The United Nations Peacekeeping Force in Cyprus invites applications for
-Administrative Assistant (GL4)-

Special Notice
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Org. Setting and Reporting
This position is located in the United Nations Peacekeeping Force in Cyprus (UNFICYP). The Administrative Assistant will be under the supervision of the Mission Security Officer (MSO).

Responsibilities include but are not limited to:
Under the direct supervision of the UNFICYP Mission Security Officer and overall supervision of the UNFICYP Chief Security Officer (CSO), the duties and functions of the incumbent are as follows:

• Provide a wide range of office support and administrative functions and undertake administrative duties on behalf of the CSO/SA; including the processing of Mission Support documentation related to (Finance/Budget planning; HR and Service Delivery); Use the iNeed, Umoja and other on-line administrative tools as applicable.
• Maintain files (both paper and electronic) and database and update UNDSS Cyprus country specific records in United Nations Security Manager Information Network (UNSMIN) repositories. Upload data in SSIRS, the Premises Database, records of SMT members, Mandatory training courses and other accounts of compliance within the Designated Area of Cyprus;
• Assist in the preparation of presentation material using appropriate technology/software (i.e. data entry and extraction) and retrieve information from the UNSMIN website as and when requested by the CSO/SA;
• Compile and organize information and reference material from various sources for reports and arrange and prepare documentation for Cyprus SMT meetings; disseminate emails to SMT members/UN head of agencies on behalf of the CSO/SA. Draft and circulate minutes of SMT meetings;
• Receive and review applications for UNFICYP ID cards and Access Passes. Determine eligibility for issuance and receipt
  of cards based on United Nations and Mission rules, regulations and Standard Operating Procedures (SOPs).
• Receive applicants and review documentation and where appropriate issue cards and passes using computerized photographic and printer system. Maintain computerized database and manual records of cards and holders. Produce reports.
  Monitor supply levels and initiate restocking. Perform basic user maintenance of the ID card machine and other office
  equipment, including but not limited to photocopier, shredder, digital sender and desktop computers.
• Assist the CSO/SA in collecting, updating and communicating information regarding the security situation in the country. Maintain regular contacts with Security Focal Points of the UN agencies.
• Assist the CSO/SA in monitoring compliance with Security Risk Management Measures (SRMM) as they apply to the designated area of Cyprus. Also, assist with carrying out residential inspections in accordance with Residential Security Measures (RSM).
• Assist in reporting security incidents affecting UN staff, offices and assets, and assists in the preparation of security reports, such as the Security Incident Report, Ad Hoc Security Risk Assessments and UNDSS quarterly and annual reports, on behalf of the CSO/SA.
• Prepare UNFICYP Bulletin Board Security Notifications for the CSO/SA;
• Perform other tasks as required.

Competencies
Professionalism: Ability to perform a broad range of administrative functions; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; show persistence when faced with difficult problems or challenges; remain calm in stressful situations.

Communication: Speak and write clearly and effectively; listen to others, correctly interpret messages from others and respond appropriately; ask questions to clarify, and exhibit interest in having two-way communication; tailor language, tone, style and format to match audience; demonstrate openness in sharing information and keeping people informed.

Client Orientation: Consider all those to whom services are provided to be “clients” and seek to see things from clients’ point of view; establish and maintain productive partnerships with clients by gaining their trust and respect; identify clients’ needs and match them to appropriate solutions

Qualifications
Education
High school or equivalent diploma;

Experience:
Three years of experience in administrative/clerical work. Previous security experience and/or experience of pass and ID systems, an advantage.
Good working knowledge of Microsoft Office including MS Word, Access and Excel is required.

Languages:
Fluency in English is required.
Knowledge of Greek and/or Turkish languages is desirable.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Preference will be given to equally qualified female candidates

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 applicant’s bank accounts.

Interested and qualified candidates are encouraged to apply by specifying vacancy announcement # 8/2019.
Candidates must complete the United Nations Personnel History form (P11) in English. The P.11 form could be downloaded from the UNFICYP website: www.unficyp.org under Employment. Submit applications to:

Human Resources Section
Email: unficyp-national-applications@un.org
Deadline for receipt of applications is 3 October 2019
Preference will be given to equally qualified women candidates
Only shortlisted candidates shall be contacted by the UNFICYP Human Resources Section
Please visit UNFICYP website for full details of the post.