In view of the need for improvement of staff training on safety and security, the recommendations from the IASMN and the Security Management Team, UNDP and UNDSS are collaborating in the development of a generic and mandatory pre-deployment security package known as “Safe and Secure Approaches to Field Environment (SSAFE)” for UN staffs working and travelling to areas with UN Security Phase III and above worldwide.
The SSAFE Administrative Assistant will work closely with UNDSS under the direct supervision of the SSAFE Manager, or in his absence, the SSAFE Training Officer and provide high quality, timely, accurate and consistent work by facilitating the SSAFE SOM Training modules.
Responsibilities:
Timely processing of vouchers and requisitions as mandated and ensuring proper justification by supporting documents for various payments on behalf of SSAFE while monitoring regularly against allocated budget.
This will involve requesting for set up of profiles in ATLAS for first time vendors.
Provide finance and administrative support to the SSAFE staff by liaising with UNDP Finance, Human Resources and Procurement units on matters such as following up on payments and processing/renewal of contracts for Vendors and Suppliers.
Procure equipment as directed by the supervisor using ATLAS in accordance with UNDP procedures, through the UNDP procurement section.
Implement service schedule for UNDSS vehicles used for the practical SSAFE training.
Processing of overtime payments for SSAFE trainers and support staff and submitting to UNDP for inclusion in the monthly salaries.
Coordinate with UN agencies and other national and international organization on training participants.
Support to SSAFE-SOM Training Modalities.
Backstop the Common Service Client Assistant during her absence.
Perform any other duties as requested by the Supervisors.
Education:
Completion of secondary education.
Certification in administration desirable.
University Degree in Business or Public Administration desirable, but not a requirement.
Experience:
A minimum of 5 to 6 years of responsible work in Administration or Finance.
Experience in the usage of computers and office software packages (MS Word, Excel, etc).
