Administrative Assistant-Human Resources Asset Management Logistics Vacancy-Job Ref: JKNGUNODC/2010/2023923

Administrative Assistant-Human Resources Asset Management Logistics Vacancy-Job Ref: JKNGUNODC/2010/2023923

Abuja (Nigeria)

Job Description
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.

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.

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.

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