Duties and Responsibilities
Summary of Key Functions:
Provide overall protocol, logistic and administrative support services
Administer and execute processes and transactions
Support to logistics and facilities management processes
Support to management of driver and maintenance of vehicles
Provide overall protocol, logistic and administrative support services focusing on achievement of the following results:
Process Travel authorization and estimation of related travel costs.
Follow up on certification and approval of TA (Travel authorization).
Confirm travel to staff after approval by Head of Office.
Provision of cost effective and time-saving travel and hotel arrangement to the staff
Arrange for security clearance for high risk areas which require special clearance.
Process requests for visas for all UN travelers and follow up for timely visa issue.
Hotel reservations for visiting UN/UNOCHA officials.
Update field staff movements and report to Admin an Finance Analyst and other relevant heads of units
Organization of Office receptions, meetings, workshops, conferences, retreats, etc… Handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc
Process visas and Resident Permits including Diplomatic Cards for international staff and their dependants.
Administrate OCHA’s assets and keep track of all equipment provided to staff members
Maintain the inventory in FIMS (OCHA’s Field Inventory Management system) to reflect accuracy
Administer and execute processes and transactions focusing on achievement of the following results:
Full compliance of UN/UNOCHA rules and regulations, policies and strategies on travel management
Follow up with travel agent for timely feedback on ticketing and quotes
Liaise with UNDP travel unit on issuance of purchase order for ticketing.
Track all ticket refunds and ensure timely recovery of funds by UNDP and credit of OCHA account
Prepare for AFO request for procurement of office equipment to be submitted to UNDP and Follow up issuance of Purchase order with UNDP procurement team.
Process procurement of goods less than $2500 within AFO’s authority
Maintain up-dated filing system
Supports logistics and facilities management processes for OCHA Nigeria (Abuja and field offices) focusing on achievement of the following results:
Prepare and make necessary arrangement of shipments of OCHA Assets to field offices. Oversee MORSS improvement in the office
Oversee the maintenance of Office equipment. Assist in the coordination of office space, furniture, equipment and building maintenance matters; payment of rent, utilities, and other maintenance and cleaning services, other services
Oversee management of drivers and maintenance of office vehicles
Assign vehicles and office drivers to staff upon request during work hours
Ensure that the office vehicle are well maintain , follow up on any repair on the office vehicles
Oversee correct use of fuel card
Ensure that vehicle log books are up to date.
Ensure insurance coverage for the office vehicles.
Prepare cost recovery table for the private use of office vehicles.
Required Skills and Experience
Education:Secondary education. Certification in administration desirable, University Degree in Business or Public Administration desirable, but it is not a requirement.Experience:A minimum 4 years of relevant experience in administration or programme support service, logistics Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.Language Requirements:Fluency in English
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