Security Admin Associate [open To EU & EFTA Nationals]

Organizational Context

The United Nations Development Programme (UNDP) operates in approximately 170 countries, focusing on poverty eradication, reducing inequalities, and building resilience to achieve Sustainable Development Goals. The Bureau for Management Services (BMS) oversees corporate strategies and management systems. The UNDP Security Office provides guidance and support for security risk management, coordinating strategic information, training, policy development, crisis response, and compliance oversight.

Job Purpose

The Security Associate supports the overall management of security-related administrative services within the UNDP Security Office. This role ensures the accurate and high-quality execution of processes, providing executive support to the Director and logistical assistance to all team members, including Regional Security Advisors. The incumbent promotes a client-focused, quality-driven, and results-oriented approach, collaborating closely with HQ and field security staff, as well as Operations, Administration, and travel personnel. The position requires adaptability to changing business needs and the ability to work effectively in multidisciplinary teams to achieve strategic goals, contributing to the organization's mission of building a fairer and more inclusive world.

Responsibilities

The Security Associate provides comprehensive administrative support, including researching technical specifications for security solutions like communications equipment and personal protective gear. Responsibilities include coordinating shipments, customs clearance, and liaising with country offices for necessary arrangements. The role involves organizing and maintaining administrative files, both electronic and hardcopy, in compliance with record management policies. Additionally, the incumbent manages databases for security personnel and focal points, and offers general administrative assistance. Support for security operations includes updating security documents, researching innovative solutions, and assisting in reviewing security incidents. The role also encompasses supply and asset management, involving the inspection, verification, and maintenance of security equipment, as well as inventory control and disposal. Travel management duties include serving as a focal point, arranging travel, processing requests, and ensuring compliance with travel policies. Finally, the position supports training and knowledge management by assisting in organizing training courses and providing logistical support for workshops.

Work Experience

A minimum of 6 years of relevant experience in administration or programme support services is required with a high school diploma, or 3 years with a bachelor's degree. Proficiency in computer use and office software packages (e.g., MS Word, Excel) is essential. Experience with UNall and Quantum (Finance & Travel modules), the UN Security Management System (UNSMS), UN business operations, travel management, and supply/asset management are desirable.

Skills

Proficiency in English (written and spoken). Knowledge of UN security policies and procedures. Strong administrative and organizational skills. Experience with office software packages. Ability to manage databases and records. Familiarity with travel and supply chain management. Research and analytical capabilities. Client-focused approach. Adaptability and problem-solving skills.

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