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Vacancy Announcement UNDP/PFF/07/09 - Security and Operations Assistant PDF Print E-mail
The United Nations Development Programme Partnership for the Future is seeking a candidate to fill the position of Security and Operations Assistant. Applications should be submitted by 17 November 2009 to e-mail This e-mail address is being protected from spam bots, you need JavaScript enabled to view it   quoting vacancy number. Only short-listed candidates will be contacted. Download the Terms of Referece.
I. Position Information
Job Code Title: Security and Operations Assistant
Location: Nicosia, Cyprus
Supervisor: Operations Associate
Type of Contract: Service Contract
Starting Date: 1 December 2009
Duration of Initial Contract: 1 year
Application Deadline:
Current Grade: SB - 2 midpoint
Approved Grade:
Position Classified by:
II. Background
The UNDP Partnership for the Future Programme (UNDP-PFF), funded by the European Union, aims at contributing to the peace building process in Cyprus through different levels of intervention ranging from Urban Infrastructure and Rehabilitation to assistance to small and medium sized enterprises.

Under the overall guidance of Programme Manager and direct supervision of Operations Associate, Security and Operations assistant provides support in execution of security services and assists operations of the UNDP–PFF.
III. Duties and Responsibilities
Under the overall supervision of the Programme Manger and the direct supervision of the Operations Associate and in close cooperation with the Finance Assistant and the Driver/Messenger, the incumbent will perform the following functions:

Support the Programme Manager to implement UNDP security rules a full scale and under the supervision of the Operation associate:
  • Monitors all security systems of the UNDP-PFF office premises.
  • Support the Programme Manager to ensures all security procedures are being followed in accordance to corporate guidelines and implements improvement of security measures.
  • Works closely with DSS, to ensure that UNDP-PFF procedures conform to the UN security framework.
  • Supports the implementation and updates functional emergency business continuity plan.
  • Takes necessary action to receive security clearances for all staff travelling in security phase areas.
  • Conducts periodic security assessments of premises and equipment and provides inputs to advices on shortfalls in security preparedness; recommends improvements and solutions.
  • Support the Programme Manager to ensure MOSS compliant requirements.
  • Support the Programme Manager that staff members are provided with and are proficient in the use of safety equipment.
  • Provides advice on selection and procurement of appropriate equipment for security (vehicles, telecommunication equipment, etc.).
  • Provides orientation and training to international and national staff on security guidelines, communication procedures, travel precautions, emergency procedures and existing restrictions in movement, such as curfews, restricted and dangerous areas.
  • Maintains updated staff lists, including contact details.
  • Participates in inter-agency security coordination efforts.
Ensures effective and efficient provision of operations support and administrative services as follows:
  • Driving and vehicle management
  • Office vehicle driving for transportation of authorized staff.
  • Pick up of other local or international staff from the airport.
  • Maintenance of all UNDP-PFF mission assigned vehicles ensuring their good mechanical condition and external appearance.
  • Maintenance of mission vehicle logs in accordance with UNDP rules and regulations.
  • Support to UNDP-PFF senior staff in performing registry related duties such as photocopying, messenger services, logging and dispatching correspondence, filing and archiving, etc.
  • Ensures a continuous stock of the basic stationery and office supplies.
  • Documenting all in and outgoing correspondence in registry.
  • Management of the insurance services.
  • Supervision of the office cleaning services
  • Ensures proper building maintenance, liaises with landlord building maintenance related matters, supervised work of contractors provided by landlord.
Under the direct supervision of the Operation Associate:
Atlas related tasks:
  • Reviews vendor information; creates new vendors in UNDP’s ERP system Atlas.
  • Raises Purchase Orders (POs) in Atlas upon request.
  • Processes PO payment requests for projects (e.g. processes timesheets, COPs, creates PO receipt in Atlas) upon request
  • Maintains files of POs, ensures proper filing of the supporting documents for POs prepared.
  • Performs PO reconciliation and closing, upon request;
  • Takes timely corrective actions on POs with budget check errors and other problems
Procurement related tasks:
  • Upon request, supports the procurement process including preparation and conduct of RFQs, receipt of quotations, evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
  • Support the reviews procurement requests; prepares submissions to the Procurement evaluation committee.
Other tasks;
  • Interacts with colleagues, clients and partners to exchange information on operational issues.
  • Assists and advices on operational related problems; refers issues to supervisor with recommendations for course of action.
  • Supports the Operation Associate to manage office assets and timely physical verification of inventory items.
  • Provides backstopping in the absence of Operations Associate.
  • Performs any other tasks and duties the institution may reasonably request in relation to its mandate.
VI. Competencies and Experience
  • Consistently approaches work with energy and a positive, constructive attitude.
  • Demonstrates good oral and written communication skills.
  • Good team player.
  • Demonstrates openness to change and ability to manage complexities.
  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
VI. Required Skills and Experience
Completion of secondary education.
Minimum three years relevant experience in the area of security and operations.
Technical Skills:
Full proficiency in office automation.
Excellent computer skills including sound knowledge of Internet and of Windows, Word, Excel and PowerPoint applications.
Driving license.
UNDP Procurement Certification would be an asset
Language Requirements:
Fluency in written and spoken English as well as of Turkish and/or Greek
Last Updated ( Tuesday, 03 November 2009 )

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