Administrative Assistant (G-4), TA (364 days), #138229, Maiduguri, Nigeria - WCAR

Organizational Context

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential. The organization is committed to promoting the rights of every child, everywhere, in everything it does. UNICEF Nigeria operates in a complex humanitarian and development setting, focusing on equity for the most disadvantaged children and families.

Job Purpose

Under the supervision and guidance of the supervisor, the Administrative Assistant (G-4) is responsible for executing a broad variety of routine tasks for the respective unit, requiring full knowledge of UNICEF administrative procedures, processes, and policies. This role is crucial for ensuring the smooth and efficient functioning of the unit by managing communications, calendars, correspondence, events, logistics, travel, invoice processing, supplies, equipment, and attendance monitoring. The position supports the overall mission of UNICEF in Nigeria by contributing to operational efficiency and effectiveness in a challenging humanitarian and development context, ultimately aiding in the fulfillment and protection of children's rights.

Responsibilities

The Administrative Assistant will manage and coordinate communications, including drafting correspondence and ensuring timely dissemination of information. Responsibilities include managing the supervisor's calendar, scheduling meetings, and preparing necessary documentation. The role involves providing logistical support for events and activities, including making arrangements for venues, participants, and materials. Assistance with travel arrangements for staff, including booking flights, accommodation, and processing travel claims, is also a key function. Processing invoices and ensuring timely payments, as well as managing office supplies and equipment, including inventory and procurement, are essential duties. Monitoring staff attendance and maintaining accurate records are also part of the role. The position requires the use of project management tools to organize and track tasks, schedule priorities, and report issues. Collaboration involves using tact and discretion in sensitive situations, communicating diplomatically, and writing clearly and concisely in emails and reports. Problem-solving includes analyzing information to identify root causes and risks, and suggesting solutions. Digital dexterity is required for using AI tools, digital platforms, and managing digital documents while ensuring confidentiality and data security.

Work Experience

A minimum of 4 years of relevant administrative or clerical work experience is required.

Skills

Project Management Tools, Task Scheduling and Prioritization, Communication (Written and Verbal), Diplomacy and Tact, Problem Analysis and Root Cause Identification, Decision Making, Digital Dexterity, AI Tool Utilization, Digital Document Management, Confidentiality and Data Security, Invoice Processing, Logistics Coordination

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