Admin and Security Assistant

Background Information Pakistan

UNOPS commenced operations in Pakistan in 1999 and significantly up-scaled activities from 2005 onwards to support populations affected by and vulnerable to earthquakes. In 2010, UNOPS opened a permanent office in Islamabad to support the Government of Pakistan and other partners to undertake humanitarian and reconstruction services, following the most devastating flood in the nation’s history.

UNOPS Pakistan has been implementing projects in the areas of early recovery and reconstruction of community infrastructure, project management and related monitoring and verification, community development, fund management, and procurement. Supported strategically by a regional operational hub and UNOPS headquarters in Copenhagen and within the overarching framework of the ONE UN Programme, UNOPS Pakistan continues to deliver projects across the country under its core delivery practices of sustainable infrastructure, sustainable procurement, and sustainable project management. 

UNOPS is based in Islamabad and has a provincial office in Peshawar. In addition, UNOPS is administrating Global Environment Facility (GEF) small grants on behalf of UNDP to support community led projects in Baluchistan. Similarly, UNOPS is also acting as the Local Fund Agent of the Global Fund. In Pakistan, UNOPS monitors a grant portfolio of $600,000,000 by undertaking regular and mandatory field visits across the country including FATA to provide independent monitoring of the activities carried out by the grantees of the Global Fund.

Purpose and Scope of Assignment

Under the guidance and supervision of Project Support Associate, the Administrative and Security Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. S/he may take routine decisions on administrative processes based on clearly established guidelines. In performing her/his work, the Administrative and Security Assistant promotes a client, quality and results-oriented approach consistent with UNOPS rules and regulations and UN Security Management System regulations. S/He shall provide support to the delivery of security management services in office in Peshawar, and in projects areas. 

He/she works closely with the operations and project teams for resolving security related issues and information exchange in a timely fashion. S/he also coordinates with staff of other UN agencies to exchange information and ensure consistent service delivery.

Administration:

• Collection, distribution and dispatch of daily incoming and outgoing normal / courier mail and documents. Handling UNOPS PABAX and forwarding calls to respective persons.
• Maintenance of staff leave records in monthly monitoring of the electronic ‘Absence Reporting System, running reports and verification from staff for audit purposes.
• Ensuring office is kept clean and tidy.
• Trouble shooting of office equipment and building related issues.
• Stocks maintenance, order placement, replenishment of office stationery items, beverage supplies of tea, coffee, etc. including supplies of kitchen cleaning products and other admin items.
• Completion of travel approval formalities, travel reservation, purchase of tickets and logistic support. Helping staff to prepare TA and TEC and register TA numbers prior to travel. Drafting invitation letters and sending to requester for visa. Diplomatic Enclave Entry access for visitors and officials and Diplomatic Enclave entry cards for UNOPS staff. Arranging armoured vehicles, Police escorts and NOC’s from home departments and MOFA for international staff. Keep update to date vehicle management system.
• Administrative arrangements of workshops seminars, donor meetings and event management, including booking, setting up, and co­ordination of meeting rooms and video conferencing facilities for participants.
• Setting up meetings for country director, project manager and business development unit.
• Supporting procurement unit in custom clearance of UNOPS shipments in coordination with UNDP.
• Respond verbally and in writing to correspondence and requests for information from a variety of sources, exercising tact and discretion in responding directly, refer to appropriate office, or draft response for supervisor’s signature.
• Liaison with Government officials and other UN agencies for arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Act as the Asset focal person for Pakistan office.
• Any other work assigned by the supervisor from time to time.

Security:

• Collect, update and communicate information regarding the security situation in the field area and.
• Assists in maintaining the Security Plan, including updating staff lists;
• Supports the head of office  with the implementation of Minimum Operational Security Standards (MOSS) for the duty station;
• Assists in reporting security incidents affecting UN staff, offices and assets;
• Assists in ensuring Residential Security Measures – RSM)and office security and safety;
• Assists the head of office to ensure security preparedness;
• Helps to assess the security situation at the duty station and ensures adequate gathering and verification of security information that may be required for a proper analysis of the situation;
• Maintains regular contacts with Security Focal Points of UN agencies;
• Provides support in organizing training courses on security awareness and preparedness;
• Maintains routine and confidential correspondence files/documents;
• Arranges appointments, receives visitors, places and screens telephone calls and answers queries with discretion, and takes minutes and/or notes at meetings
• Maintains warden system and keeps update of information related to UN offices and residences. 

• Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
• Ability to perform work of confidential nature and handle a large volume of work
• Able to grasp administrative rules and regulations effectively
• Strong IT skills, knowledge of oneUNOPS is an asset
• Ability to provide input to business processes re-engineering, implementation of new systems

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  
• This post is open to Pakistan nationals only.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.