Team Assistant Vacancy-Job Ref: JKNGUNODC/2010/2023925

Team Assistant Vacancy-Job Ref: JKNGUNODC/2010/2023925

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 is responsible for the optimization of operational efficiency, promoting standardization of procedures, and ensuring 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 Team Assistant will work under the supervision of the Officer responsible for the operations of the office. The incumbent provides routine administrative and clerical support services to the Operations Unit, with a specific focus on asset inventory management and the processing of banking details for all parties

Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following specific duties: Asset Inventory Management Support – Assist in maintaining an accurate and up-to-date asset register for all UNODC CONGA property, including tracking asset location, condition, and assigned custodians. – Support the receipt, tagging, and recording of newly procured assets in accordance with UN asset management policies and procedures. – Assist in conducting periodic physical verification of inventory items (e.g., spot checks, annual physical inventory count) and reconcile findings against inventory records. – Prepare reports on asset verification activities, including identifying discrepancies and assisting in their resolution. – Assist in the preparation of asset disposal cases, including gathering supporting documentation for submission to the Property Survey Board.

– Maintain filing systems (both paper and electronic) for asset-related documentation, including purchase orders, delivery notes, and disposal records. Banking Details and Payment Processing Support – Maintain and update a database of vendor/supplier banking details, ensuring accuracy and confidentiality of information. – Assist in the verification of banking details against payment instructions and supporting documentation. General Administrative Support – Receive, record, and archive incoming and outgoing correspondence from UNODC and its partners. – Retrieve, gather, and structure pertinent background material from various sources (e.g., Intranet/Internet, office files).

– Respond to routine internal and external enquiries or refer to appropriate contacts/units; screen calls and receive/direct visitors. – Provide logistical and administrative support for the organization of meetings, workshops, and events, including arranging meeting facilities and equipment, and collating documents for participants. – Assist in making travel arrangements, including flight reservations, accommodation, and preparation of travel authorizations. – Assist with the collection and analysis of data as well as 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 duties, as assigned.

Competencies
Professionalism: Knowledge of general office and administrative support. Knowledge of administrative policies, processes and procedures. Has ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others, and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed. 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 own shortcomings and those of the work unit, where applicable.

Education
High school diploma or equivalent is required.

Work Experience
A minimum of two years of progressively responsible work experience in administrative services, inventory control, asset management, finance, or a related area is required, noting that the minimum years of relevant experience is reduced to zero for candidates who possess a first-level university degree or higher. Work experience in the use of computers and office software packages (MS Word, Excel, etc.) is required. Work experience in handling web-based management systems or inventory management systems is desirable. Work experience within the United Nations system or a similar international organization 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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