Background
This position is to assist the UN agencies on the UN house premises in developing and implementing administrative and security requirements. Responsibilities encompass overseeing and coordinating various aspects to establish a harmonious working environment for all UN agencies. The role includes managing day-to-day administrative functions, liaising with service providers, coordinating maintenance activities, and maintain proper and continuous functionality of the security guards at the UN House.
The UN House Administrative Associate will actively promote a client, quality, and results-oriented approach, collaborating closely with all UN agency staff to facilitate information exchange and ensure consistent service delivery.
Duties and Responsibilities
Under the overall guidance and supervision of the UNDP DRR, The UN House Administrative Associate will perform the following tasks:
Ensures implementation of administrative functions, focusing on achievement of the following results:
- Full compliance of administrative activities with UN rules, regulations, policies, and strategies.
- Contacts with visitors and staff at the front desk, arrangement of appointments and meetings for the UN house meeting rooms.
- Establish an electronic/manual archiving system for the registry and ensured proper handling of official mail.
- Translation of simple correspondences relevant to the front desk functionality.
- Monitoring of all visitors; assistance to visitors by providing directions and accurate information.
- Operation and management of the telephone switchboard in accordance with appropriate protocol.
- Maintenance of recording information in the system and reporting to telephone service provider for regular maintenance and repair.
- Assistance to visitors and participants of the special events organized in the UN House.
- Provide administrative support to conferences and workshops at the UN House.
- Administering Pouch and DHL services.
- Maintain master directory for all government officials, diplomatic missions, partners, and UN invitee list.
- Provide simple procurement support to UN agencies in relevant to the events managed at the UN House including requesting quotations, contacting vendors, maintaining vendors database, and negotiating prices adhering to UN procurement rules and regulations.
- Acting as OMT secretary.
Common Premises Maintenance functions, focusing on achievement of the following results:
- Closely work with Ministry of Foreign Affairs (MOFA), liaising with officials in MOFA and other governmental bodies on the building maintenance activities.
- Coordination with the cleaning service provider and UNDP.
- Responsible for supervising the overall cleaning work of the premises, ensuring the required quorum staff, arranging for replacement with the company when needed.
- Inspect and review technician’s work to uphold a well-maintained facility.
Ensures implementation of Safety & Security functions, focusing on achievement of the following results:
- Assists in maintaining the Building Security Evacuation Plans under complete supervision of the UNDSS, including Fire Safety, Earthquake, and other Building Security Plans as well as updating the building staff and fire wardens lists in coordination with agency SFPs and UNDSS.
- Supervising the security, cleaning team, and technicians.
- Provide the needed support in reporting security incidents at the UN House.
- Ensures all guards of UN House Premises work according to contractual obligations; ensures that security guards keep an up-to-date record of the building inspection duties.
- Safeguards and ensures that no UN property, assets, and/or equipment leave the UN House Premise without a relevant authorization form signed by a designated staff member only.
- Under overall guidance of UNDSS, the UN House Administrative Associate should Act as the main SFP for the UN House Premises security services.
- Receiving information from the UN agency staff members regarding their planned visitors to facilitate their entrance in accordance with the approved SOP(s).
- Keeps a copy of building master keys and office access card and keep a proper log for all events related.
Competencies
Core Competencies:
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Required Skills and Experience
Education:
- Secondary Education is required. · Bachelor’s degree in public administration, Business Administration, Management, Economics, or related field is not a requirement but will be given due consideration
Experience:
- Minimum 6 years of relevant work experience with Secondary Education OR 3 years with Bachelor´s degree of relevant work experience in the field of Administration, Finance, Economics. Business Administration or Public Administration.
Desired skills in addition to the competencies covered in the Competencies section:
- Experience in providing senior executive / administrative and management support within the UN system, international organizations, or embassies is desirable.
- Demonstrated experience in administration is an asset.
- Demonstrated experience in financial administration is desirable.
- Demonstrated experience in working with international organizations project implementation is desirable.
- Demonstrated experience to communicate well and interact with key and government officials.
- Demonstrated Experience in Administration & Procurement at international organizations would be desirable.
Disclaimer
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
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This position is no longer open.
