Under the guidance and direct supervision of the Chief Security Adviser, the Administrative Assistant/Secretary ensures effective and efficient functioning of the DSS Office, full confidentiality in all aspects of assignment, and management of information flow and follow-up on deadlines and commitments made.
Duties and Responsibilities
Summary of key functions:
Effective and efficient functioning of the DSS office
Effective communications and administrative support to the office
Facilitation of knowledge building and management
Ensures effective and efficient functioning of the DSS office focusing on achievement of the following results:
Management of the DSS office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the team;
Efficient and discreet management of the Chief Security Advisor’s schedules
Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
Use of automated office management system
Provide administrative and finance support to DSS OFfice
Provide logistics support to UNDSS field offices in Lagos and Port Harcourt
Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results:
Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
Draft routine correspondence, interoffice circulars, general briefing notes, documents,reports, and minutes of meetings when requested, translations when required;
Administration of travel, meetings, appointments and briefings of Chief Security Advisor Including drafting of background notes.
Ensures facilitation of knowledge building and management focusing on achievement of the following results:
Sound contributions to knowledge networks and communities of practice.
Organization of trainings for ERT Staff on coordination, administration and protocol issues.
Impact of Results
The key results have an impact on the efficiency of the DSS office. Accurate analysis and presentation of information strengthens the capacity and promotes the image of UNDSS as security advisor to the United Nations Country Team. Incumbent’s own initiative is decisive in results of work and timely finalization.
Demonstrates commitment to UNDSS’s mission, vision and values.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to perform a broad range of activities aimed at effective and efficient functioning of UNDSS office, including data/ schedule management, maintenance of protocol, information flow.
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems
Leadership and Self-Management
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Demonstrates openness to change and ability to manage complexities
Required Skills and Experience
•Higher National Diploma/Bsc Secretarial Administration
•3 to 5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.
•Fluency in written and spoken English is essential.
•Working knowledge of any of the three Nigerian major languages would be an advantage.
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Deadline: May 1st 2010Download Job Alerts App for Android