Security Communications Operator / Admin Assistant

Background

The 2022 Locally Cost-Shared Security Budget (LCSSB) for the Philippines was endorsed by the Security Management Team (SMT) members, reviewed by the Department and shared with the Security Focal Points of UNSMS organizations present in the Philippines. Following UNSMS policy/guidance and discussion by the Security Management Team-Philippines, two authorized activities are addressed in this security budget and linked to approved SRM Measures:

Identification Program

Communications Structure

The LCSSB Communications Structure will be maintained by 6 Security Communications Operator positions in Manila under the supervision of the Deputy Security Adviser, and 5 positions in Cotabato under the supervision of the Field Security Coordination Officer in Mindanao.

Under the guidance and supervision of the Deputy Security Adviser, a Security Communications Operator/ Admin Support Assistant is needed to provide support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. He/she also takes turns in the SOC as a duty radio operator and promotes a client, quality, and results-oriented approach.

Duties and Responsibilities

The Security Communications Operator/ Admin Support Assistant works in close collaboration with the UNDP Operations, in the CO, and other UN agencies staff to exchange information and ensure consistent service delivery in respect of UNDSS Administrative issues.

This local position is located at the UNDSS Manila office and would be under the direct supervision of the UNDSS Deputy Security Adviser (DSA) for the Philippines and among other things, perform the following functions:

Implementation of operational strategies and support the effective and efficient functioning of the UNDSS office.

Provide administrative and logistical services to UNDSS personnel

Provide Support to office maintenance and assets management

Provide Support to staff on knowledge building and knowledge sharing

Coordinates extensively with UNDSS offices/personnel in Manila and Mindanao to support requirements for the smooth running of both offices.

Monitor expenditures and compare with the approved budget.

Assists managers in the elaboration of resource requirements for budget submissions.

Assists in the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.

Coordinates regularly with UNDP on related issues i.e., budget expenditure, Vendors, Admin issues, etc

Performs other related administrative duties, as required i.e., operational travel (within and outside the country), organizing and coordinating meetings, ticket procurement, hotel reservations, etc.

Maintain full accountability of documents both hard copy electronic and maintain a database.

Reviews the contractors' invoices against the goods and services provided.

SOC Operator duties as may be determined by the manager i.e., SOC backup duties, etc.

Full compliance with administrative activities with UN/UNDP rules, regulations, policies, and strategies.

Maintenance of records on assets management, preparation of reports.

Maintenance of files and records relevant to office maintenance

Coordinate with UNDP to ensure effective administrative and logistical support including:

UNDSS shipments, customs clearance arrangements, preparation of all necessary documentation, implementation of follow-up actions

Prepare Pos for travel activities in Atlas.

Arrangement of vehicle transportation, regular vehicle maintenance, and insurance.

Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.

Custodian for management of office stationery supplies including maintenance of a stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution.

Any other administrative tasks as determined by the Security Adviser.

Competencies

Core

Innovation

Ability to make new and useful ideas work

Level 1: Assesses work with critical eye

Leadership

Ability to persuade others to follow

Level 1: Takes responsibility for and ensures high quality of own work

People Management

Ability to improve performance and satisfaction

Level 1: Reliably and consistently listens and interprets information and instruction correctly

Communication

Ability to listen, adapt, persuade, and transform

Level 1: Reliably and consistently listens and interprets information and instruction correctly

Delivery - Ability to get things done while exercising good judgement

Level 1: Meets goals and timelines for team deliverables

Technical/Functional

Advocacy and Activations

Ability to design and implement strategic short/long term campaigns and carry out customized activations to highlight UNDP's position and support issue based advocacy

Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop)

Partnership

Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships

Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop

Management and Coordination

Ability to manage and coordinate campaigns and people with inspiration. Believe in and promote diversity in the workplace and reshaping the workforce to meet need.

Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge

Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop

Required Skills and Experience

Education:

Minimum of Secondary/High School education or equivalent is required.

Experience:

5-year experience in communication and security administration

Language Requirements:

Fluency in English is required.