Administrative Assistant (Security Unit)

Volunteering Admin Crisis & Emergency Response

Overview

Support security operations and enhance organizational efficiency

You have:

• Experience in administration or related fields is required.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Ability to maintain calendars and organize meetings.
• Strong communication skills for managing correspondence.
• Flexibility in adapting to various assistance needs.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA expands choices and possibilities for women and young people to lead healthy and productive lives. Our work is derived from the ICPD Programme of Action; that all human beings are entitled to equal rights and protections and no one should be left behind in the fulfilment of their fundamental human rights. In a world where fundamental human rights are at risk, we need principled and ethical leaders, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA’s new strategic plan (2022-2025), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results. We need UNV who are exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

The war in Ukraine which started on 24 February 2022 has caused civilian casualties and the destruction of vital infrastructure, forcing millions of people to flee their homes seeking safety, protection, and assistance.

They are in urgent need of protection and support. A considerable number of people – mostly elderly, women and children, and people with mobility problems – have remained in villages located very close to the frontline. Most of these people are stranded in areas where there is active fighting or which are subject to heavy daily shelling, and often have limited access to services and basic needs, relying mostly on what is being provided by the local authorities, humanitarian partners, and volunteer groups.

Under the direct supervision of the Security Analyst, the National UN Volunteer will provide effective support to the Country Office security operations and will perform activities on the achievement of the following results:

Calendar and Training Support: • Maintain the Security Team calendars. • Organize schedules for security training and meetings. • Compile reports and attendance sheets related to training activities. • Prepare, record, and distribute minutes of security meetings. • Follow up on action points to ensure timely execution. UNFPA Warden Tree System: • Ensure the UNFPA warden tree system is up to date. • Facilitate daily check-in procedures for UNFPA personnel. • Draft documents related to warden zones and appointment letters. • Communicate changes in the warden tree system to relevant staff. Security Documentation: • Draft, maintain, and update UNFPA security documentation. • Ensure all necessary information for UN Country/Area Security Plans is current. • Update staff lists and promptly report changes to UNDSS (United Nations Department of Safety and Security). • Maintain a secure and organized information repository where documents, reports, and communication records are stored and easily accessible to authorized personnel. Communication Management: • Direct mail, queries, and correspondence to the appropriate staff members. • Establish and maintain an efficient system for tracking and managing information and communication with field hubs or decentralized offices, ensuring timely and effective coordination on security-related matters. Security Incident Reporting: • Maintain a comprehensive database or incident log to record all security incidents affecting UNFPA personnel, facilities, and assets. • Assist the Security Analyst in preparing incident reports for submission to relevant authorities or stakeholders. • Act as a focal point for receiving and documenting initial incident reports from field offices or personnel. • Collaborate with field hubs or decentralized offices to gather detailed information and statements related to security incidents. • Maintain a record of incident response activities and outcomes, including lessons learned and best practices. Additional Responsibilities: • Undertake any other duties and tasks as assigned by the supervisor.

● Professionalism ● Integrity ● Teamwork and respect for diversity ● Commitment to continuous learning ● Planning and organizing ● Communication ● Flexibility

administration or any related to the assignment areas.

Computer literacy - Word, Excel, Power-point, etc., experience in handling web-based management systems.

As it is a national UN Volunteer's assignment, the UN volunteer shall organize his/her accommodation by themselves.

Entitlements of National UN Volunteer (Specialist)

The contract lasts for the period indicated in the vacancy with the possibility of extensions subject to availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. This is a full-time contract.

Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1587 (equivalent in UAH) is provided monthly to cover housing, utilities, and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 400 entry lump sum, one-time payment.

Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum.

Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period. • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: unv.org