Telecommunications Assistant

Org. Setting and Reporting

This position is located in the Field Technology Section (FTS) of the United Nations Military Observer Group in India and Pakistan (UNMOGIP). The Telecommunications Assistant perform the duties under the direct supervision of Chief Service Management Unit (CSMU), and overall supervision of the Chief, Field Technology Section (FTS).

Responsibilities

Within delegated authority, the Telecommunications Assistant will be responsible for the following duties:

Billing:

• Assists in processing the recovery of all telephone invoices that are due for mission-related business and recovery of costs for private use.
• Reports to the Unit Supervisor on all pending and processed invoice transactions.
• Liaises with Finance Section on telephone charges to be recovered from staff and timely payment of provider’s invoices.
• Liaises with officials from the Services Providers, UN agencies, Funds & Programs and staff members in connection with telephone related matters ensuring they are in compliance with standing instructions and procedures to avoid abuse of telephone system,
• Assists in preparation of business-related memoranda and facsimile correspondence in respond to queries from Telephone Service Providers companies, Internet providers and staff members;
• Maintains comprehensive filing system of invoices, statements and correspondence for all telephone systems, including issue and return vouchers for mobile and satellite SIM cards.
• Address complaints and queries on any anomalies in billing and advise staff members on telephone billing policies.
• Prepare cost trend analysis reports for FTS managers.
• Performs any other related duties as required.

Assets Management:

• Assists in the receiving, inspecting and verification of all incoming FTS assets and supplies; issues FTS equipment and enter the records in the asset control system
• Assists in preparation of the scheduling of deliveries of equipment to users and coordinates returns of FTS equipment to the warehouse.
• Maintains and controls proper records for all expendable and non-expendable FTS assets using the organization’s SAP/ERP system.
• Updates and administers asset databases, tracking life cycle of all assets;
• Monitors the physical inventory of stocked items on a regular basis to ensure accuracy of records, and location of property.
• Performs any other duties as required.

Communications Centre Support:

• Manage directory information, update central directory.
• Assists in the maintenance of a proper filing system of all outgoing and incoming daily correspondences either by hard copy filing method or by electronic means
• Assists in identifying files for archiving and performing same using the appropriate electronic archiving system; Opens and closes new logging sheets for the proper recording of new outgoing and incoming messages that will facilitate the preparation of statistics chart.
• Provides first echelon maintenance to the equipment use by the facility.
• Respects and observes the confidentiality of any or all of the documents that flow through the Communications Centre. – Performs other related duties as required.

Operations Support:

• Perform related administrative duties, as required, such as drafts routine correspondence, and assists with the coordination of the travel programme;
• Monitors accounts and payment to vendors and individual contractors for services.
• Assists with the coordination of physical space planning.
• Assists with the administrative arrangements for seminars, conferences and meetings.
• Assists with the coordination of translation/interpretation services for the section/unit
• Monitor status of expenditures and allotment through SAP/ERP system, record variations, updates budget tables; consolidates data received and provides support to higher-level staff with respect to budget reviews.
• Prepares, processes and follows-up on administrative arrangement and related to the official travel of staff.
• Maintains files of rules, regulations, administrative instructions and other related documentation; maintains up-to date work unit files (both paper and electronic); coordinates extensively with service units and liaises frequently with internal team members.
• Performs other duties as required.

Other duties and responsibilities:

• Ensures that all the required spare parts and supplies are in place so as to minimize downtime of FTS equipment.
• Assist with the regularly scheduled and preventative and corrective maintenance on FTS equipment.
• Assist in organizing the receiving/inspection of new equipment.
• Provide first level support for communication unit services.
• Provide basic training on how to use FTS services and how to report services outages, malfunctions and/or request for new services through FTS system.

Education

• High school diploma or equivalent is required. Technical or vocational certificate in Telecommunication is desirable.

Job – Specific Qualification

• Technical Certification telecommunications equipment or related field is desirable. Experience in the operation and maintenance of large-scale telecommunications systems is desirable.

Work Experience

• At least three (3) years of working experience in providing FTS operational support services related to assets, telephone billing, communications center, and/or FTS operations support is required. The minimum year of experience is reduced to one (01) year for candidates who possess a First-level university degree or equivalent. Experience in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/226830?language=en