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Job Title: Administrative Assistant

Job ID: 23171
Location: Lagos
Job Type: Temporary Appointment
Salary Grade: Hardshi
Level: C:
Family Location Type: Family

Organizational Setting and Work Relationships

• The Administrative Assistant will provide administrative assistance to the immediate supervisor and / or Head of the Office, and/or to the Unit as a whole to ensure that routine services and activities within the administrative domain are properly implemented
• As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives
• The assignments are mostly standard tasks including limited interpretation of subject matter and information exchange between staff in the office, at the duty station and external officials of other institutions to ensure mutual understanding
• The incumbent’s workload and the assignments will remain under constant guidance and direction of the supervisor.
• The Administrative Assistant is a position within an office / Division / Bureau that requires basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office.

• The nature of certain administrative/personnel functions require discretion and confidentiality.
• All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks
• In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.
• Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative
• Assistant: please refer to the organizational context).
  Arrange appointments/meetings both internal and external, some involving high ranking officials.
  • Receive visitors, place and screen telephone calls, respond to routine requests for information and take notes at meetings as and when required.
  • Maintain hard and electronic office files and records; classify and code material relating to a variety of topics;
  • Receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information. Maintain a follow up system.
  • May be required to maintain/update confidential files.
  • Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology.
  • Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation.
  • Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately.
• • G4 1 year relevant experience with High School Diploma or Bachelor or equivalent or higher

  Certificates and / or Licenses:

  • Business Administration, Finance, Office Management, Human Resources or other related field

  Functional Skills:

  • IT-Computer Literacy
  • UN-UN/UNHCR Administrative Rules, Regulations and Procedures
  • UN-UN/UNHCR Financial Rules and Regulations and Procedures
  • IT-PeopleSoft Applications

  Language Requirements

  • For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
  • For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

  This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

  Position Competencies
  Core Competencies:

  • Accountability
  • Communication
  • Organizational Awareness
  • Teamwork & Collaboration
  • Commitment to Continuous Learning
  • Client & Result Orientation.

  Cross-Functional Competencies:

  • Analytical Thinking
  • Planning and Organizing

  Language Requirements:

  • Please also note that English is essential for this Job Opening
  • Knowledge of local Language is an highly recommended.

  Application Closing Date

  
  11:59 pm 23rd November, 2020.

  How to Apply
  Interested and qualified candidates should:
  Click here to apply online

  Additional  Information

  • A written test will be conducted for this position which will be followed by a competency-based interview.
  • Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).

  Eligible Applicants:

  • This position is advertised open to internal and external applicants.

  Procedures and Eligibility:

  • Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).

  Location: Lagos

  2.) Senior IT Assistant

  Job ID: 23166
  Location: Abuja, Nigeria
  Salary Grade: G5
  Hardship Level: C
  Family Location Type: Family

  Organizational Context

  • Technical guidance and instructions are received from the IT unit at HQ. As the post is of a technical nature indirect supervision is exercised by the Head of Office.  The incumbent will also refer to technical manuals and policy papers.
  • Regular contacts with staff in the office and in other offices within the country of assignment. Contacts also with the Regional IT Officer and with the Field Office Support Team in HQ on matters related to the LAN/E-mail system.
  • Regular contacts with UNHCR’s implementing partners, including the government counterparts, to provide assistance on matters related to information technology
  • The incumbent makes recommendations on software and hardware needs in the office. A breakdown of the IT system in the office will have a direct negative impact on the overall operation and may compromise the efficiency, security and safety of the operation as well as the staff.

  Functional Statement:

  • Assist the office in setting standards for applications that meets the needs of the users and supports the overall Information Technology.
  • Monitor and maintain the LAN, Network Servers, Printers, LAN points, Hubs, Patch pane, etc. to prevent faults occurring.
  • Ensure that information problem recovery is done as quickly as possible by making regular system back-ups
  • Assist with the installation of software packages, basic repair/maintenance of all computer hardware in the office and where required implementing partners.
  • Train UNHCR staff on email operation system
  • Add or remove users from the Network
  • Maintain  the inventory of IT equipment

  • Perform other duties as required.

  Minimum Qualifications and Professional Experience

  • 2 years relevant experience with High School Diploma or 1 year relevant work experience with Bachelor or equivalent or higher with certificate / training in Information Technology.
  • Technical knowledge of information technology
  • Certificate in LAN operation.
  • Communication skills.

  Desirable Qualifications and Competencies
  Core Competencies:

  • Accountability
  • Communication
  • Organizational Awareness
  • Teamwork & Collaboration
  • Commitment to Continuous Learning
  • Client & Result Orientation

  Cross-Functional Competencies:

  • Technological Awareness

  Language Requirements:

  • Please also note that English is essential for this Job Opening.
  • Knowledge of local language is highly recommended.

