Administrative Associate

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions.

This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place.

For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs,

Duties and Responsibilities

Support the implementation and coordination of project activities and operational services in the assigned area:

• Ensure compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies, Support project monitoring, coordination and implementation, including follow-up on operational support services (payments, recruitments, minor procurement).
• Compilation and preparation of presentation materials, background information and documentation for meetings and missions.
• Organization of workshops, trainings, and other project-related and operational events.
• Provide administrative support to conferences, workshops, retreats.
• Monitor and follow-up on operational support issues with a focus on HR-related issues, and provide accurate and timely updates to the supervisor.
• Liaise with UNDP HR Unit and provide HR support to project personnel.
• Provide inputs on administrative business processes mapping and implement internal standard operating procedures (SOPs).
• Prepare project related correspondence, maintain contacts with governmental and non-governmental institutions, local authorities, NGOs, etc.
• Research and retrieve statistical data from internal and external sources; prepare statistical charts, tables and reports as required.
• Support mainstreaming of gender equality in the project implementation, promote a safe and enabling environment free of any kind of discrimination and abusive behavior.
• Perform relevant supervision of assigned drivers.

Ensure effective administrative and logistical support for project implementation, as required, through:

• Managing contacts with visitors and staff, coordinating appointments and meetings, acting as an interpreter and/or taking minutes when required.
• Translation of simple correspondences, when needed.
• Organization of shipments, customs clearance, preparation of documents for UNDP shipments (received/sent), and implementation of follow-up actions as necessary.
• Performance of a Travel Requester role in Quantum and preparation of E-requests for the procurement of goods and services.
• Providing logistical support, including travel arrangements, accommodation, visas, tickets, etc. for project component staff.
• Facilitating minor procurements and delivery of project-related goods and services through tender process in accordance with SOP.
• Following up on deadlines, commitments made, actions taken, and coordinating the collection and submission of the reports to the supervisor.
• Assisting in the preparation of budgets by providing statistical data relevant to operations.
• Preparing and properly controlling supporting documents for payments and activities related to operations.
• Providing information for audit.

Support office maintenance and proper assets management through:

• Arranging vehicle transportation, regular vehicle maintenance and insurance
• Checking and recording vehicle daily log and gas consumption, updating and maintaining vehicle history report.
• Managing office stationery supplies, including maintaining a stock list of stationery.
• Distributing stationery as required by staff and keeping a log of distribution.
• Coordination of asset management in the Project Office, maintenance of records, timely preparation and submission of periodic inventory reports.
• Keeping files and records relevant to office maintenance.

Support knowledge building and knowledge sharing:

• Participating in trainings for the project personnel.
• Briefing/debriefing of project personnel on issues relating to area of work.
• Sound contributions to knowledge networks and communities of practice.

Required Skills and Experience

Min. Education requirements

• Secondary Education is required.
• Bachelor’s degree in business administration, Management, Economics, Human Resources, Finance, Accounting, Law, Political or Social Sciences or other related areas would be given due consideration, but it is not a requirement.

Min. years of relevant work experience

• Minimum six (6) years with secondary education or three (3) years with bachelor’s degree of working experience in the field of programme/project support or other related fields.

Required skills

• Proficiency in the usage of computers and office software packages (MS Word, Excel) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
• Desired skills in addition to the competencies covered in the Competencies section
• Experience in working with and knowledge of ERP systems will be an advantage.
• Experience in organizing events (online and/or offline) is an advantage.
• Experience with UN/UNDP or International organizations or Development organizations is an advantage.
• Experience in facilitating procurement processes is desired.

Required Language(s)

• Fluency in English is required.
• Fluency in Ukrainian is required for local personnel.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/20568