Vacancy Announcement- Research and Administrative Assistant

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  • 2015•04•24     Accra

    The United Nations University Institute for Natural Resources in Africa (UNU-INRA) is currently looking for an outstanding individual, with strong commitment and the potential to bring a significant contribution to the activities of UNU-INRA, to fill the position of Research and Administrative Assistant.

    Responsibilities: 

    Reporting to and under the supervision of the Director of UNU-INRA, the Research and Administrative Assistant will perform a wide range of office support and administrative functions. These will include:

    • Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports.
    • Monitor processes and schedules related to the unit’s outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
    • Research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
    • Generate a variety of standard statistical and other reports, work orders, etc., using various databases.
    • Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
    • Screen phone calls and visitors; respond to moderately complex information requests and inquiries (e.g. answer requests requiring file search, etc.), and as necessary, refer inquiries to appropriate personnel for handling.
    • Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
    • Assist in the maintenance of website by scanning, converting and posting a variety of documents onto the site.
    • Assist in the preparation of presentation materials using appropriate technology/software.
    • Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
    • Perform data entry and extraction functions.
    • Review, record, distribute and/or process mail and other documents; follow-up on impending actions.
    • Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
    • Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
    • Maintain files (both paper and electronic) and databases for work unit.
    • Assist in providing software and office equipment support.
    • Provide guidance to less experienced staff on general office processes and procedures, computer applications, etc.
    • Perform other duties as may be assigned.

    Required Qualifications:

    • Minimum Bachelor of Sciences (Bsc) in Administration, Natural Resources Management or Environmental Sciences
    • At least two years working experience in successful implementation of programs in public, donor funded programs, private or NGO sectors.
    • Excellent interpersonal, and leadership skills, demonstrate the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
    • Ability to work with minimum supervision and with own initiative in a complex environment with multiple tasks and intense pressure to perform
    • Ability to carry out office administrative responsibilities, and make project implementation arrangements.
    • Good writing, presentation and communication skills; and demonstrated experience in organizing training workshop and conference activities.
    • Good working knowledge of English is essential; knowledge of French would be an advantage.
    • Proficiency in MS Office Applications (MS Word, Excel, PowerPoint and Outlook). Good Excel spreadsheet skills and experience in using ERP systems like PeopleSoft Financials system is advantageous.

    Remuneration:

    Remuneration will commensurate with academic qualification and work experience according to the suitability of candidates. 

    Duration of contract:

    The successful candidate shall work under the Consultant Contract (CTC) for a fixed period of twelve (12) months for the above-mentioned project. No consultant shall provide services for more than twenty-four (24) months in a thirty-six (36) –month period.

    This is a locally recruited post; no relocation expenses or allowances apply. The successful candidate will be employed under a local contract and will not hold international civil servant status nor be a “staff member” as defined in the United Nations Staff Rules and Regulations.

    Applications from suitably qualified women candidates are particularly encouraged.

    Starting date: By July 1, 2015 

    Application Procedure:

    Interested applicants should submit their applications, preferably by e-mail (to recruit-inra@unu.edu ) or mail, and must include the following:

    • a cover letter setting out how qualifications and experience match the requirements of the position;
    • a curriculum vitae and a completed and signed UNU Personal History (P.11) form downloadable from UNU website. Please avoid using similar forms provided by other United Nations organizations;
    • a full contact information of three referees; and
    • an indication of the reference number of the vacancy announcement (2015/UNU/INRA/CTC/TA/32).
  • VA Research and Admin Assistant (CTC)_HR EDIT_24.04.2015

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