  Application Closing Date
  11:59 pm 23rd November, 2020.

  How to Apply
  Interested and qualified candidates should:
  Click here to apply online

  Additional  Information

  • A written test will be conducted for this position which will be followed by a competency-based interview.
  • Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).

  Eligible Applicants:

  • This position is advertised open to internal and external applicants.

  Procedures and Eligibility:

  • Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).

  Location: Abuja

  3.) Reporting Associate (Borno)

  Job ID: 23169
  Location: Ogoja, Cross-River
  Salary Grade: G6
  Hardship Level: D
  Family Location Type: Family

  Organizational Context

  • The Reporting Associate will fulfil internal and external reporting requests. S / he is supervised by the Reporting Officer or another professional staff depending on the staffing structure of the Office.
  • The incumbent receives regular guidance and advice from the supervisor.
  • Advice and operational support may also be received from other senior staff and support units at the Country Office / HQ.
  • The incumbent will establish strong liaison with both internal and external parties, including Donors, UN Agencies, and Implementing and Operational partners.

  Functional Statement
  Accountability:

  • The reporting requirements are fulfilled accurately and in a timely manner.

  Responsibilities

  • Stay abreast with the operational developments and assist in the preparation of briefing notes and reports.
  • Assist in consolidation of data and facilitate the preparation of periodic reports including Sitreps, Fact Sheets and other activity specific reports.
  • Liaise with internal and external partners to gather information.
  • Work closely with Information Management Unit to ensure accurate and standard data presentation.
  • Assist in the development of funding submissions, appeals and reports.
  • Prepare and distribute meeting minutes.
  • Consolidate and provide inputs for donor reports.
  • Perform any related other duties as required.

  Authority:

  • Enforce compliance with reporting requirements.

  Essential Minimum Qualifications and Professional Experience Required

  • Define the educational background, the relevant job experience and the language(s) that are essential to perform the work of the position.
  • Completion of the Secondary Education with certificate / training in Journalism or International / Humanitarian Law or other related fields.
  • Minimum 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher.
  • Excellent communication and strong interpersonal skills.
  • Excellent knowledge of English and local language.

  (In offices where the working language is not English, excellent knowledge of UN working language of duty station and working knowledge of English.)

  Desirable Qualifications & Competencies

  • Completion of relevant UNHCR training programmes.
  • Experience with dealing with the public and diverse stakeholders.

  Position Competencies:
  Core Competencies:

  • Accountability
  • Communication
  • Organizational Awareness
  • Teamwork & Collaboration
  • Commitment to Continuous Learning
  • Client & Result Orientation

  Cross-Functional Competencies:

  • Analytical Thinking
  • Technological Awareness
  • Planning and Organizing

  Language Requirements:

  • Please also note that English is essential for this Job Opening.
  • Knowledge of local Language is an highly recommended

  Application Closing Date
  23rd November, 2020 at 11:59 pm.

  How to Apply

  
  Interested and qualified candidates should:
  Click here to apply online

  Additional  Information and Notice

  • A written test will be conducted for this position which will be followed by a competency-based interview.
  • Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).
  • This position is advertised open to internal and external applicants.

  Procedures and Eligibility:

  • Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS)

  4.) Shelter Associate

  Reference No.: 23165
  Location: Ogoja, Cross River
  Hardship Level: D
  Salary Grade: G6
  Family Location Type: Family

  Organizational Setting and Work Relationships

  • The Shelter Associate provides support in carrying out comprehensive sectoral needs assessments in liaison with other relevant sectors such as protection, programme, community services, public health, WASH, administration and supply. To ensure the most effective response, both quantitative and qualitative data should be gathered on the profile/needs and living conditions of both the displaced population and host community.
  • The incumbent will assist in the day to-day operations of all construction and general infrastructure projects within the Area of Responsibility (AoR) to ensure that works proceed as designed and comply with established standards and procedures for the full project cycle.
  • Close and regular contact is maintained with technical and non-technical staff of shelter sector members, national and international NGOs and Government Authorities. The Shelter Associate normally reports to a more senior shelter colleague.
  • The incumbent assists the supervisor in ensuring that shelter & infrastructure responses within the AoR evolve according to the changing nature of the situation, progressively working towards more durable solutions and drawing from sustainable local building practices and materials.

  • She/he provides technical assistance in general infrastructure planning, design and construction monitoring.
  • Within an urban context, it is essential that shelter responses take into consideration urban planning strategies, including an analysis of residential areas, housing affordability and availability. In addition, regardless of the context, shelter assistance should at all times minimize the risk of harm, eviction, exploitation and abuse, overcrowded living conditions, limited access to services and unhygienic conditions. Special attention must be given to the environment and low carbon approaches, attention to material selection through sustainable means to ensure a green approach to shelter delivery.

