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Administrative Assistant

Job Category:
Admin Assistants
Career Level:
Job Type:
Full Time
Positions:
2
Agency / Project:
UNDSS
City/Location:
Islamabad
Country:
Pakistan
Posted On:
24 August, 2009
Last Date to apply:
06 September, 2009
Experience in years
2 to 4
Experience:

5 years minimum work experience in related areas (preferably administration and IT, but not essentially in security related areas). Prior experience with the UN system and/or an international NGO is considered as a positive factor for selection.

Solid computers skills (MS Word, Excel, Access and PowerPoint)

Ability to travel or work late and on weekends (occasionally)

Knowledge of HF and VHF radio operation will be useful.

Knowledge in management of budgets and finance would be useful.

Physically fit

Description:
 

Organizational Context:

Under the immediate supervision of the UNDSS Chief Security Officer (CSA), the Administrative Assistant will provide administrative assistance and support to HQ UNDSS Pakistan and all UNDSS Pakistan field stations.

Functions / Key Results Expected:

He or She will perform the following duties and responsibilities:

1. Provide administrative support to the CSA and to provide updates on numbers of staff and their dependents and to disseminate information among SMT members, and Security Focal Points. Coordinate with regional Offices and Area Security Coordinators in updating their data and compiling reports.

2. Process the Identity Card (ID) of all UN Staff in Pakistan

3. Assist the LSA on the HR issues including hiring, contracts, Results and Competencies Assessment (RCAs) and other UNDP/UNDSS administrative issues.

4. Assist in the management of the UNDSS Core budget and the common services acccount cost-shared budget.

5. Assist in Identifying the Equipment needs and develop the Annual Procurement plan for UN-DSS office in Islamabad as well as the Regional Offices.

6. Assist all activities related to travel e.g preparation of Travel Authorizations (TAs), book flights and make travel arrangements for UNDSS staff

7. Assist in managing UNDSS vehicle servicing activities and records in close cooperation with OSSU UNDP.

8. Maintain records of all stores on charge for UNDSS.

9. Other general administrative tasks like the maintenance of a central petty cash record, maintaining the filing system, the drafting of minutes and support for smooth running of office resources.

10. Active participation in all security related exercises in terms of administration. Arrange and Coordinate different security meetings, workshops and trainings throughout the year as required by the FSCO and with reference to the yearly plan of action.

11. Assist on budget, procurement and finance issues: initiate process and follow-up on all UNDSS finance matters with UNDP as follows:

a. Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
b. Initiate timely corrective actions on unposted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers.
c. Creation of requisitions in Atlas and register the receipt of goods.
d. Making budget checks for requisitions.

12. Organize and Coordinate shipments, customs clearances and the preparation of all related required documentation.

13. Prepare required documents regarding visa extensions, R&R requests, UNLP renewals, CBR booklet and non-diplomatic ID card for initial processing and renewal.

14. Perform additional duties as assigned by the CSA or DSA.

Impact of Results:

The key results have an impact on the accurate and timely implementation of the overall UN security programme at the country level.

Competencies:

Commitment to the ideals of the United Nations Charter and the Organization’s core values – Professionalism, Integrity and Respect for Diversity

Planning and Organizing: Demonstrated ability to establish priorities and to plan, coordinate and monitor his/her own work plan with minimum supervision. Ability to work under pressure or in crisis situations. Availability to travel within the area of responsibility.

Creativity: Ability to actively seek to improve services, offer new and different options to solve problems/meet client needs, and promote and persuade others to consider new ideas

Teamwork: Proven interpersonal skills and the ability to listen and work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity

Communication: Proven and sustained communication (verbal and written) skills.


Education
Must Degree Degree Level Country Description
YesSecondary EducationMatriculation / O levelsSecondary education. University Degree desirable, but it is not a requirement.