United Nations
Administrative Assistant
Job Opening ID: 253223
Job Network: Management and Administration
Job Family: Administration
Category and Level: General Service and Related Categories, G-6
Duty Station: Abuja, Nigeria
Department/Office: SRSG for West Africa/United Nations Office in West Africa
Deadline: March 11, 2025
Organizational Setting and Reporting:
The position is located within the Political Affairs Section of the United Nations Office for West Africa and the Sahel (UNOWAS). The Administrative Assistant will report to the Head of the Abuja Liaison Office, with technical guidance from Mission Support. The role involves managing administrative and logistical matters related to the UNOWAS Abuja Liaison Cell, including human resources, finance, and general administration.
Responsibilities:
Within delegated authority, the Administrative Assistant will perform the following duties:
Human Resources Management:
- Initiate, review, and process actions related to human resource activities, including recruitment, placement, promotions, relocations, performance appraisals, and training.
- Provide guidance to staff on entitlements, administrative procedures, and UN rules and regulations.
- Maintain vacancy announcement files and monitor staffing tables, preparing relevant statistical data as needed.
Budget and Finance:
- Assist in preparing and reviewing financial and human resource proposals.
- Monitor expenditures, compare them with approved budgets, and prepare necessary adjustments.
- Support the Supervisor in resource requirement submissions and budget performance reports.
- Coordinate with finance and budget staff on related issues.
General Administration:
- Draft routine correspondence and respond to inquiries on administrative, financial, and personnel matters.
- Coordinate with POLAS, Mission Support, and UNDP Abuja.
- Organize and coordinate events, workshops, and partner meetings in Abuja.
- Manage operational travel programs, VAT reimbursements, office technology needs, and equipment maintenance.
Contract Management:
- Administer contracts with external contractors, auditing invoices against services provided.
- Process UN forms and permissions, including grounds passes, property passes, and access keys.
- Perform other related duties as required.
Competencies:
- Professionalism: Broad knowledge of administrative functions, including budget, HR, and database management. Ability to apply UN rules and regulations effectively. Demonstrates pride in work, professionalism, and commitment to gender equality.
- Communication: Speaks and writes clearly and effectively; tailors communication to the audience; demonstrates openness in sharing information.
- Client Orientation: Considers all stakeholders as clients; builds trust and partnerships; anticipates and addresses client needs.
Education:
- High school diploma or equivalent is required.
- Additional technical training in secretarial, administration, office management, or related fields is desirable.
Work Experience:
- A minimum of seven (7) years of experience in administrative services, finance, accounting, audit, human resources, or related areas.
- For candidates with a first-level university degree or higher, the minimum experience is reduced to five (5) years.
- Knowledge of UN administrative tools (e.g., Umoja or ERP) and familiarity with UN rules and regulations is desirable.
Languages:
- Fluency in English is required.
- Knowledge of French is desirable.
Assessment:
Evaluation of qualified candidates may include an assessment exercise followed by a competency-based interview.
Special Notice:
- This position is subject to local recruitment under UN Staff Rule 4.4.
- Applicants must be authorized to work in the duty station. Relocation expenses are the responsibility of the selected candidate.
- Local recruits are not eligible for international recruitment allowances or benefits.
United Nations Considerations:
- Employment with the UN is based on the highest standards of efficiency, competence, and integrity.
- Candidates with a history of violations of international human rights law, humanitarian law, sexual exploitation, abuse, or harassment will not be considered.
- The UN promotes diversity and encourages applications from all qualified individuals, regardless of gender, disability, or geographic origin.
- Reasonable accommodations for applicants with disabilities are available upon request.
No Fee:
The United Nations does not charge any fees at any stage of the recruitment process (application, interview, processing, or training).
How to Apply:
Interested candidates should apply through the UN’s online recruitment platform, Inspira, and follow all instructions provided in the Applicant Guide. Applications must be complete and accurate to be considered.
