Administrative Assistant – Needed (Apply)

• Bachelor’s degree (BA/BSC/HND)

Method of Application:

Interested candidates are encouraged to apply by the deadline of February 15, 2024.

Administrative Assistant Job Specifications:

• Full-Time Position
• Required Qualifications: BA/BSC/HND
• Location: Abuja, Nigeria.

Job Description:

Under the general supervision of the Administrative Officer (NOA), the incumbent serves as the Principal Assistant responsible for managing personal property, equipment, tooling, and physical capital assets acquired and utilized by UNICEF Nigeria. The role involves recommending repairs and maintaining end-item deliverables.

Summary of Key Functions/Accountabilities:

1. Monitoring of Property & Equipment and Consumable Stocks:

• Ensure received property and equipment align with purchase order specifications.
• Receipt and issuance of assets and consumable stocks within 12 hours of request receipt.
• Manage storage facility for assets and consumable stocks in UNICEF NCO Admin Stocks.
• Obtain approval for removing unused materials from the store.
• Clean and organize Admin Stores monthly.
• Transfer assets and consumable stocks to field offices within 24 hours of request receipt.
• Update inventory in VISION within 6 hours of transfer, receipt, and release of assets.
• Update Bin Cards on assets and consumable stocks immediately.
• Monthly report on consumable stocks for accuracy in both Excel and Bin Cards.
• Removal and disposal of old files, documents, and paper following UNICEF Archiving policy.

2. Analysis, Maintenance and Update of Property and Equipment in Computerized Records:

• Daily update of inventory in VISION.
• Monthly update of staff rooming list.
• Liaison with ICT section for equipment release to staff members via the online platform.
• Prepare a list of obsolete assets/items monthly and submit to the Supervisor for action.

3. Generating mAsset Barcode and Printing of Labels, Mail, and Pouches:

• Generate Lite-AMR for assets within 12 hours of request receipt.
• Print barcode and tag classified assets within 12 hours of request receipt.
• Send Printed Barcode to Field Offices within 24 hours of request receipt.
• Actively participate in the asset verification/count exercise at the end of each year.

4. Processing of Damaged and Obsolete Equipment and Report for Property Survey Board (PSB):

• Prepare an excel report on identified damaged and obsolete equipment for disposal monthly.
• Liaison with ICT section for cleaning approved PSB ICT equipment monthly.
• Liaison with vendors for auction sales of approved PSB items post-sale.
• Liaison with Abuja Environmental Protection Board (AEPB) for disposal/destruction of approved PSB items within 24 hours of the request.
• Maintain relevant PSB electronic records immediately.

5. Focal Point for Pouch and Courier Services:

• Handle pouch for office and field offices.
• Prepare, record, and sort per office.
• Receive diplomatic pouch from common service.
• Open the bag in the presence of the supervisor, sort, and distribute according to individual recipients.
• Dispatch and receive mails.
• Receive all incoming mails, distribute to staff members, register official mails from sections, and dispatch them.
• Monitor and follow up on bills.
• Assist with follow-up on UPS, MTN, 9 Mobile, and DHL bills.
• Review UPS bill, prepare personal staff bills.
• Scan invoices to Finance and save copies in SharePoint.

Qualifications and Requirements:

Applicants for the position should meet the following qualifications and requirements:

• Completion of Secondary School education, preferably supplemented by technical or university-level courses in administration, finance, or a related field of discipline relevant to the job.

Experience:

• A minimum of 4 years of relevant progressively administrative work experience, including office management.

Skills:

Candidates are expected to possess the following skills:

1. Strong administrative and organizational skills.
2. Proficient in office management practices.
3. Excellent communication and interpersonal skills.
4. Knowledge of financial processes and procedures.
5. Ability to work collaboratively in a team and independently.
6. Attention to detail and accuracy in work.
7. Proficient in relevant computer applications.
8. Demonstrated ability to handle multiple tasks and prioritize effectively.

These qualifications and experiences are essential for the successful execution of responsibilities associated with the position.