Job Description
Job
Description
Org.
Setting and Reporting
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.
Responsibilities
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.
Competencies
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.
Education
High school
diploma or equivalent is required.
Job -
Specific Qualification
Not
available.
Work
Experience
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
Languages
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).
Required
Languages
Language
Reading
Writing
Listening
Speaking
English
UN Level II
UN Level II
UN Level II
UN Level II
Assessment
Evaluation
of qualified candidates may include an assessment exercise and a
competency-based interview.
Special
Notice
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.
United
Nations Considerations
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.
