Background

UNDSS Somalia is supporting the UN Agencies through security advice and guidance to enable the UN Agencies conduct their operations in the safest way possible. In view of the need for improvement of staff training on safety and security, the recommendations from the IASMN and the Security Management Team, UNDP and UNDSS are collaborating in the development of a generic and mandatory pre-deployment security package known as “Safe and Secure Approaches to Field Environment (SSAFE)” for UN staffs working and travelling to areas with UN Security Phase III and above worldwide.
 
The SSAFE Administrative Assistant will work closely with UNDSS under the direct supervision of the SSAFE Manager, or in his absence, the SSAFE Training Officer and provide high quality, timely, accurate and consistent work by facilitating the SSAFE SOM Training modules

Duties and Responsibilities

The incumbent works under the direct supervision and is accountable to the Deputy Chief Security Adviser through the UNDSS Training Officer with the following general responsibilities:-
  • Timely processing of vouchers and requisitions as mandated and ensuring proper justification by supporting documents for various payments on behalf of SSAFE while monitoring regularly against allocated budget. This will involve requesting for set up of profiles in ATLAS for first time vendors.
  • Provide finance and administrative support to the SSAFE staff by liaising with UNDP Finance, Human Resources and Procurement units on matters such as following up on payments and processing/renewal of contracts for Vendors and Suppliers.
  • Procure equipment as directed by the supervisor using ATLAS in accordance with UNDP procedures, through the UNDP procurement section.
  • Implement service schedule for UNDSS vehicles used for the practical SSAFE training.
  • Processing of overtime payments for SSAFE trainers and support staff and submitting to UNDP for inclusion in the monthly salaries.
  • Coordinate with UN agencies and other national and international organization on training participants.
  • Support to SSAFE-SOM Training Modalities.
  • Backstop the Common Service Client Assistant during her absence.
  • Perform any other duties as requested by the Supervisors.

Impact of Results
The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

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
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
  • Ability to administer and execute administrative processes and transactions
  • Ability to extract, interpret, analyze data and resolve operational problems
  • Ability to supervise and train support staff
  • Ability to perform work of confidential nature and handle a large volume of work 
  • Good knowledge of administrative rules and regulations
  • Strong IT skills, knowledge of Atlas
  • Ability to provide input to business processes re-engineering and implementation of new system
Leadership and Self-Management
  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy, positive and constructive attitude
  • Remains calm, in control and good humored even under pressure

Required Skills and Experience

Education:          
  • Completion of secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but not a requirement
Experience:       
  • A minimum of 5 to 6 years of responsible work in Administration or Finance;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc).
  • Knowledge of ATLAS would be an advantage.
Language Requirements:            
  • Fluency in English, both verbal and written is required knowledge of Arabic or Somali is desirable