Responsibilities

• Duties and Responsibilities

  • Under the direct supervision of the Administration and Finance Officer (NOC) in Abuja and HoSO in Damaturu, the Administrative Assistant will be responsible for the following duties:

  Coordinate logistics activities for the Office:

  • Ensure that vehicles are in working condition at all times: Regular servicing and maintenance etc.
  • Coordinate and monitor vehicle movement.
  • Ensure that all missions to all locations with high – security level are cleared by the necessary authorities.
  • Monitor the vehicle logbooks and ensure that all movement is duly captured and signed for by all passengers.
  • Assist staff with forwarding their travel expense claims to the travel focal points and follow up where necessary.
  • Oversee TOTAL card retirement and replenishment (in collaboration with OCHA Abuja & Damaturu Office) by ensuring that all processes are carried out in a timely fashion.
  • Assist staff members by liaising with OCHA Admin staff in Abuja & Damaturu for UNHAS bookings etc and ensure that tickets are received on time.

  Provision of Clerical / Administrative Support:

  • Assist with hotel reservations for staff on mission, new colleagues deployed to Abuja and Damaturu etc.
  • Support colleagues in coordinating meetings and other official events.
  • Assist with filing and photocopying documents when necessary.
  • And all other clerical / administrative duties that may be required.

  Office Support and Maintenance:

  • General office maintenance: supervise cleaners to ensure that OCHA’s is always in order, etc.
  • Maintenance of files and records relevant to office maintenance

  Cash Recovery and Management for the Armored Vehicles:

  • Prepares and dispatches invoices to clients upon request for the use of the AVs.
  • Ensures that payment for each transaction is received and accounted for and a receipt is issued accordingly.
  • Create a tracking system for payment.
  • Give monthly accounts of usage and income.

  Managing Documents, Correspondence and Reports:

   

  • Create a filing system according to UN standards.
  • Ensure that all official documents (incoming/ outgoing mail, reports etc) are filed according to its category.
  • Shows sound grasp of grammar, spelling and structure in the required language.
  • Ensures correspondence, reports and documents comply with established UN standards.
  • Ability to enter data accurately.
  • Assist with drafting correspondence and make input to documents when required.
  • Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using word processing, spreadsheets and databases meeting quality standards and requiring minimal correction.