Security Administration Associate


Location : New York, UNITED STATES OF AMERICA
Application Deadline :01-Apr-13
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-May-2013
Duration of Initial Contract :1 year
All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Background

Under the overall supervision and guidance of the Security Office Operations & Aviation Risk Management Specialist, the Security Administration Associate assists in the overall management of security related administrative services, as well as the administration and execution of processes & transactions, to ensure the high quality and accuracy of work within the Security Office Operations Team. The incumbent also provides security and logistical support to the Regional Security Advisors for Africa and Latin America & the Caribbean, both of whom are stationed at UNDP headquarters.

The Security Administration Associate promotes a client, quality, and results-oriented approach while performing crucial operations functions. Additionally, the incumbent will also continue to play a major role in the implementation of recommendations stemming from the audit of the UNDP Safety & Security function.

The Security Administration Associate works in close collaboration with the Security Office staff in HQ and in the field, Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.


Duties and Responsibilities

Summary of Key Functions:

  • Efficient Administrative Support
  • Support to the Regional Security Advisors for RBA and RBLAC
  • Assets Management and Inventory
  • Travel Management
  • Support to Knowledge Building and Knowledge Sharing
  • Training

Efficient Administrative Support

  • Conducts research on technical specifications of security equipment required by the Country Offices.
  • Manages “day to day” use of the corporate card, ensuring compliance with purchasing card guidelines, (while overall management & responsibility for the corporate card is retained by the Operations Specialist).
  • Raises e-Requisitions in Atlas; performing a Buyer role in Atlas for preparation of POs when required, as per the Security Office Internal Control Framework.
  • Assists in organization and coordination of shipments and customs clearance; aiding in preparation of all necessary documents for UNDP shipments (received/sent).
  • Liaises and follows up with country offices, ensuring that respective offices timely obtain GVT clearances and made necessary arrangements for receiving shipments
  • Provides administrative support to conferences, workshops, retreats and other events, as required.
  • Coordinates the SO conference room activities with external units/offices.
  • Organizes the Security Office’s administrative files to ensure consistency and completeness.
  • Maintains files related to the UNMSM approved budgets.
  • Creates and maintains electronic and hardcopy files including storage, retrieval and disposal as appropriate in compliance with Record Management and Archiving policies and procedures.
  • Researches and retrieves statistical data from internal and external sources, as required; prepares statistical charts, tables and reports.

Support to the Regional Advisors for RBA and RBLAC

  • Supports the RSA RBLAC and RSA RBA in liaison and information sharing with UNDP Country Office leadership.
  • Responsible for maintaining an up-to-date database of contact data for all UNDP Africa & Latina America Security Focal Points.
  • Researches and gathers security-related information for the Regional Security Advisors for RBA and RBLAC.

Supply and Assets Management

  • Assists with receiving, inspecting and verification of all incoming equipment, furniture, and supplies, as well as scheduling deliveries to users.
  • Responsible for maintaining a good order of storage space, safeguard and control of movements of assets to/from storage.
  • Performs testing and maintenance of security equipment; keeping security equipment in good working order.
  • Coordinates the semi-annual physical inventory verification exercise by checking the accuracy of records and location of property.
  • Prepares and makes timely submissions of inventory reports as required;
  • Manages physical assets disposal, including: 1) Documentation preparation for submission to CAP; 2) follow up on request and maintenance for disposal action.
  • Oversees disposal of items and accuracy of inventory data, both in HQ and in the field offices as it concerns security equipment.
  • Maintains and ensures continued accuracy of a log of SO assets/items deployed at HQ and in the field.
  • Prepares reports in regard to type and volume of procured security equipment.
  • Coordinates with CO assets focal points for the handover of equipment delivered from the Security Office, when required.
  • Manages the provision of reliable and quality office supplies.

Travel Management

  • Serves as a focal point for travel matters in the Security Office.
  • Arranges travel & hotel reservations and prepares Travel Requests.
  • Assists in processing requests for visas/UNLPs.
  • Ensures timely preparation of Travel Checklists and Expense Reports, following up with travellers on timely processing of F10s and closure of Travel Requests.
  • Clears F-10 submitted by out-posted staff to their duty stations and advises CO administration on reconciliation of expenses.
  • Maintenance of Travel Log file and electronic filing of supporting documents.

Support to Knowledge Building and Knowledge Sharing

  • Provides training to Security Office staff on logistical and operations matters.
  • Briefing/debriefing of staff members on issues relating to area of work.
  • Sound contributions to knowledge networks and communities of practice.

Training

  • Provides support in organizing and conducting training courses on security awareness and preparedness, as required.
  • Assist in implementation of the SSAFE training.

Impact of Results:

The key results have an impact on the efficiency of the Security Office’s Operations Team.

As a key member of the Operations Team contributing towards enhancing the capacity of the Security Office, the results expected from the Security Administration Associate can impact seriously on:

  • Compliance with extant UNDP financial, assets, and travel management protocols/procedures.
  • Timeliness in assessing and mitigating operational risks and weaknesses to protect the reputation of organization.
  • Efficiency of Security Office operations, generally.
  • The objectivity of data used to assess Security Office performance;

The incumbent’s own initiative is decisive in determining the success of results of work and timely finalization of tasks & activities.


Competencies

Core Values:

  • Integrity – An ability to work honestly, openly, impartially and in accordance with the values of the United Nations.
  • Professionalism – An ability to work in a calm, competent and committed manner; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
  • Respect for Diversity – An ability to work effectively, respectfully, and inclusively with people from different backgrounds and with different perspectives.

Core Competencies:

  • Communications – Clearly and effectively speaks and writes, tailoring language, tone, style and format to different audiences; Listens to others, correctly interprets messages from others and responds appropriately;
  • Teamwork – Works collaboratively with colleagues to achieve organizational goals; Builds consensus for task purpose and direction with team members; Solicits input by genuinely valuing others’ ideas and expertise and is willing to learn from others.
  • Planning & Organizing – Identifies priority activities and assignments, adjusting priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning.
  • Accountability – Adheres to organizational rules, regulations and standards; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards.
  • Client Orientation – Provides services, support, advice, guidance to internal or external clients, and seeks to see things from their points of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect.
  • Creativity – Actively seeks to improve programmes or services; Demonstrates resourcefulness by finding new solutions to address operational or strategic problems.
  • Commitment to Learning – Keeps abreast of new occupational/professional developments; Contributes to the learning of colleagues and subordinates; Provides constructive training, coaching and feedback for others.


Required Skills and Experience

Education:

  • Secondary education. Successful completion of security related trainings/courses (such as Local Security Assistant course) is highly desirable, but is not a requirement. Certification in administration is desirable, but is not a requirement. University Degree in Business or Public Administration is desirable, but it is not a requirement.

Work Experience:

  • 6 years of relevant experience in administration or programme support service is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Prior experience in ATLAS, with emphasis on Finance & T&E modules.

Language Requirements:

  • Fluency in written and spoken English. Knowledge of another UN language is an asset, but is not a requirement.

FC: 11801


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