Administrative Assistant for Common Services

Details

Mission and objectives

UNDP is the United Nations largest agency with a mandate to eradicate poverty, through sustainable and inclusive human development. UNDP has been in Nigeria since the country became independent in 1960 providing capacity building and policy development support to the Federal Government of Nigeria in areas of Governance & Peace Building, Inclusive growth, and Sustainable Development.
UNDP continues to support the government in the implementation of development interventions aimed at meeting medium to long term goals enshrined in National and Subnational development plans as well as the Sustainable Development Goals. The goal of UNDP is to improve the lives of the people of Nigeria, especially the poorest and most vulnerable, and to ensure a future that offers equality, dignity, and opportunity for all. UNDP works in partnership with the federal Government of Nigeria, development partners, UN agencies, civil society and local communities to help identify local solutions to meet global and national development challenges through a range of interventions that combine UNDP’s expertise and comparative advantage in the areas of Governance & Peace Building, Inclusive growth and Sustainable Development.

Context

Since the transition of UNDP ERP from Atlas to Quantum in January 2023, turnaround time
for Common Services Admin process has become elongated with consequential adverse
ripple effect on quality of service delivery arising from unavoidable time delays. The impact is
cross cutting through CS admin functions but most manifest in the prolonged response time
in handling meeting rooms requests from client agencies as well as coordination of the use of
meeting rooms, monitoring of internal cleaning services SLAs and management of
inventories/daily issuance of consumables.
UNDP HQ is continuing to explore ways to resolve specific lingering issues in Quantum
Speedcharts which applies to distribution of funds and costs associated with Common
Services procedures due to the inter-agency cost shared nature. However, it remains unclear
when a durable solution to resolve the issues & result in less cumbersome processes will be
developed. It has therefore become imperative to engage a UNV Admin Assistant to support Admin related CS functions for improved quality services and shorter response/turnround
times to clients requests, enhanced supervision of cleaning services particularly for the toilet
areas, monitoring use of consumables such as drinking water, tissue paper in toilets and
timely replenishment.

Task description

Within the delegated authority and under the supervision of the UN House Administrative Associate or his/her designated mandated representative(s), the UNV Admin Assistant will support the Common Services unit in the performance of selected administrative functions of the UN Common Services in the UN House. The UN Administrative Assistant will demonstrate a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. The UNV Admin Assistant will –
i. Assist in maintaining a Conference/Meeting Rooms Reservation register for meeting rooms
allocation in response to client agencies request and in accordance with the SOP;
ii. Assists in the supervision of Internal & External Cleaning and Car Parks;
iii. Assists in the administration of Common Services expendable and non-expendable
properties and updating inventory records;
iv. Keep supervisor aware of potential problem areas for immediate solution;
In addition to the above key functions, the UN Volunteer will be responsible for;
a. Ensuring prompt allocation of meeting/conference rooms & supervision of sitting
arrangements for meeting;
b. Maintaining orderliness, cleanliness and adequate security at the car parks.
c. Paying special attention to internal and external cleanliness of UN House
d. Maintaining inventory records and regularly update records & issuance consumable
inventories;
e. Assisting in initiating timely actions for replacement/procurement of both expendable and
non-expendable properties;
f. Supporting in providing clerical support in processing procurements and invoice payment
requests; and
g. Providing timely information on problem areas to supervisors.
h. Performing any other related tasks as may be required or assigned by the supervisor.