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Operations Assistant

Abuja

  • Organization: UNV - United Nations Volunteers
  • Location: Abuja
  • Grade: Volunteer - National Specialist - Locally recruited Volunteer
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

Details

Mission and objectives

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. As part of its flagship program on Women, Peace and Security, (WPS) UN Women is currently supporting the Government of Nigeria to meet its commitments on UNSCR 1325 through the development and implementation of Nigeria’s National Action Plan (NAP) and State Action Plans on Women, Peace and Security. With support from the Governments of Norway and Germany, UN Women is implementing WPS Programme in some states of Nigeria, designed to enhance women participation in conflict prevention, resolution, mediation and peacebuilding processes, at all levels; improve public perception on the role of women in peace and security; and enhance the capacity of government institutions, legislature, judiciary and security agencies to implement and institutionalize provisions of UNSCR 1325 in policies and operational procedures. Moreover, several local structures were also established to contribute to the WPS agenda in target areas. These include SAP Implementation Committees, Women Mediation Networks, HeForShe Networks and WPS Media networks.

Context

The Operations Assistant at UN Women Nigeria plays a critical role in supporting the efficient and effective functioning of the organization's office, ensuring that its operations are carried out smoothly in line with its mandate. UN Women, as the UN entity dedicated to gender equality and the empowerment of women, has an important presence in Nigeria, focusing on advancing women's rights, leadership, and political participation, as well as addressing gender-based violence, economic empowerment, and other gender-related issues.

The Operations Assistant is expected to provide comprehensive administrative, logistical, and programmatic support to the team, enabling the smooth implementation of UN Women's programs and projects in Nigeria. This position supports both the day-to-day administrative needs of the office and contributes to the broader objectives of UN Women’s mission in the country, including promoting gender equality and women’s empowerment in line with the Sustainable Development Goals (SDGs), particularly Goal 5: Achieve gender equality and empower all women and girls. This role requires a highly organized, detail-oriented, and proactive individual who can effectively manage multiple tasks, maintain accurate records, and work collaboratively with team members, stakeholders, and external partners. The Assistant will also need to be flexible and adaptable, as the work environment may involve frequent changes and new demands, particularly as new initiatives and projects are launched or adjusted in response to evolving needs. The administrative assistant will contribute to the successful achievement of the following:
• UN Women's Strategic Goals: Supporting program implementation and ensuring that administrative processes contribute to UN Women's work in gender equality.
• Office Efficiency: Ensuring the smooth operation of the office, including logistics, financial management, and communication.
• Coordination with Stakeholders: Facilitating effective coordination and communication within the UN system and with external partners and stakeholders.
The Operations Assistant will work closely with the senior management team, program managers, and other UN Women staff, contributing directly to the achievement of the organization's key objectives and strategic priorities in Nigeria. The successful candidate will be a key part of ensuring that the office's activities run seamlessly, allowing UN Women to make meaningful progress toward its vision of gender equality and the empowerment of women.

Task description

Reporting to the Operations Manager, the Operations Assistant will contribute to the effective management of the office operations activities. The Operations Assistant provide general administrative and logistical support to the UN Women Nigeria Country Office.

I. Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies:
• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
• Provide administrative support to conferences, workshops, retreats;
• Provide administrative support to property management;
• Maintain filing system ensuring safekeeping of confidential materials.

II. Provide administrative support to office:
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
• Maintain records on assets management and prepare required reports;
• Maintain files and records relevant to office premises and related maintenance;
• Perform Buyer role in Quantum system and prepare Purchase Orders;
• Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.

III. Travel Management
• Coordinate and book flights, accommodations, car rentals, and other travel-related services for employees.
• Ensure that travel bookings are aligned with company policies and budget constraints.
• Provide accurate travel itineraries to employees and ensure all arrangements are confirmed in a timely manner.
• Assist employees with visa applications, passport renewals, and other travel-related documentation.
• Ensure compliance with travel policies, including tracking and managing any changes or cancellations.
• Keep accurate records of all bookings and transactions, maintaining confidentiality and security of employee data.
• Liaise with airlines, hotels, and other service providers to resolve issues as needed.
• Track travel expenses and ensure adherence to travel budgets.
• Assist with travel cost comparisons, ensuring the most economical options are selected.
• Prepare and submit reports on travel-related expenditures, ensuring accurate cost tracking.
• Ensure that all travel bookings comply with the company’s travel policy.
• Provide support in updating and maintaining the travel policy as required.
• Communicate any changes in the company’s travel policies to employees.
• Build and maintain relationships with travel vendors, including airlines, hotels, and car rental agencies, to secure competitive rates.
• Monitor service quality and provide feedback to vendors as needed.
• Prepare and maintain travel documents such as itineraries, tickets, and booking confirmations.
• Coordinate with other departments to ensure travel plans are aligned with business requirements.
• Assist with other administrative tasks related to travel management as needed.

IV. Fleet Management
• Assist with other administrative tasks related to travel management as needed.
• Assist in coordinating vehicle inspections, repairs, and routine maintenance.
• Monitor fuel usage and ensure proper fuel records are maintained.
• Schedule regular maintenance services and repairs for fleet vehicles to ensure all vehicles are in optimal working condition.
• Track vehicle service and repair costs, ensuring adherence to budget.
• Prepare reports on vehicle performance, maintenance, and usage for the Fleet Manager.
• Assist in maintaining up-to-date fleet documentation, including vehicle titles, insurance, and warranties.
• Coordinate the fleet’s compliance with local, state, and federal regulations.
• Manage fleet inventory, including vehicle parts, tires, and accessories.
• Assist in the procurement of new vehicles and fleet equipment as necessary.
• Ensure all fleet documents (service records, inspection reports, etc.) are organized and accessible.
• Assist with the assignment and tracking of fleet vehicles to drivers.
• Coordinate vehicle transportation and delivery when necessary.
• Assist in tracking costs related to fleet maintenance, fuel, and repairs.
• Monitor and report on fleet efficiency and vehicle usage trends.

V. Provide administrative support to the implementation of Human Resources services:
• Create and upload vacancy announcement, compile matrixes, organize interview panels, and other tasks, as assigned;
• Maintain staffing lists and reports, as required;
• Perform the duties of Leave Monitor.

VI. Provide administrative support to knowledge building and knowledge sharing:
• Facilitate trainings for the operations/projects staff on administration.

VII. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

* Results/expected outputs:

The Operations Assistant at UN Women Nigeria is expected to deliver the following results and outputs, which will contribute to the successful achievement of the organization's goals in the country:

• Effective administrative support
• Efficient Office Management:
• Human Resources Support:
• Procurement and Logistics:
• Support to Country Programme:
• Enhanced Collaboration and Communication
• General Support
This vacancy is now closed.