Background

The overall mandate of the United Nations Department of Safety and Security (UNDSS) is to provide leadership, operational support and oversight of the security management system to enable the safest and most efficient conduct of the programmes and activities of the United Nations System.

UNDSS Somalia is supporting the UN Agencies through security advice and guidance so to enable the UN Agencies to conduct their operations in the safest way possible. UNDSS has it’s headquarter in New York and have operations in more than one hundred countries.

Under the guidance and supervision of the Deputy Chief Security Advisor (DCSA), the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. He or she will work in close collaboration with all DSS units to ensure consistent service delivery.

Duties and Responsibilities

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Support the Admin. Unit with the elaboration of the internal Standard Operating Procedures (SOPs).
• Establish and maintain a database of all DSS operational activities; additionally create and maintain a tracking sheet, a shared drive of relevant reports for the Admin. Unit.
• Maintain and update a database and a data folder of all the DSS staff including their particulars. (in both hard and soft copies).
• Preparation of administrative team results-oriented work plans.

Ensures effective and efficient provision of Protocol support services, focusing on achievement of the following results:

• While liaising with UNDP, assist in preparation and follows up on the status of documents submitted to the protocol unit while maintaining a log of all deliveries and receipts to and from both units.
• Assist in processing of notification of arrival, driving license, MOFA Cards, Re-entry permits, UNLP renewals, PRO1Bs, PRO1Cs and VAT exemptions. For the CSA and DCSA, prepare all official documents and forms on their behalf for their signature.
• Accurate and systematic filing of documents and updating the physical files all immigration, duty free and tax exemptions documents while ensuring that the filing area is accessible and neat.
• Preparation of routine correspondence, faxes, memorandum and reports in accordance with CO SOP.

Ensures effective administrative and logistic support, focusing on achievement of the following results:

• Organization of shipments, customs clearance arrangements, preparation of documents for UNDSS shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions.
• Support to organization of procurement such as creating Requisitions in Atlas for travel related activities. Ensures availability of budget according to COA provided by the Admin./Finance Analyst.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats.
• Extraction of data from various sources.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Backstop the Admin. Associate during her absence.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.
• Carry out any other DSS administrative and/or operation related tasks as required by the DCSA.

The key results have an impact on the efficiency of the UNDSS Administration Unit. Accurate presentation of information strengthens the capacity of the office and promotes the mandate of UNDSS. Additionally, it promotes the image of UN/UNDP as an effective contributor to the development of the country.

Competencies

Functional Competencies:            

• Analyzes general information and selects materials in support of partnership building initiatives
• Promoting Organizational Learning and Knowledge Sharing

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Demonstrates good knowledge of information technology and applies it in work assignments
• Promoting Organizational Change and Development

•  Demonstrates ability to identify problems and proposes solutions
•  Design and Implementation of Management Systems

• Uses information/databases/other management systems
• Systems
  

Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Responds to client needs promptly

• Gathers and disseminates information on best practice in accountability and results-based management systems
  

• Demonstrating/safeguarding ethics and integrity 
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Required Skills and Experience

Education:                   

• Completion of Secondary School and a diploma in business administration.

• 5 years of relevant experience in administration or programme support service.
•  Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
• Experience with an international organization, NGO or IGO is desirable.