Administrative Assistant

Job Posting Organization:
The UNDP Iraq - Guard Unit is established to support the safety and security" style="border-bottom: 1px dotted #007bff !important;">security of personnel, assets, and UN Common Premises. The organization is part of the United Nations Development Programme (UNDP), which aims to eradicate poverty and reduce inequalities through sustainable development. UNDP operates in approximately 170 countries and territories, working with governments and people to address their development challenges. The Iraq office focuses on various areas, including governance, peacebuilding, and resilience, and employs a diverse team of professionals dedicated to these goals.

Job Overview:
The Administrative Assistant position is crucial for ensuring a safe and secure environment for UN personnel and assets. This role involves performing a variety of administrative tasks while supporting the Guard Unit's operations. The Administrative Assistant will work under the guidance of the Deputy Security Guard Unit Supervisor and will be responsible for providing effective administrative control within the Guard Unit. The position requires a commitment to maintaining high standards of confidentiality and professionalism while assisting in the implementation of security plans and procedures. The role may involve rotating shifts and requires flexibility to adapt to the needs of the unit.

Duties and Responsibilities:
The Administrative Assistant will have a comprehensive set of duties, including but not limited to: providing general administrative support to the Guard Unit Supervisor and Deputy Supervisors, guiding the Administrative Clerk in processing Visitor Requests, assisting with the handling of administrative issues, serving as a liaison with UNDP HR for Guard Unit personnel, preparing attendance and duty rosters, maintaining filing systems, assisting in the preparation of security-related documents, drafting minutes of meetings, and providing logistical support for training courses and security exercises. The incumbent will also support knowledge building and sharing within the office, prepare security presentations, and perform other duties as necessary for the efficient functioning of the Guard Unit and the organization.

Required Qualifications:
Candidates must possess secondary education as a minimum requirement, with a preference for those holding a University Degree (Bachelor’s degree) in Business Administration, Public Administration, or a related field. Certifications in Administration are desirable. The role requires a strong understanding of administrative processes and the ability to manage confidential information effectively. Candidates should demonstrate proficiency in office software packages, database management, and web-based applications, as well as possess strong communication skills.

Educational Background:
The educational background required for this position includes at least secondary education, with a Bachelor’s degree in a relevant field being advantageous. While a degree is not mandatory, it will be given due consideration. Additional certifications in administration or related fields are desirable and can enhance a candidate's profile.

Experience:
The position requires a minimum of 5 years of relevant experience in administration, human resources, or program support services for candidates with a high school diploma. For those with a Bachelor’s degree, a minimum of 2 years of relevant experience is required. Experience within the UN system, international organizations, or NGOs is highly desirable. Candidates should have experience in managing visitor requests, organizing events, and engaging with stakeholders, as well as familiarity with web-based management systems.

Languages:
Fluency in both oral and written communication in English and Arabic is mandatory for this position. Knowledge of the Kurdish language is considered an asset and may enhance communication with local stakeholders.

Additional Notes:
This position is full-time and may require rotating shifts. The UNDP is committed to equal opportunity and diversity in its workforce, encouraging qualified applicants from all backgrounds to apply. The organization does not tolerate harassment or discrimination and ensures that all personnel adhere to high ethical standards. UNDP reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions in the future. Importantly, UNDP does not charge any fees during the recruitment process.