  All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

  Duties

  
  Technical Guidance:

  • Assist in carrying out shelter needs assessments while liaising with other relevant sectors such as protection, programme, community services, WASH, administration and supply.
  • Work with the relevant stakeholders to ensure that the shelter beneficiary selection process prioritises the needs of the most vulnerable Persons of Concern (PoC).
  • Assist the supervisor in developing and updating shelter strategies to reflect evolving situations and ensure alignment with national and global level policies and guidelines including: Global Compact on Refugees, Sustainable Development Goals, Relevant Global Strategies and Policies.
  • Provide support in the daily management of all construction and infrastructure projects within the AoR ensuring that works are carried out in compliance to established UNHCR and national standards/best practices for the full project cycle.
  • Follow up the design and construction of infrastructure (schools, health centres, reception centres, drainage and roadworks etc) to confirm these are approved by the relevant authorities, technically sound, supplemented with accurate drawings, detailed BQs and specifications and implemented according to plans, completed within designated timelines, budget and ensure that this information is shared with relevant colleagues.
  • Work closely with other relevant sectors such as WASH, education and health so that shelter and infrastructure implementation is synchronised and coordinated.
  • Assist implementing partners on sound technical shelter and settlement issues while ensuring compliance with national and global standards, national and operational strategies and guidance.
  • Coordination

  • Provide technical support in the field of shelter, construction and infrastructure development within the AoR to best meet the needs of PoC.
  • Assist in coordination and management of UNHCR¿s shelter and infrastructure interventions in a timely, cost-effective, inter-sectoral manner. Work with the government and relevant authorities and counterparts to ensure strong coordination and partnership.
  • Participate, as technical focal point within the AoR for shelter/infrastructure, in coordination meetings with various stakeholders including Government counterparts to ensure UNHCR¿s interests and those of the PoC are adequately reflected and disseminate information to all stakeholders in a timely, efficient manner.

  Collaboration:

  • Assist Programme in reviewing technical components of the Project Partnership Agreements that contain any construction and infrastructure projects.
  • Actively work with Programme as a member of the Multi-Functional Team in the Operation and regularly participate in multi-sectoral activities to ensure protection and assistance needs of the population are met.
  • Provide support in the preparation of bid documents for all construction and infrastructure projects including technical specifications, BoQs, drawings, etc.
  • Assist in the technical evaluation of received bids as well as in the review/inspection of the quality of shelter and infrastructure products/works.
  • Perform other related duties as required.

  Minimum Qualifications

  
  Education & Professional Work Experience:
  Years of Experience / Degree Level

  • For G6 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

  Field(s) of Education:

  • Not applicable

  Certificates and/or Licenses:

  • Civil Engineering; Architecture
  • (Certificates and Licenses marked with an asterisk* are essential)

  Relevant Job Experience:
  Essential:

  • Knowledge of SPHERE standards and the ability to use basic survey equipment, digital cameras, and computer equipment.
  • Experience in developing shelter and settlement need assessments and undertaking gap analysis for development of shelter programs.

  Desirable:

  • Knowledge of UNHCR shelter standards, as well as standards related to protection, environment and land use.
  • Knowledge of a range of shelter assistance options, including sensitivity to cultural and gender-specific needs to ensure that the social and cultural background of PoC is taken into account while designing and developing shelter options.
  • Knowledge of computer graphics, AutoCAD and mapping software as well as the capacity to use mapping tools (GPS), and digital photographic equipment, and related software (map info etc.).

  Functional Skills:

  • IT-MS Office Applications
  • IT-AutoCAD (Computer Assisted Design Software)
  • SP-CAD/CAM Computer-Aided Design & Manufacturing
  • MS-Drafting, Documentation, Data Presentation
  • SP-Sphere Handbook
  • SP-Shelter Assessment including survey/implementation/monitoring/evaluation/coordination
  • UN-Knowledge of UN/UNHCR terminology
  • (Functional Skills marked with an asterisk* are essential)

  Language Requirements:

  • For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
  • For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
  • For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

  This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

  Position Competencies
  Core Competencies:

  • Accountability
  • Communication
  • Organizational Awareness
  • Teamwork & Collaboration
  • Commitment to Continuous Learning
  • Client & Result Orientation

  Managerial Competencies:

  • Empowering and Building Trust

  Cross-Functional Competencies:

  • Analytical Thinking
  • Technological Awareness
  • Innovation and Creativity

  Language Requirements:

  • Please also note that English is essential for this Job Opening.
  • Knowledge of local Language is highly recommended

  Additional Information:

  • A written test will be conducted for this position which will be followed by a competency-based interview.

  Application Closing Date
  23rd November, 2020.

  How to Apply
  Interested and qualified candidates should:
  Click here to apply online

  Note

  • This position is advertised open to internal and external applicants.
  • Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).

  Procedures and Eligibility:

  • Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS)

  Application Closing Date
  11:59 pm 23rd November, 2020.

   

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