Administrative Associate - UNDSS

Background

The Department of Safety and Security is responsible for providing leadership, operational support, and oversight of the security management system to enable United Nations system operations through trusted security leadership and solutions. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable the United Nations system programme activities through trusted security leadership and solutions.

This is a unique opportunity to join a diverse, dynamic, and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will benefit from your work. Together, we can make the world a better place.

For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/.

UNDSS in Israel and Occupied Palestinian Territory (IOPT) is supporting the UN Agencies and International Non-Governmental Organizations (INGOs) and International Organizations (Ios) to enable them to conduct their operations in the safest way possible.>

Duties and Responsibilities

Implement operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.

• Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provide inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). 
• Provide inputs to preparation of administrative team results-oriented workplans. 
• Acts as a Focal Point for coordination with UNDP on administrative, financial, HR, procurement and other matters related to the UNDSS Office, especially for LCSSB.
• Identifies bottlenecks and liaises with relevant UNDSS and UNDP divisions/sections seeking appropriate solutions. 

Provide support for effective administrative and financial control in the UNDSS Office:

• Implement effective internal controls related to administrative and financial duties.
• Support in the collection of Data related to Preparation of budget and audit. 
• Research, retrieve statistical data, and extract other data from internal and external sources; prepare statistical charts, tables and reports. 
• Provide HR and administration support during emergency/crisis, including during evacuation of UNDSS staff and their dependents etc.
• Administration of human resource activities, both internally and with UNDP, e.g. recruitment, placement, performance appraisal, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN/UNDP rules and procedures. 
• Supports in the implementation of end-to-end recruitment processes which include the hiring process, recruitment planning, supporting managers in the preparation of ToRs / JDs and reviewing recommendations on the selection of candidates by Hiring Managers.
• Maintain property ledger, project personnel asset records and conduct inventory and asset check as per requirements.
• Monitoring of dashboards and exceptions, identification of remedial actions.

Provide appropriate and required administrative and logistical services to the UNDSS Office:

• Serve as custodian for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution. 
• Support the procurement processes as needed, including preparation of RFQs, ITBs or RFPs documents, and receipt of quotations, bids or proposals and their preliminary evaluation.  Prepare Purchase Orders. Organize shipments and customs clearance arrangements.  Prepare documents/documentation for UNDP shipments (received/sent) and implement follow-up actions.  Perform Buyer role in ERP in coordination with UNDP. 
• Arrange travel and hotel reservations, review POs for travel activities, and prepare travel authorizations. Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with the requirements of the United Nations and national government. When requested, collect information for DSA, travel agencies, and other administrative surveys.
• Arrange vehicle transportation, regular vehicle maintenance and insurance. Check and record vehicle daily log and gas consumption, update and maintain vehicle history report. 
• Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to head of unit

Organization/maintenance of common services and maintenance of common premises. Maintain files and records relevant to office maintenance. 

• Support the general maintenance of the office premises and ensure a safe, clean, and efficient work environment.  Identify maintenance needs and liaise with technicians or service providers to ensure timely repairs and maintenance.
• Serve as the primary contact for technicians and vendors, ensuring smooth communication and coordination for required services.  Schedule and monitor maintenance activities, ensuring compliance with organizational standards and requirements. Maintain accurate records related to office maintenance and technical services.
• Maintain contact with visitors and staff, arrange appointments and meetings, and when needed, take minutes, act as an interpreter and/or translate simple correspondence.
• Compile and prepare briefing and presentation materials, speeches, background information and documentation for meetings and missions.

  Support knowledge building and sharing in the UNDSS Office

• Actively participate in team discussions to improve office operations and contribute to organizational goals. Share insights and best practices to enhance the team’s collective knowledge base.
• Help organize and participate in training for the operations staff on administration. 
• Provide sound contributions to knowledge networks and communities of practice.
• Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on the achievement of the following results:
• Organization of training for the operations/ projects staff on field office issues.

Perform other duties within the incumbent’s functional profile as assigned and deemed necessary for the efficient functioning of the office and Organization

Under the guidance of the Principal Security Advisor and the direct supervision of the Administrative Officer in Jerusalem, the Administrative Associate will undertake the assigned functions to ensure full support to UNDSS and other UN offices.

Competencies

Cross-Functional & Technical competencies 

Required Skills and Experience

Education:

• Minimum of a High School education is required OR First level university degree (bachelor’s degree) in Business Administration, Public Administration, Accounting, Finance or equivalent fields will be given due consideration, but it is not a requirement.

Experience:

• A minimum of 6 years with a high school diploma OR a minimum of 3 years with a bachelor’s degree of relevant work experience in administrative, logistics, procurement, or related fields will be required

Required Skills:

• Experience in the use of computer-based tools (MS office suite and other computer-based, web, and smartphone applications) are essential.
• Familiarity with procurement processes and basic knowledge of financial management is required.
• Strong organizational skills with the ability to prioritize tasks and meet tight deadlines.
• Experience in coordination and liaising internally and externally with internal teams and external partners is required. 
• Strong knowledge sharing experience internally and externally is required. 

Desired Skills:

• Prior working experience within the UN system, INGO, or other international organizations is desirable.
• Previous experience in event planning or coordination to manage meetings, workshops, and training sessions is desirable.
• Strong experience in administrative/ logistical support in emergency response operations is desirable.
• The ability to drive between and within Jerusalem and West Bank is desirable.
• Proficiency in using ERP systems such as SAP or Oracle for administrative and financial tasks is desirable
• Knowledge of IPSAS and/or IFRS is desirable.
• Part-qualified accountancy from an internationally recognized institute of accountancy is desirable

Languages:

• Fluency in English, and Arabic languages is required.
• Working knowledge of Hebrew language is required

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 www.undp.org/scam-alert.