Administrative Assistant

Org. Setting and Reporting
- The position is located in the Delhi Liaison 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 Chief of Mission Support and provides direct support to UNMOGIP military personnel/OIC deployed to the Delhi Liaison Office.
- Responsibilities
- Within delegated authority, the Administrative Assistant will be responsible for the following duties: - Assists the Chief of 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 the Delhi Liaison Office. - Supervises cook/cleaners/gardeners and/or any other UNMOGIP contractor by overseeing their work, providing 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 relevant UNMOs. - Assists in making travel arrangements, hotel reservations, airport pick-up/drop-offs, transportation, meetings in New Delhi with UN Officials, UNMOGIP suppliers and service providers, host country officials, and members of the diplomatic community as necessary - Provide advice and guidance to mission personnel and staff related to administrative procedures, processes and practices. - Drafts 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 Delhi Liaison Office. - Assists in overseeing the performance of contracts in the Delhi Liaison Office: Leases, Fuel and Cleaning contracts etc. - Assists with regular assets verification, inventorying supplies, etc. - Assists in the management of vehicles/fleet in the Delhi Liaison Office and supports coordination of crossing of vehicles for maintenance. - Supports with the Installation and regular maintenance of smoke alarms, CCTV setup, Electrical equipment and other security enhancements at Delhi Liaison Office to improve security and safety for the UN staff. - Coordinates maintenance and repairs of equipment like ACs, Geysers, Generators and electrical installations etc., - Monitors to ensure the good maintenance of the Delhi Liaison Office. - 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
- Not available.
- 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.