG Personnel and eligible dependents, Custom clearance in respect of imports by all project teams of the UNODC CONIG office and its staff members, Vehicle Registration for Number Plates issuance, Tax related matters, driver licenses for the international staff members.
Assist UNODC CONIG staff members and their dependents as well as the international consultants and visitors in processing and following up their requests for visas, resident permits and diplomatic identification as well as other necessary related documents in accordance with the requirement of the United Nations and the Host Country in a timely fashion.
Manage Airport Protocol Operations; facilitate police escort from/to the airport including meeting and greeting airports in support of departure and arrival of UNODC CONIG colleagues as well as incoming missions.
Responsible for issuance of protocol routine correspondence, note verbal, and reports in accordance with the Government requirements and UNODC CONIG standard office procedures.
Provide advice to CONIG management on all matters related to policy and procedure governing the management of the United Nations property.
Act as the focal point for CONIG Office's property management issues pertaining to control and reporting on assets.
Ensure accountability and proper tracking mechanisms to conform to the organizational standards and goals.
Analyze and monitor the effectiveness of execution of asset control procedures within CONIG; Support the implementation of the annual physical verification programme;
Monitor implementation of the key management actions and meeting the organizational targets in the discipline of property management; Identify and implement solutions to problematic areas of the asset control process; Act as focal point for the Umoja Inventory Management System.
Oversee activities related to reviewing and updating fixed assets register for additions and disposals, accumulated depreciation; Closing out accounts at year-end and supporting reconciliation of accounting balance of fixed assets; Preparing audit schedules relating to fixed assets preparing financial statements and footnotes, and responding/implementing, as appropriate, in a timely manner auditors queries and/or recommendations.
Ensure that activities related to maintaining fixed asset register including data entry or import of assets into the fixed asset register and review of supporting documentation are conducted timely and accurately; Ensure accuracy and completeness of fixed asset records including reconciliation of discrepancies; Undertake analysis for fixed assets on a regular basis.
Ensure that the CONIG office's official transportation arrangements are in compliance with the UN logistics policies and UNODC standards. Support logistics projects and operational day-to-day activities following standard processes and contributing, directly or indirectly, to effective and cost-efficient project deliveries.
Plan and manage all logistics transport for the office and project operations to efficiently and timely meet all CONIG office and project team requirements and achieve maximized deliveries in accordance with UNODC-established rules and regulations.
Effectively contribute to upstream and downstream pipeline transport operational planning for the office operation. Effectively contribute to managing transporters' execution of the transport contract activities including performance monitoring and evaluation, supported by analysis and recommendations.
Coordinate CONIG’s drivers' team through the online platform UN-booking to ensure effective and timely transportation services.
Ensure CONIG’s vehicle fleet regular maintenance and service.
Perform other duties as required.

Competencies

PROFESSIONALISM:

Knowledge of the UN rules and standards of assets management and operations (transportation).
Demonstrated ability to apply good judgment in the context of assignments given.
Shows pride in work and in achievements;
Demonstrates professional competence and mastery of subject matter; 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; remains calm in stressful situations.
Takes responsibility for incorporating inclusive perspectives and ensuring the equal participation of women and men in all areas of work.

PLANNING AND ORGANIZING:

Develops clear goals that are consistent with agreed strategies;
Identifies priority activities and assignments for assets management, protocol and transportation for office operation;
Adjusts priorities as required; allocates appropriate amount of time and resources for completing work;
Foresees risks and allows for contingencies when planning;
Monitors and adjusts procurement plans and actions as necessary;
Uses time efficiently.

CLIENT ORIENTATION:

Considers all those to whom services are provided to be “clients” and seeks to see things from 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 client.

Required Skills and Experience

Education:

Secondary Education.
A first-level university degree in Administration, Transport Economics, Supply Chain, Logistics and Assets Management is desirable but not a requirement.

Experience:

A minimum of five (5) years of progressively responsible professional experience in protocol procedures and assets management and/or other directly related technical fields is required.
Strong experience in operation logistics, including transportation arrangements, and assets management and management of the inventory of goods are required.
Experience working with Enterprise Resource Planning (ERP) systems such as SAP and the UN Umoja system is required.
Experience in emergency response from the office administration and operations is an advantage.
Experience working in assets management and operations in support of a UN field operation (inclusive of peacekeeping operations, special political missions, agencies, funds and programmes), or other similar international organizations is desirable.

Language:

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.

**QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY**

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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This vacancy is now closed.
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