Administrative Assistant

Background

UNDP Iraq -Guard Unit is established to support the safety and security of personnel, assets and UN Common Premises. This position is located in the UNDSS office in Erbil / Iraq, locally administered by the UNDP and is financed by the Local Cost-Shared Security Budget.

The Administrative Assistant  will be performing variety of tasks while ensuring Safe and Secure environment for UN Premises personnel and assets. Administrative Assistant duties are performed in eight (8) hours five days per week., and may require rotating shifts with other Security Guard Unit functions at discretion of supervisors.  

Detail Administrative Assistant duties are defined in standing Standard Operating Procedures and other relevant security plans.

Under the guidance and supervision of the Deputy Security Guard Unit Supervisor, the Admnistrative Assistant  will be responsible for the below mentioned tasks.

Duties and Responsibilities

Provide support for effective administrative control in the Guard Unit

• Provide general administrative support services to assistthe Guard Unit (GU) Supervisor and the Deputy Supervisors in fulfilling their duties vis-a-vis staff members. 
• Guide Administrative Clerk in all matters related to the Administrative and Visitor Request processing tasks.
• Process Visitor Requests as per the SOP for approval.
• Assist the Guard Unit (GU) Supervisor with the handling of administrative related issues of the Security Section. Serve as a liaison to UNDP HR on common HR matters for the Guard Unit personnel within the authority delegated.
• Prepare attendance, duty rosters, archiving of document, maintaining filing system appropriate to the level of confidentiality, both hard copies and electronically.
• Assist the supervisors in the Guard Unit with the preparation of any security related documents including Security Plans, Security Risk Management Measures (SRMMs), regular reports and any other reports related to the security section activities as well as providing the Guard Unit with administrative assistance;
• Draft minutes of meetings, correspondence and maintains records for the Security Training Courses delivered to security and field mission's personnel;
• Provide support during the implementation of the Security Plan under the directions of the GU Supervisor and the Deputy Supervisors;
  
   

Provide appropriate and required administrative and logistical services to the Guard Unit

• Assist in reviewing the logistics requirements and other related actions required for the preparation  of training courses, drills and other security exercises;
• Monitor and facilitates the implementation of security policies and procedures in close coordination with the security operation unit's supervisors and others;
• Provide support in organizing and conducting security awareness and preparedness activities, and provides security orientation to newly assigned staff members, as well as conducting security briefings, as required;

Support knowledge building and sharing in the Office.

• Assist with the preparation of the Induction Training courses, related presentations and documents;
• Prepare security presentations for the GU Supervisor and the Deputy Supervisors; and other units.

The incumbent shall perform other duties within their functional profile, as deemed necessary, for the efficient functioning of the of the Office, Organization and the Guard Unit (GU). 

Institutional Arrangement

The incumbent will be under the supervision of the Security Guard Unit Supervisor

Competencies: 

Core

Achieve Results:
LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively:
LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously:
LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility:
LEVEL 2: Adapt processes/approaches to new situations, involve others in change process

Act with Determination: 
LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner:
LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion:
LEVEL 2: Facilitate conversations to bridge differences, considers in decision making 

People Management:  UNDP People Management Competencies can be found in the dedicated site.  

Cross-Functional & Technical competencies

Thematic Area
Name
Definition

Business Management 

Customer Satisfaction/Client Management 

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. 
• Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. 
• Ability to anticipate client's upcoming needs and concerns. 

Business Management
Operations Management

• Ability to effectively plan, organize, and oversee the Organization's business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms

Business Management
Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience 
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Management
Working with Evidence and Data

• Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.

Administration and Operations
Documents and records management

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Required Skills and Experience

Education:

• Secondary education is required, or 
• University Degree (Bachelor's degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
• Certifications in Administration is desirable.

Experience:

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor's degree) of relevant experience in administration, human resources or programme support services or relevant field is required.
• Experience in the use of computers, office software packages (MS Word, Excel, etc), database packages, Power BI and other computer based, web and smartphone applications.
• Prior relevant working experience within the UN system, an international organization or an international NGO is desirable.
• Experience in managing Premises Visitor Request, Pass and ID or similar functions is a strong asset.
• Experience in organizing events (meetings, workshops, etc.) is desired.
• Experience in handling of web-based management systems is a strong asset.
• Experience in engaging with stakeholders is desired 

Required Languages

• Fluency in both oral and written communication in English and Arabic languages is required. 
• Knwoledge of Kurdish language is desired

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see

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