Administrative Assistant - RSOC Back-up Operator

Under the guidance and supervision of the UNDSS Field Security Associates and UNDSS Security Adviser, the Administrative Assistant provides administrative services ensuring high quality of work and accurate, timely and properly recorded/documented service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with UNDSS and UNDP Operations in the CO to ensure consistent service delivery.

The functions/duties/ key results of this job description are generic and not all duties are carried out by all Administrative Assistants.

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

• Full compliance of administrative, procurement and HR activities with UNDP rules, regulations, policies and strategies.

Provides administrative support, focusing on achievement of the following results:

• Interpretation and implementation of procedures and rules related to administrative, procurement and personnel matters and ensure their compliance.
• Administrative and logistics support to organization of conferences, workshops, etc.
• Trainings and arrangement of travel and hotel reservations.
• Full compliance of logistics, administrative and procurement activities for SOC with UNDP rules, regulations, policies and strategies.
• Preparation and submission of Requests for Direct Payments, Petty Cash Requests, Vendor Forms, Canvass Forms etc. with all supporting documents
• Preparation of requests with all supporting documents for issuance of Purchase orders, contracts, agreements and other documents related to procurement of goods and services.
• Serving as a HR focal point, maintaining Annual/Sick Leaves balance, preparing Overtime Calculations, and ensuring timely extension contracts of the SOC personnel
• Maintenance of files related to personnel, administrative, logistical, procurement matters.
• Implementation of internal inventory of SOC and maintaining the inventory records.
• Preparation and handling the routine correspondence related to general administration, procurement and personnel matters; faxes; memoranda and reports in accordance with UNDP rules and procedures.
• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
• Ensure timely submission of requests for extension of personnel contracts.
• Ensure proper absence management for personnel.
• Performance of other duties as requested by the UNDSS SA and UNDSS FSA.

As Back-up Operator provides the continuity of service of RSOC under United Nations Department of Safety and Security in her/his duty, focusing on achievement of the following results:

• Monitoring local press and internet media sources for relevant security incidents and issues media summaries containing news, which may affect the UN & Humanitarian community and coordinates timely dissemination of security threat information, Media Summary reports and Incidents reports;
• Operating all communications equipment including VHF radios, satellite telephones, facsimile and conducting regular radio checks (via VHF), maintaining a record of radio checks with UNSMS members/UNSOCs in neighbor countries.
• Maintaining database of UN personnel and dependents, UN vehicles, radio call signs, UN Warden lists, contacts of the local authorities, state emergency services and security support structures of host government;
• Assisting FSA/SA in warden system activation including dissemination of information, collecting, analyzing, reporting information; 
• Issuing ID cards for UN personnel and eligible dependents taking their photos and filling all the necessary records;
• Performs all other related duties as requested by the UNDSS SA and UNDSS FSA.

Provides support to knowledge building and knowledge sharing in the CO.

• Bachelor’s degree in management, administration, communication engineering, social sciences, international relations or other relevant field.

• 3 years of administrative/clerical/interpreting/emergency communication experience,
• Prior working experience within the UN system, an international NGO, or another international organization is desirable.
• Knowledge of radio communications and modern communications equipment would be an asset.
• Ability to work effectively under stressful conditions
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language requirements: Fluency in English and Russian. Knowledge of Kyrgyz is an asset.

Working hours: 40 hours a week (The position involves shift-work around the clock).