Overview
The Security Admin Associate assists in the management of security-related administrative services and the execution of processes within the Security Office. The role provides executive support to the Director of the Security Office and logistical support to team members.
Key Responsibilities
- Conducts research on technical specifications of security solutions.
- Assists in the organization and coordination of shipments of security equipment and customs clearance.
- Liaises and follows up with country offices regarding shipments.
- Organizes the Security Office’s administrative files.
- Creates and maintains electronic and hardcopy files.
- Maintains an up-to-date database of contact data for UNDP security workforce and Agency Country Security Focal Points.
- Provides general administrative assistance to supervisors.
- Assists in maintaining and updating relevant security documents.
- Researches innovative security solutions.
- Assists in reviewing security incidents.
- Maintains records and documentation related to security operations.
- Maintains the database and keeps track of approved country-level security documents.
- Assists with receiving, inspecting, and verification of incoming security equipment, furniture, and supplies.
- Maintains storage space and controls movements of security assets.
- Performs testing and maintenance of security equipment.
- Supports physical inventory verification exercises.
- Oversees disposal of items and accuracy of inventory data.
- Maintains the log of SO assets/items deployed.
- Manages the provision of office supplies.
- Serves as a focal point for travel matters in the Security Office.
- Maintains travel log for all Security Office staff worldwide.
- Arranges travel and prepares Travel Requests.
- Acts as travel processor for travel funded by the Security Office.
- Ensures timely preparation of Travel Checklists and Expense Reports.
- Monitors travel dashboard and ensures compliance with Travel Requests.
- Assists in processing requests for visas/UNLPs.
- Provides support in organizing and conducting training courses on security awareness and preparedness.
- Briefing/debriefing of Security Office staff members on logistical and operations matters.
- Serves as the focal point for travel for training of UNDP personnel to security courses.
- Provides logistical support to training and workshops.
Required Experience
- A minimum of 6 years of relevant experience in administration or programme support service is required (with a high school diploma).
- A minimum of 3 years of relevant experience in administration or programme support service is required (with a bachelor’s degree).
- Knowledge and experience in the effective use of computers and office software packages (MS Word, Excel, etc.) are required.
- Prior experience in UNall and Quantum, with emphasis on Finance & Travel modules, is desirable.
- Experience and knowledge of the UN Security Management System (UNSMS) is desirable.
- Experience and knowledge of the UN business, operations, and programming cycle are desirable.
- Prior experience in travel management is desirable.
- Experience in supply and assets management is desired.
Qualifications
- Secondary Education is required.
- University degree (bachelor’s degree or master's equivalent) in Business or Public Administration or a relevant field will be given due consideration, but is not a requirement.
- Successful completion of security-related training/courses is desirable.
