Administrative Assistant (Local Position)

UNITED NATIONS DEVELOPMENT PROGRAMME IN SOMALIA

JOB DESCRIPTION FOR NEW POST

Position Information

Job Code Title: Administrative Assistant
Position Number: TBC
Department: DSS Admin. Unit
Reports to: UNDSS CSA
Reports: Deputy Chief Security Advisor
Position Status: Non-rotational
Duty Station: Nairobi
Current Grade: New Position
Approved Grade: GS5
Position Classified by:
Classification Approved by:

II. Organizational Context
UNDSS Somalia is supporting the UN Agencies and humanitarian community through security advice and guidance so to enable their operations in the safest way possible. UNDSS has it’s headquarter in New York and have operations in more than one hundred countries.

Under the overall guidance and direct supervision of the Deputy Chief Security Advisor (DCSA), the Administrative. Assistant will assist in the implementation of administrative, protocol and logistic operations and all matters relating to the management of safety and security for UN personnel in the country or in the region of assignment.

III. Functions / Key Results Expected
Summary of key functions:
Implementation of operational strategies
Provision of effective and efficient Protocol support services
Provision of effective and efficient Administrative and Logistic support services
Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Support the Admin. Unit on elaboration of the internal Standard Operating Procedures (SOPs).
Establish and maintain a database of all DSS operational activities; additionally create and maintain a tracking sheet, a shared drive of relevant reports for the admin. unit
Maintain and update a database and a data folder of all the DSS staff including their particulars. (in both hard and soft copies)
Preparation of administrative team results-oriented work plans.

Ensures effective and efficient provision of Protocol support services, focusing on achievement of the following results:

While liaising with UNDP, assist in preparation and follows up on the status of documents submitted to the protocol unit while maintaining a log of all deliveries and receipts to and from both units
Assist in processing of notification of arrival, driving license, MoFA Cards, Re-entry permits, UNLP renewals, PRO1Bs, PRO1Cs and VAT exemptions. For the CSA and DCSA, prepare all official documents and forms on their behalf for their signature.
Accurate and systematic filing of documents and updating the physical files all immigration, duty free and tax exemptions documents while ensuring that the filing area is accessible and neat.
Preparation of routine correspondence, faxes, memorandum and reports in accordance with CO SOP.

Ensures effective administrative and logistic support, focusing on achievement of the following results:

Organization of shipments, customs clearance arrangements, preparation of documents for UNDSS shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
Support to organization of procurement such as creating Requisitions in Atlas for travel related activities. Ensures availability of budget according to COA provided by the Admin./Finance Analyst.
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
Administrative support to conferences, workshops, retreats.
Extraction of data from various sources.
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
Backstop the Admin. Associate during her absence.

Support 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.
Sound contributions to knowledge networks and communities of practice

Carry out any other DSS administrative and/or operation related tasks as required by the DCSA.

IV. Impact of Results

The key results have an impact on the efficiency of the DSS Admin Unit. Accurate presentation of information strengthens the capacity of the office and promotes the mandate of UNDSS. Additionally, it promotes the image of UN/UNDP as an effective contributor to the development of the country.

VI. Competencies and Critical Success Factors

Corporate Competencies:

Demonstrates commitment to UN’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
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

Ability to administer and execute administrative processes and transactions
Ability to extract, interpret, analyze data and resolve operational problems
Ability to perform work of confidential nature and handle a large volume of work
Good knowledge of administrative rules and regulations
Strong IT/technical skills including e-mail, Excel, Word and Power Point applications

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure

VII. Recruitment Qualifications
Education:
Secondary education. Certification in administration desirable.
Experience:
5 years of relevant experience in administration or programme support service.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
Language requirements:
Fluency in written and spoken English is mandatory, including the ability to draft, edit and finalize documents in English. Knowledge of Arabic and/or Somali is desirable
Other requirements:
Candidates considered for the post will be required to sit a written test as part of the selection procedure.

Applicants are required to fill and sign a P11 Form and submit it together with Curriculum Vitae on the online application.

UNDP will only be able to respond to those applications in which there is further interest.

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