Antecedentes

UNDSS Somalia is supporting the UN Agencies through security advice and guidance so as 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 and with recommendations from the Under Secretary General for Somalia and the Security Management Team, UNDP and UNDSS are collaborating in the development of a generic and mandatory pre-deployment security package known as “Secure and Safe Approach to Field Environment (SSAFE).” The SSAFE course is designed to provide UN personnel who are traveling/working in Somalia with awareness, skills and knowledge for safer and secure implementation of programmes and humanitarian activities. 

The Common Services Client Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The CSC Assistant promotes a client, quality and results-oriented approach.

The CSC Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The CSC Assistant promotes a client, quality and results-oriented approach.

The Common Service Client (CSC) Assistant will work closely with UNDSS under the direct supervision of the Field Security Coordination Officer for training, or in her/his absence, the Deputy Security Advisor and he/she will work closely with the UN SOMT members and provide high quality, accuracy and consistency of work and also facilitate in the SSAFE SOM Training modules. The incumbent promotes a client-oriented approach consistent with UN rules and regulations by assisting with implementation activities involved in creation of ID cards.

Deberes y responsabilidades

Summary of key functions:
  • Ensures effective and efficient function of the ID Unit
  • Ensures logistical support provided to the SSAFE SOM
  • Ensures administrative and logistical support
  • Provides support to knowledge building and knowledge sharing in the CO
  • Assists in facilitating SSAFE practical application sessions
1. Ensures effective and efficient functioning of the ID Unit, focusing on the achievement of the following results:
  • Responsible for creating and issuance of UN Standardized ID Cards for the UN Somalia Field Staff.
  • Establishing a database of all Field Staff members and their dependent(s) indicating their contractual status.
  • Responsible for designing visitors’ and contractors’ passes to UNDP offices in Springette and in the field.
  • Work closely with the Administrative and Human Resources Officers from the UN Agencies to obtain their current HR records, photos and copies of the staff contracts.
  • Managing and maintaining a concise filing system and ensuring safekeeping of confidential materials.
  • Responsible for maintaining adequate supply of the ID equipment and other supplies such as clips, chains, ribbons, ink etc.
  • Ensuring ID machines are adequately maintained and serviced.

2. Ensures logistical support provided to the SSAFE SOM, focusing on achievement of the following results

  • Provide logistical support to SSAFE SOM Training Modalities.
  • Maintain a system of inventory and control of assets in coordination with the training manager, and follow–up on proper use, maintenance, repair and replacement of SSAFE SOM training equipment.
  • Coordinate with the training site manager on facilitating classroom, accommodation and meal services to the participants.
  • Coordinate with procurement to facilitate transport for the participants to and from the training site
  • Resource person for the SSAFE SOM training.
  • Responsible for creating SSAFE qualified ID cards and certificates bearing UN staff college logo and DSS logo.

3. Ensures effective administrative and logistical support, focusing on achievement of the following results

  • Raise F10 voucher claims for training team staff.
  • Prepare travel authorizations for training team staff to facilitate flight bookings. In addition, responsible for processing DSA for staff travelling on mission (both advance and after travel claims).
  • Process payments for consultants who have assisted in conducting SSAFE training(s).
  • Raise requisitions in relation to the training team’s procurement plan and post them on the procurement tracking tool after the approval of the requisitions has been done.
  • Follow up with procurement on the progress of a request and assisting with additional specifications or information when necessary.
  • Receiving purchase order lines in relation to invoices that relate to a particular payment and submitting the necessary supporting documents to finance for payment.
  • Prepare invoices for all the participants who have attended SSAFE, Module 3 Refresher, ETB and Module 2 in country training and dispatching them accordingly to various agencies.
  • Act as custodian of SSAFE petty cash and responsible for reconciling the account and submitting receipts to finance for reimbursement.
  • Any other assignments assigned by the supervisor (FSCO – Training).
  • Responsible for creating and issuance of UN Standardized ID Cards for the UN Somalia Field Staff.
4. Provides support to 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.
  • Contributions to knowledge networks and communities of practice.

5. Assists in facilitating SSAFE practical application sessions, focusing on achievement of the following results:

  • Conducts practical first aid training sessions for small groups (8 – 10 participants).
  • Conducts practical communications training sessions (VHF, HF and satellite phone) for small groups (8 – 10 participants).  

Impact of Results

The duties performed by the CSC Assistant will have a direct impact on the security and safety of UN staff operating in the field. The key results have direct impact on the overall efficiency and effectiveness of the UNDSS Training section.

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
  • Provides helpful feedback and advice to others in the office

Development and Operational Effectiveness

  • Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and equipment maintenance and general administration work.
  • Ability to review data, identify and adjust discrepancies
  • Ability to produce accurate and well documented records conforming to the required standard
  • Ability to handle a large volume of work possibly under time constraints
  • Good knowledge of administrative rules and regulations
  • Strong IT skills
  • Demonstrates excellent knowledge of protocol and security issues.

Leadership and Self-Management

  • Focuses on result for the client
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure
  • Responds positively to critical feedback and differing points of views

Habilidades y experiencia requeridas

Education:          
  • Completion of secondary education
Experience:       
  • 2 years of relevant administrative / IT Experience.
  • Knowledge of Magi card software V1.0.6 Card 5 software is an advantage.
  • Knowledge of desktop publishing software (Adobe Photoshop, CorelDraw, Adobe in design, Adope Ilustrator, fireworks and Adobe Pagemaker) is an advantage. 
  • Experience in training facilitation is desirable.
  • Experience in the UN system or with an international non-governmental organization is desirable.   

Language Requirements:            

  • Fluency in written and spoken English