United Nations Job Opening – Administrative Assistant (Delhi, India)

Job Details

Position: Administrative Assistant
Organization: United Nations Military Observer Group in India and Pakistan (UNMOGIP)
Location: Delhi Liaison Office, India
Recruitment Type: Local recruitment (General Service category)
Languages Required: Fluency in English (knowledge of another UN language is an advantage)
Contract Type: Roster Recruitment (only open to pre-approved roster applicants)

Job Description

The Administrative Assistant will work under the direct supervision of the Chief of Mission Support (CMS) and provide administrative and operational support to UNMOGIP military personnel/OIC at the Delhi Liaison Office.

Key Responsibilities

Administrative & Operational Support:
- Assist the Chief of Mission Support (CMS) in all administrative matters.
- Liaise with service units, field staff, and headquarters personnel.
- Provide guidance on administrative procedures and best practices.
Office & Facilities Management:
- Maintain custody of the petty cash account.
- Supervise cooks, cleaners, gardeners, and other UNMOGIP contractors.
- Oversee office maintenance, including air conditioners, geysers, generators, and electrical installations.
- Ensure installation and maintenance of smoke alarms, CCTV, and other security enhancements.
Travel & Logistics Support:
- Assist in travel arrangements, hotel reservations, and airport transportation.
- Coordinate meetings with UN officials, service providers, host country officials, and diplomats.
- Manage vehicle/fleet operations and facilitate cross-border vehicle maintenance.
Contract & Resource Management:
- Monitor and supervise contract execution (lease, fuel, cleaning, etc.).
- Assist in asset verification, inventory management, and disposal of surplus items.
- Ensure timely receipt and distribution of supplies and official documents (SDS).
Communication & Documentation:
- Draft standard correspondence, reports, and administrative instructions.
- Maintain and update physical and electronic records.
- Monitor accounts and process payments for vendors and contractors.
Other Responsibilities:
- Support UNMOs (United Nations Military Observers) in responding to operational needs.
- Perform other duties as assigned.

Required Qualifications

Education:

High school diploma required.
A first-level university degree (or higher) can reduce the required experience from 5 years to 3 years.

Work Experience:

Minimum 5 years of progressively responsible experience in administrative services.
Minimum 3 years of experience if the candidate holds a university degree.
Experience in an international organization (e.g., UN Common System) is desirable.
Experience in calendar management and travel coordination is an advantage.
Experience using Enterprise Resource Planning (ERP) tools (e.g., SAP) is desirable.
Supervision experience with contractors is helpful.

Key Competencies

1. Professionalism

Maintains high ethical standards and remains calm under pressure.
Commits to deadlines and ensures efficiency.
Incorporates gender perspectives in work areas.

2. Communication

Speaks and writes clearly and effectively.
Listens actively and encourages two-way communication.
Adapts tone and style to different audiences.

3. Accountability

Takes responsibility for actions and commitments.
Complies with UN regulations and rules.
Supports subordinates and ensures quality outputs.

4. Client Orientation

Treats all service recipients as "clients".
Maintains trust and professional relationships.
Anticipates client needs and provides solutions.

5. Teamwork

Works collaboratively to achieve organizational goals.
Values diverse perspectives and contributions.
Shares credit for team successes and accepts joint responsibility for failures.

Recruitment & Selection Process

Roster Recruitment:
- Only pre-approved roster applicants are eligible to apply.
- Selected candidates will be expected to accept the offer if chosen.
Assessment:
- Shortlisted candidates may be invited for an informal interview.
Local Recruitment Policy:
- This position follows UN Staff Rule 4.4, meaning applicants must be authorized to work in India.
- Candidates outside the duty station must cover their own relocation costs.
- International allowances & benefits do not apply to locally recruited staff.

Equal Opportunity & Ethical Considerations

The UN is committed to diversity, encouraging applications from women, minority groups, indigenous people, and persons with disabilities.
Strict policies against sexual exploitation, abuse, harassment, and discrimination are in place.
References and background checks will be conducted on selected candidates.

???? Candidates will not be considered if they have committed violations of human rights, humanitarian laws, or UN ethical standards.