Administrative Assistant (Human Resources/Asset Management/Logistics)

The United Nations Office on Drugs and Crime (UNODC) is a lead UN agency in addressing illicit drugs, transnational organized crime, terrorism, and corruption. The UNODC Country Office for Nigeria (CONGA) contributes to peace and security, human rights, and development by making Nigeria safer from drugs, crime, corruption, and terrorism by working for and with the Nigerian government and people to promote justice, the rule of law, and to build resilient societies. This position is located in the Operations Unit of the UNODC Country Office in Nigeria (CONGA), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC) in Abuja, Nigeria. The Operations Unit has been established to optimize operational efficiency, promote standardization of procedures, and ensure flexible and timely administrative support across the Office. It provides integrated services in finance, procurement, human resources, and general administration to all units and projects. The incumbent will work under the direct supervision of the officer in charge of operations at CONGA as well as under the overall guidance of the UNODC Country Representative. The Administrative Assistant ensures the execution of transparent and efficient administrative services (e.g., human resources, logistics, fleet management, asset management) at CONGA. The incumbent promotes a collaborative, client-focused, and results-oriented approach and supports the maintenance of high staff morale. The Administrative Assistant will support the overall corporate strategy in close cooperation with project staff, CONGA, and UNODC HQ staff for resolving complex administrative issues and for information exchange. For more information on UNODC, please visit the website at www.unodc.org.

Within delegated authority, the Administrative Assistant will be responsible for the following specific duties: Human Resources Management • Support the implementation of HR strategies and policies, ensuring full compliance of records and reports with UN rules, regulations, UNODC policies, procedures, and strategies. • Provide HR services, including supporting recruitment processes (drafting job descriptions, vacancy announcements, screening of candidates, providing logistics support to interview panels); creation/update of positions in Umoja; processing personnel actions; and maintaining staffing tables and files. • Process entitlements, contract extensions, and separations in Field Office Staffing Information (FOHRM) and the Umoja system, ensuring accuracy and timeliness for affiliate personnel. • Manage leave records and time attendance using Umoja. • Act as Leave Monitor for all UNODC CONGA employees. • Advise staff on visa matters, entitlements, and other HR-related queries. • Maintain official HR and recruitment files for all employees and selection processes. Logistics and Fleet Management • Coordinate and supervise services related to shipments, customs clearance, travel, event management, transportation, insurance, building/facility/space management, and office supplies. • Liaise with freight forwarders, customs brokers, and government agencies to ensure timely and compliant clearance of UNODC shipments. • Oversee the provision of office supplies, equipment, and consumables, ensuring adequate stock levels and cost-effective procurement. • Serve as the office focal point for vehicle fleet management, overseeing all aspects of fleet operations, including vehicle allocation, utilization, maintenance, and disposal. • Supervise transportation services (drivers and vehicles), ensuring client service, regular vehicle maintenance, insurance coverage, and fuel consumption monitoring. • Ensure prompt reporting and investigation of vehicle accidents, damage, loss, or theft, and maintain updated vehicle history records for each UNODC vehicle. • Monitor fuel usage, analyze consumption patterns, and recommend cost-saving measures. • Prepare periodic fleet reports for the Operations Manager, including vehicle status, maintenance costs, fuel consumption, and accident reports. Asset Management • Ensure full compliance with UNODC asset management policies and procedures. • Oversee inventory control, ensuring proper issuance, tracking, and recording of inventory items, supplies, and UNODC-owned assets. • Supervise physical verification of inventory items on a periodic basis (e.g., annual physical inventory count) and reconcile against ERP records. • Ensure timely preparation and submission of periodic inventory reports to the Operations Manager and headquarters as required. • Maintain an accurate and up-to-date asset register, ensuring all assets are properly barcoded, recorded, and assigned to accountable custodians. • Lead the asset disposal process, including the preparation of disposal plans, submission to the Property Survey Board, and execution of approved disposals. Administrative Support and Supervision • Supervise, assign, and review the work of more junior staff (drivers, logistics assistants, asset assistants), setting work schedules and arranging replacements when necessary. • Advise and assist in coaching other staff in the area of responsibility. • Ensure that all administrative actions comply with UN Financial Regulations and Rules and UN policies. • Compile data and assist in the generation of periodic administrative reports for supervisor review. • Develop and maintain standard operating procedures (SOPs) for HR, logistics, fleet management, and asset management functions. • Keep abreast of changes to administrative policies and procedures. • Assist with the collection and analysis of data as well as the preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision-making. • Assist with visualizations and updating information material such as web pages or brochures. Perform other work-related related duties, as assigned.

Professionalism: Knowledge of human resources, asset management, logistics, and administrative policies, procedures, and practices, and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. 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 gender perspectives and ensuring the equal participation of women and men in all areas of work. Able to perform analysis, modelling, and interpretation of data in support of decision-making. Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own 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 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.

High school diploma or equivalent is required.

Not available.

A minimum of seven years of progressively responsible work experience in human resources management, administration, logistics, asset management, operations, or related areas is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. Work experience in supervising support staff (drivers, logistics assistants, asset assistants) is required. Work experience in the use of computers and office software packages (MS Word, Excel, etc.) is required. Work experience in ERP systems is required Work experience with SAP (Umoja) in ERP systems is desirable Work experience within the United Nations system or a similar international organization is desirable One year or more of work experience in data analytics or a related area is desirable

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult

https://languages.un.org

for details).

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Required Languages

Language

Reading

Writing

Listening

Speaking

English

UN Level II

UN Level II

UN Level II

UN Level II

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

The appointment against this position is limited to the United Nations Office on Drugs and Crime. THIS IS A FIXED TERM LIMITED POSITION. Appointment against this project post is for an initial period of one (1) year. The candidate selected for this position will be granted a fixed-term appointment limited (“FTA-limited”) in accordance with section 2.2 (c) of administrative instruction ST/AI/2025/3 on Administration of appointments. Renewal of appointment is contingent upon continued existence of mandate and availability of funding. If this position is discontinued, the incumbent will be separated from service. United Nations Secretariat staff members who meet the definition of "internal candidate" in staff rule 4.10 who are selected for this position will be reassigned or transferred to the position, without a lien to their parent position. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, staff are expected to move periodically to new functions in their career in accordance with established rules and procedures. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit the UN Careers Portal at https://careers.un.org/young-professionals-programme?language=en.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.