Senior Office Assistant

Organizational Context

The United Nations Industrial Development Organization (UNIDO) is a specialized agency promoting inclusive and sustainable industrial development in Member States. UNIDO's mission is aligned with the 2030 Agenda for Sustainable Development and SDG-9. The organization focuses on areas such as fair global supply chains, innovation for food security, renewable energy, and digitalization. UNIDO operates through technical cooperation, research, policy advisory services, normative functions, and partnership building. This Senior Office Assistant position is within the UNIDO Sub-Regional Office Nigeria, which covers multiple countries in West Africa.

Job Purpose

To provide comprehensive administrative and operational support to the UNIDO Country Office, ensuring efficient office management, effective financial administration, and smooth implementation of technical cooperation activities.

Responsibilities

['Screen and prioritize correspondence; draft replies and prepare action items for signature on non-technical matters.', 'Track pending actions and follow up with counterparts to ensure timely completion.', 'Draft, format, proofread, and finalize official communications, reports, and correspondence.', 'Respond to information requests and refer specialized inquiries to appropriate officers.', 'Compile data and statistics for reports, papers, and presentations; conduct research to support project identification and reporting.', 'Provide administrative and financial support for Technical Cooperation activities, including record maintenance, event organization, and evaluation support.', 'Monitor operating costs and project expenditures, process payments, manage petty cash, and support local staff recruitment.', 'Utilize SAP for initiating and processing actions related to recruitment, procurement, travel, and payments.', 'Assist in monitoring financial resources and budget utilization using SAP Project Portfolio Management (PPM).', 'Liaise with UN Country Teams and other UN agencies for coordination initiatives.', 'Manage office assets and supplies, maintaining inventories and ensuring efficient utilization.', 'Maintain organized filing systems and databases for effective information management.', 'Support the onboarding of new staff by providing training on administrative procedures.', 'Perform ad hoc assignments and research as required.']

Work Experience

A minimum of seven years of relevant working experience in administrative support to managerial/professional staff is required. Five years of experience is required for candidates with a first-level university degree or higher. Experience in UN system office procedures is preferred. Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and internet usage is essential. Experience in interpreting and applying organizational rules and regulations is desirable. Experience with SAP or similar ERP software is desirable.

Skills

['Administrative Support', 'Office Management', 'Correspondence Drafting', 'Report Preparation', 'Data Compilation and Summarization', 'Financial Administration', 'Procurement Processes', 'Event Organization', 'Filing and Record Management', 'Information Management', 'SAP Proficiency', 'Microsoft Office Suite Proficiency', 'Interpersonal Skills', 'Communication Skills', 'Organizational Skills']

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