Адміністративний секретар/ка (UNDSS)

ПРООН в Україні шукає Адміністративного секретаря/ку (UNDSS).

Кінцевий термін подачи резюме: 8 липня 2022.

Посилання на вакансію: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=107493.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

UNDSS Ukraine supports the UN country team with security assessments and advice, under the direction of the Chief Security Advisor.

UNDSS Ukraine seeks to hire and invites applications from highly qualified and experienced Ukrainian professionals for the post of Administrative Clerk to support the office of the Chief Security Advisor.

The position is locally administered by UNDP and is financed by the United Nations Department of Safety and Security (UNDSS) from an extra budgetary fund. The contract may be extended subject to availability of funds, satisfactory performance, and continuing need for the post.

Under the overall guidance and supervision of the Chief Security Advisor (CSA), the Administrative Clerk assists in the effective and efficient management of the office of the CSA, provides administrative support, applies, and promotes a client-oriented approach, high sense of responsibility, courtesy, tact, and the ability to work with people of different national and cultural backgrounds.

Duties and Responsibilities

Summary of functions:

• Provides general office support services including administrative and logistics support to help ensure the smooth functioning of the office of the CSA including the maintenance of files (paper and electronic);
• Provide front-desk and telephone communications services that includes receiving phone calls and visitors, and responding to routine inquiries and information requests, drafting routine written responses, or routing to appropriate personnel for handling as required.
• Receive, register, maintain and transmit official correspondence;
• Assist the CSA in preparation of meeting materials, reports, presentations, and agendas, including those of the Security Management Team and Security Cell;
• Draft minutes of regular meetings, including and disseminate to relevant participants; tracks and monitors follow-up action as required
• Operates a variety of office equipment in the performance of basic office functions, e.g., photocopier, facsimile, printer, scanner, etc.
• Arrange prompt signing of security documents through electronic signature system (where applicable);
• Assist UNDSS Ukraine with asset maintenance and administration;
• Perform other appropriate functions/tasks assigned by the UNDSS Finance and Administrative Associate;
• Performs a variety of administrative duties (e.g., leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
• Promote a safe and enabling environment free of any kind of discrimination and abusive behavior.
• Performs other duties as assigned.?

Measurable outputs of the work assignment:

• Overall administrative tasks are supported and performed.
• Accurately completes work assignments, in a timely manner, requesting assistance when work assignments are unclear.
• Maintains accurate files/records.

Performance Indicators for evaluation of results:

• UNDSS documents are timely registered and dispatched;
• Administrative assistance is provided in a timely and professional manner.
• Establishes effective working relationships.

Competencies

• Communication;
• Delivery;
• Demonstrate/safeguard ethics and integrity;  
• Demonstrate corporate knowledge and sound judgment;
• Display cultural, gender, religion, race, nationality, and age sensitivity;
• Self-development, initiative-taking;
• Teamwork;
• Manage conflict;
• Learning and sharing knowledge and encourage the learning of others;
• Excellent interpersonal and task management skills;
• Client-oriented service orientation;
• Able to work in a multi-cultural environment and under time pressure;
• Be proactive, energetic, committed, and innovative.

Required Skills and Experience

Education:

• Secondary education is required

Experience:

• Minimum three (3) years of working experience in performing similar clerical and/or administrative support functions;
• Experience of working in the UN system, international organizations or non-profit organizations is desirable.

Sound experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint etc.).

.Language Requirements:

• Fluency in English and Ukrainian is required. Knowledge of Russian is desirable.