Background
The position exists in the Department of Safety and Security (DSS) Country Office located in the UNDP Country Office
in Nepal. This is the main central administrative position for DSS and the Nepal Security Management System (SMS).
Under the overall guidance and the direct supervision of the Security Adviser and the Deputy Security Adviser, the
incumbent is responsible for:
- Design, issuing and maintenance of UN ID card system databases;
- Procurement, issuing and inventory management;
- Personnel administration of all DSS and SMS staff;
- Assisting in monitoring of the DSS core budget and the security cost shared budget;
- and assisting in maintaining the database of the International/ National warden system, security website and staff database.
The incumbent deals daily with all DSS country staff, representative of all UN and the NGO/INGO communities and all UN staff and their authorized dependants. From time to time the incumbent may deal directly with Heads of Agencies & Area Security Coordinators.
Duties and Responsibilities
Summary of key functions:- Personnel administration of all DSS and SMS staff;
- Design, issuing and maintenance of UN ID card system database;
- Procurement, issuing and inventory management;
- Assist in monitoring of the DSS core and the cost shared security budget;
- Assist in maintaining the database of the International/ National warden system, security website and staff database
- Receive and deal with incoming correspondence including mail, fax, emails and phone calls;
- Maintain up-to-date contact list of key contact personnel in UN, NGO/INGO and diplomatic missions;
- Maintain an up-to-date filing system;
- Draft official letters as required;
- Produce all internal and external travel documentation for DSS and SMS staff;
- Maintain leave plan, leave records, prepare online leave documentation and liaise with UNDP HR;
- Maintain staff monthly attendance register;
- Providing the administration section of the Security Orientation Briefing to all newly arrived staff and dependants and visiting mission.
- Receive and record bills and vouchers from vendors and suppliers;
- Process bills and vouchers for payments;
- Coordinate with UNDP Finance on status of UN agencies contribution to the cost shared budget;
- Keeping and internal up-to-date income and expenditure accounts the cost shared security budget;
- Coordinating with UNDP Finance on all financial matters;
- Maintaining the petty cash account;
- Processing reimbursement of travel and other financial claims;
- Keeping the CSA updated on financial accounts.
- Initiate procurement actions including purchase and requisition orders;
- Liaise and follow up with UNDP Procurement for timely procurement, delivery/importation of DSS supplies and equipments;
- Monitor status of repairs and levels of supplies and equipments;
- In conjunction of UNDP, maintain the inventories of DSS and SMS.
- Updating the designs of the various categories of cards of UN ID card system;
- Collecting personal information for the ID card system and managing the ID card database;
- Producing ID cards for all UN staff, other members of UN SMS and their authorized dependants;
- Recording and following up on all instances of loss of UN ID cards.
- Maintain the DSS Nepal security website (www.unnepal.org.np);
- Maintain the staff database in conjunction with Agency Security Focal Points;
- Maintain the online daily travel status database (DTSR);
- Prepare monthly and quarterly staff list and staff statistics to DSS HQ, desk officer and all agencies;
- Maintain the list of International and National Wardens;
- Assist in briefing and training of wardens;
- Maintaining zone maps and GPS system;
- Maintain the DSS data backup system;
- Developing new database and other automated systems as required by the SA.
Competencies
Corporate Competencies:- Demonstrate commitment to UN mission, vision & values;
- Display cultural, gender, religion, race, nationality & age sensitivity and adaptability.
Knowledge Management & Learning
- Shares Knowledge & Experiences;
- Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
- Displays harmonious & cooperative spirit to colleagues;
- Strives for supportive working environment and positive working relationship.
- Speaks clearly & articulately;
- Makes good impression in oral communication;
- Responds positively even under pressure;
- Is a good listener and is careful to deliver the message with accuracy.
- Focuses on result for the client and responds positively to feedback;
- Consistently approaches work with honesty, integrity, energy & vitality;
- Demonstrates openness to change and ability to manage complexities.
Required Skills and Experience
Education:- Secondary Education degree or higher, in administration or related fields.
- At least 5 years experience in basic office management tasks and routine secretarial tasks with a good level of technical knowledge in the field of website and database;
- S/he must be effective in dealing with staff that are often irritated, pushy and demanding and must maintain polite disposition while ensuring that security procedures are not compromised;
- Due to the demand of the position the person will have to be able to work under considerable pressure;
- Some knowledge and experience in the area of UN security management policies and procedures is preferred.
- Fluency in written and spoken in English and Nepali languages.