Org. Setting and ReportingThe 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. ResponsibilitiesWithin 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 logistical arrangements for Civilians and Military staff. • Performs other duties as and when required. CompetenciesProfessionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. Accountability: Takes ownership of all responsibilities and honour commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of five (5) years of progressively responsible experience in the field of Administrative services is required. The minimum relevant experience is reduced to (3) years for candidates who possess a First-level university degree or higher. A minimum of five (5) years of experience within the United Nations Common system or comparable international organization is desirable. Experience providing support in the areas of calendar management and in planning and arranging travel for field visits to operational settings is desirable.. Experience using Enterprise Resource Planning (ERP) tools e.g SAP is desirable. Experience supervising contractors is desirable. LanguagesEnglish 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. AssessmentAs this is a Recruit from Roster, no further technical assessment may be required. However, shortlisted candidates may be invited for an informal interview. Special NoticeThis position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Disclaimer: \"UN Secretariat provides equal opportunity to all qualified female & male candidates including the physically challenged candidates. UN is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UN does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo reference and background checks.\" This \"Recruit from Roster\" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE 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.