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Programme/Admin Assistant At United Nations Population Fund (UNFPA)

Date Posted: 16/May/2014
Deadline: 29/May/2014


The United Nations Population Fund (UNFPA), the leading UN organization in Reproductive Health and Population and Development, is recruiting personnel for the following position.

Organizational Location
The Program Admin Associate position is located in Lagos Liaison Office.  Under the guidance and supervision of the Head of Liaison Office, the Program/Admin Associate provides programmatic, administrative and secretarial support, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.

Job Purpose
The incumbent performs administrative and secretarial support to the Program Officers in close collaboration with the Finance Associate. The incumbent also provides organizational functions of the office in terms of providing effective communications support to the office; ensure facilitation of knowledge building and management and logistical support

Duties and Responsibilities

    Receiving Visitors into the office/answering/attending to all enquiries in respect of the Lagos Sub-office.
    Receives incoming mails, sort them and distribute the mails to appropriate officers for necessary action.
    Assists in filing documents using the OMAS software.
    Prepares and processes out-going mails for pick-up by Courier Service, tracks movement of mails and monitors delivery at various destinations.
    Review incoming correspondence, collect and prepare necessary information for  the Head of Office’s reply/action; take dictations and types correspondence, document and reports ensuring that spelling, punctuation and format are correct; and draft and finalize responses to routine matters.
    Make photocopies, files documents of the Sub-office and retrieves them for action by appropriate staff.
    Source for quotations and undertake minor purchases.
    Participates in the identification and formulation of country programme and projects, by compiling and analyzing information in the subject areas of UNFPA assistance to the Government, drafts project documents and prepares tables and statistical data.
    Supports the evaluation of project and programme activities, establishing and implementing mechanisms to systematically assess the achievement of results, conducting field visits, participating in review meetings and evaluation missions and prepare regular inputs to status and progress reports.  Facilitates analysis of factors affecting the achievement of results, recommends corrective actions and follow up on recommendations.
    Ensure proper documentation and processing of approved Implementing Partners’ Annual Work Plan and quarterly FACE Forms, to relevant Officers for necessary action as well as undertake related ATLAS functions.
    In coordination with the Country Office, supports routine implementation of assigned projects, coordination the delivery of project inputs, ensuring participation of States counterparts in training activities and study tours.
    Supports the advocacy and resource mobilization initiatives of the sub-office by compiling and synthesizing relevant background material for use in discussions and public events.
    Organizes advocacy events and serves as the public relations and media focal point for the sub-office.
    Undertake any other assignments as may be required by the Head of Lagos Liaison Office.


Core Competencies


    Achieving results
    Being Accountable
    Developing and applying professional expertise/business acumen
    Thinking analytically and strategically
    Working in Teams/managing self and relationships
    Communicating for impact

Functional Competencies

    Providing logistical support
    Managing data
     Managing documents, correspondences and reports
     Managing information and work flow
     Planning, organizing and multi-tasking
    Supporting financial data analysis

Required Skills and Experience

The ideal candidate should:

    Be a Nigerian national (male or female)
    Have Bachelors Degree or Higher National Diploma in Secretarial Administration, Public Administration or in a related field.
    Have minimum of 5 years experience in the public and private sector.
    Be Fluent in oral and written English.
    Have working knowledge in computing skills in all software packages,  is essential.
    Have Knowledge of office administration.
    Have ability to maintain high level of accuracy in preparing and entering information.
    Have previous experience in similar positions in a development organization.

Additional Information:

A service contract (SC) is a non- staff contract modality used for hiring individuals working in a project or performing non-core functions.

The UN  is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Method of Application

Interested and qualified? Click the Apply now button to send your application

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