UNICEF contributes to the achievement of the Millennium Development Goals in Nigeria with a mandate to advocate for the protection of children’s rights, to help meet their basic needs and to expand their opportunities to reach their full potential.

UNICEF’s Nigeria country programme:

Aims to accelerate the realization of the rights of all children and women to survival, development, protection and participation.
Promotes efforts to reduce infant, child and maternal mortality; expand access to quality basic education; and strengthen social and child protection systems.
Uses a rights-based and gender-sensitive approach
Plays a catalytic role in supporting federal, state and local governments in identifying key bottlenecks that hinder realization of the rights of disadvantaged children, supported by equity-focused, inclusive advocacy, planning, action and monitoring at all levels.
Supports adolescent development.Job Summary

Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes, and policies.

Responsibilities
Communications & Workflow:

Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
Manages incoming and outgoing correspondence, e-mails and telephone calls.
Communicates routine and some non-routine information pertaining to the work of the team.
Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up-to-date and accurate.

Calendar/Meetings/Correspondence Management:

Maintains office calendar and arranges meetings.
Takes minutes of meetings and keep the correspondence of the unit well Organized.

Events / Logistics:

Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
Arranges times through liaising with participants over availability.
Liaises with budget focal points and section over costs and needs.
Prepares background materials for participants and uploads cleared materials on the intranet.
Prepares and maintains agendas on meetings and events related to the work group commitments.

Travel:

Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. 
Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
Assists in the preparation of budgets on travel costs and maintains travel plan and budgetary control records.
Monitors travel certification and report back to the team.

Invoice Processing:

Responsible for collecting invoices and filing documents for approval and thereafter processing in VISION.
Uploads electronic files and verifies results to destination system.
Responds to client transaction status and other inquiries.

Supplies / Equipment:

Supports management of administrative supplies, office equipment, and updating inventory of items.
Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
Arranges for the purchase and timely distribution of office supplies.

Attendance:

Maintains and updates a system which monitors the absence of staff.

Requirements

Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
A minimum of 4 years of relevant administrative or clerical work experience is required.
Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

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9jabook

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