Antecedentes

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.

Under the guidance and supervision of the Deputy Security Advisor, the LSA provides services ensuring high quality and accuracy of work. The LSA promotes a client, quality and results-oriented approach in the Unit.

He/she will works in close collaboration with other DSS operations staff in the CO and in the field to exchange information and ensure consistent service delivery.

Deberes y responsabilidades

Summary of Key Functions:

• Implementation of operational strategies (LSA Duties);
• Efficient administrative support;
• Support to administrative and financial control;
• Support to knowledge building and knowledge sharing.

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

• The LSA assists the DSA in the execution of his/her security responsibilities in Somalia and in the Administrative place of Assignment in Mogadishu  by liaising and coordinating with the local government security organizations and with other organizations, groups in Somalia by establishing and maintaining formal and informal contacts with focal points on operational level and facilitating the information exchange between his contacts and the CSA;
• Assist and advise the CSA on attaining proper  networking with local groups who may be relevant for the security and safety of UN staff, assets and operations in Somalia;
• Assist the concerned FSCOs in their supervision of the Drivers in Mogadishu and fleet management;
• Contribute to the Results and Competencies’ Assessments of the LSAs and Radio Operators;
• Oversee the upkeep and allocation of UNDSS facilities in Mogadishu;
• Assist the FSCO with logistics for incoming staff on travel and accommodation related matters;
• Assist with verification of financial records before submitting for further processing to Nairobi Liaison office.

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

• Liaise with the UNDP Country Office (Procurement, Travel, Custom clearances /Protocol units) to ensure that the provision of all UNDSS related administrative support services are implemented in an efficient and timely manner;
• Assist in evaluating the project's equipment and supply requirements;
• Day-to-day support and coordination for all procurement arrangements with local service providers & ensure that common service agreements (cleaning, security, vehicle maintenance etc) are properly implement and services are to the standards required;
• Receive quotations for local procurement requirements, prepares analysis on quotations and makes recommendations to award a contract/Purchase Order;
• Maintain inventory system of all office effects;
• Monitor and amend accordingly all movement of equipment and properties;
• Procure office equipment and supplies in the local market;
• Close follow up on all issues related to staff travel (domestic & international), flight bookings and security clearances;
• Manage the office transport fleet and drivers and ensure that all vehicles are properly maintained with provision of adequate stock of spare parts and are MOSS compliant and road worthy;
• Control rental vehicle trip sheets; maintain regular checks on vehicle log documents;
• Ensure that office inventory database is properly maintained and updated on regular basis;
• Provide routine administrative and logistical support to all units/staff on all matters related to general office administration, transport, protocol/visas applications, duty free privileges and custom clearances for office goods and for staff personal effects.

Ensure effective accounting and administrative support to the Finance Associate focusing on achievement of the following results:

• Maintain general accounts and office financial control records;
• Issue payment request vouchers and submit for certification;
• Co-ordinate the settlement of payments between vendors and UNDSS Support Services;
• Participate in budget preparations and revisions for allocations of office budget;
• Examine payment requests for completeness prior to processing;
• Ensure that payment documentation is complete and that all information concerning the payment has been supplied prior to submission to UNDSS Support services;
• Ensures that payment(s) to sub-contractors are incompliance with terms and conditions of agreement.

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

• Participate in the trainings for the operations/projects staff on HR and Finance;
• Contribution to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the execution of the CO Support services in terms of quality and accuracy of work completed. Accurate data entry and presentation of financial information and client-oriented approach enhances UNDP capability in the Operations management.

Competencias

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning:

• Shares knowledge and experience;
• Encourages office staff to share knowledge and contribute to UNDP Practice Areas;
• Develops substantive knowledge of one or more Practice Areas;
• Provides helpful feedback and advice to others in the office;
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Leadership and Self-Management:

• Focuses on results for the client;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates strong oral and written communication skills;
• Remains calm, in control and good humored even under pressure;
• Responds positively to critical feedback and differing points of view;
• Solicits feedback from staff about the impact of his/her own behavior.

Habilidades y experiencia requeridas

Education:         

• Completion of Secondary Education, preferably with specialized certification in Accounting /Finance /Administration, or any other related field is a requirement;
• University Degree in Business or Public Administration is desirable, but it is not a requirement;
• A military staff college or police college certificate is desirable.

Experience:      

• 6 years of relevant experience in administration or programme support service with an international organization, NGO or INGO is required;
• Excellent knowledge of the political and security situation in Somalia and good networking within Somalia;
• Ability to draft, edit and finalize documents in English;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language:    

• Fluency in written and spoken English and Somali is mandatory;
• Knowledge of Italian and/or Arabic is desirable.

Other requirements:    

• UN employees are not allowed to carry firearms while on duty;
• The use of any drugs, including but not limited to “khat” during working hours is not tolerated.