United Nations Department of Safety and Security (UNDSS) Is Hiring An Administrative Assistant APPLY NOW
Background
The Department of Safety and Security is a department of the United Nations providing safety and security services for UN agencies and departments as part of the UN Safety Management System. UNDSS reports directly to the Secretary-General.
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About UNDSS
The United Nations Department of Safety and Security (UNDSS) is responsible for ensuring the safety and security of United Nations personnel, premises, and assets worldwide. It operates under the authority of the United Nations Secretary-General and works closely with other UN entities, member states, and local authorities to mitigate risks and provide a secure operating environment for UN operations.
The primary objectives of UNDSS are to protect UN personnel and assets, prevent and respond to security incidents, and support the continuity of UN operations in various locations around the world. It develops security policies, guidelines, and procedures, conducts threat assessments, and provides security advice and training to UN staff.
UNDSS collaborates closely with host countries and local authorities to assess security conditions and implement appropriate security measures. It also works with member states to coordinate security arrangements for UN peacekeeping operations and other field missions.
Key functions of UNDSS include:
- Security Risk Management: Assessing security risks, developing risk management strategies, and implementing security measures to protect UN personnel, facilities, and operations.
- Security Coordination: Cooperating with host governments, local authorities, and other stakeholders to coordinate security efforts and ensure a comprehensive approach to security.
- Crisis Management: Providing support and coordination during security incidents, emergencies, and crisis situations, including evacuation and response operations.
- Security Training and Awareness: Developing and delivering security training programs for UN staff, enhancing their awareness of security risks, and promoting a culture of security.
- Information and Intelligence: Collecting and analyzing security-related information and intelligence to identify potential threats and inform decision-making
Why Work At UNDSS
Working at the United Nations Department of Safety and Security (UNDSS) can offer several compelling reasons:
- Meaningful Impact: By working at UNDSS, you contribute to the important mission of ensuring the safety and security of United Nations personnel, premises, and assets worldwide. Your work directly supports the effective functioning of the United Nations and its various operations, including peacekeeping missions and humanitarian efforts.
- Global Reach: UNDSS operates in numerous countries and regions around the world. Working at UNDSS provides an opportunity to gain international experience and work in diverse cultural and geopolitical contexts. You can contribute to promoting peace, stability, and the protection of human rights on a global scale.
- Professional Development: UNDSS offers a range of professional development opportunities. You can benefit from training programs, workshops, and seminars on security risk management, crisis response, and other relevant areas. This can enhance your skills, broaden your knowledge, and contribute to your career growth.
- Collaborative Environment: UNDSS operates in close collaboration with various UN entities, member states, and local authorities. Working in such an environment allows you to engage with professionals from different backgrounds, cultures, and expertise areas. It provides opportunities for teamwork, knowledge sharing, and building networks with colleagues from around the world.
- Dynamic and Challenging Work: The nature of UNDSS work involves dealing with complex security issues, crisis situations, and rapidly changing environments. This dynamic and challenging nature of the work can provide opportunities for personal and professional growth, as well as the satisfaction of overcoming difficult situations and making a positive impact.
- Commitment to Values: The United Nations is guided by principles such as integrity, impartiality, and respect for diversity. By working at UNDSS, you have the opportunity to contribute to upholding these values and promoting a culture of inclusivity, transparency, and accountability.
It’s important to note that working at UNDSS, like any organization, also has its challenges. These may include working in high-risk environments, dealing with complex security situations, and navigating bureaucratic processes. However, for individuals passionate about international security and dedicated to the UN’s mission, working at UNDSS can be a rewarding and impactful experience.
Administrative Assistant
Job Network: Management and Administration
Job Family: Administration
Category and Level: General Service and Related Categories, G-5
Duty Station: New York
Department/Office: Department of Safety and Security
Deadline: May 22, 2024
Responsibilities:
Under delegated authority, the Administrative Assistant will be responsible for the following duties: Resources Management:
- Initiate, process, monitor, review, and follow up on actions related to the unit’s human resource activities, such as recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, and training.
- Ensure consistency in the application of regulations and procedures.
- Enter, maintain, and certify administrative data and records for time and attendance, performance appraisal, etc., in electronic information systems.
- Review entitlements-related claims and reports.
- Provide advice and guidance to staff on administrative procedures, processes, and practices, liaising with central administrative services as necessary.
- Maintain and review organizational staffing tables and review Umoja and Inspira reports.
General Administration:
- Draft routine correspondence.
- Maintain files of rules, regulations, administrative instructions, and related documentation.
- Maintain up-to-date work unit files (both paper and electronic).
- Coordinate extensively with service units and liaise frequently with internal team members at Headquarters and in the field.
- Perform other related administrative duties, such as managing the operational travel program, monitoring accounts and payment to vendors and contractors, physical space planning, identifying office technology needs and maintaining equipment and software, and organizing and coordinating administrative arrangements for seminars, conferences, and translations.
- Manage cost recovery for SSS-NY security services in UMOJA, including creating, finalizing, and tracking Sales and Service Orders.
- Communicate independently on sensitive financial and logistical matters via emails and phone calls with UN entities, UN Missions, non-governmental organizations, and other institutions.
- Maintain accurate and organized work unit files and serve as a backup for the Centralized Scheduling Unit’s reprimands and commendation memos.
- Prepare and process all UN forms and permissions for contractual and work unit staff, including UN grounds passes, property passes, UN parking permits, swipe-card access, and door keys.
Competencies:
The Administrative Assistant should demonstrate the following competencies:
- Professionalism: Ability to perform a broad range of administrative functions and apply knowledge of UN administrative, financial, and human resources rules and regulations. Shows pride in work, demonstrates professional competence, meets commitments, observes deadlines, and achieves results. Committed to gender equality.
- Planning and Organizing: Develops clear goals, identifies priorities, adjusts plans as required, allocates time and resources appropriately, foresees risks, and monitors and adjusts plans and actions.
- Client Orientation: Considers clients’ needs, establishes productive partnerships, gains trust and respect, monitors developments, keeps clients informed, and delivers products or services on time.
Education:
High school diploma or equivalent is required.
Job-Specific Qualification:
Not available.
Work Experience:
Languages:
Fluency in oral and written English is required. Knowledge of another official UN language is an advantage.
