Administrative Assistant

Org. Setting and Reporting
- The position is located in the Jammu office of the United Nations Military Observer Group in India and Pakistan (UNMOGIP). The Administrative Assistant performs the duties under the direct supervision of the Senior Administrative Assistant and overall supervision of the Chief of Supply Chain & Service Delivery section.
- Responsibilities
- Within delegated authority, the Administrative Assistant will be responsible for the following duties: - Assists Mission Support in all administrative matters concerning overall operations. - Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. - Acts as the custodian of Petty cash account at Jammu Field Station. - Supervise Cook/cleaners and Gardeners by overseeing their work, provide guidance, and ensuring that they perform their duties efficiently and effectively. - Supports civilian staff travelling to the Indian side in coordination with O/CMS, Senior Administrative Assistant and the military colleagues. - Assists in making travel arrangements, hotel reservations, ID cards and other documents as and when requested. - Provide advice and guidance to staff related to administrative procedures, processes and practices. - Draft routine correspondence. Maintains files of rules, regulations, administrative instructions, SOPs and other related documentation. Maintains up-to-date work unit files (both hard copies and electronically in the system). - Assists in identifying and responding to requirements brought to Mission Support by UNMOs in the field stations. - Assists in overseeing the performance of contracts in all field stations i.e. Leases, Fuel and Cleaning contracts etc. - Assists with regular assets verification, inventorying supplies, etc. - Assists in the management of vehicles/fleet in field stations and coordinates crossing of vehicles for maintenance. - Installation and regular maintenance of smoke alarms, CCTV setup, Electrical equipment and other security enhancements at Jammu field station to improve security and safety for the UN staff. - On the instructions of Supervisor visit other field stations for coordinating maintenance and repairs of equipment like ACs, Geysers, Generators and electrical installations etc., - Monitors to ensure the good maintenance of field stations. - Supports with the receipt and distribution of SDS, consolidation of scraps, retrieval of assets earmarked for write-off and disposal. - Performs other related administrative duties as required, e.g. monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; and arranging logístical arrangements for Civilians and Military staff. - Performs other duties as and when required.
- Competencies
- Education
- High school diploma or equivalent is required.
- Job - Specific Qualification
- A working knowledge of Microsoft office tools such as MS Word, and MS Excel is required.
- Work Experience
- Languages
- English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; Knowledge of another official United Nations language is an advantage.
- Assessment
- Special Notice
- United Nations Considerations
- No Fee
- THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.