Administrative Assistant (Security Unit)

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  • Salary:
    negotiable / YEAR
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  • Posted:
    2 months ago
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Open recruitment (advertised)

Advertisement end date:19/02/2024


Description of assignment title

Administrative Assistant (Security Unit)

Assignment country


Expected start date


Sustainable Development Goal

3. Good health and well-being

Volunteer category

National UN Volunteer Specialist

Host entity





12 months (with possibility of extension)

Number of assignments


Duty stations



Mission and objectives

The UNFPA, United Nations Population Fund, promotes gender equality, reproductive health, youth empowerment. The organization was created in 1969, the same year the UN General Assembly declared “parents have the exclusive right to determine freely and responsibly the number and spacing of their children”. Together with partners, UNFPA works in 150 countries, and in Ukraine since 1997. Our mission is to deliver a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA in Ukraine works for: • creating conditions in which every young person can fulfil the potential, lead a healthy lifestyle, know their reproductive rights and take an active social life; • conducting sexual and reproductive health campaigns to improve access to health and care services and improve its quality, especially for young people; • combating gender stereotypes in society (through the media, compulsory education for civil servants on gender mainstreaming, the improvement of national gender policy and anti-discrimination expertise of school textbooks); • providing information and services to gender-based violence survivors through the creation of crisis centres, supporting the work of mobile teams of psycho-social and support, providing expert support and raising general awareness in society.


UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA expands choices and possibilities for women and young people to lead healthy and productive lives. Our work is derived from the ICPD Programme of Action; that all human beings are entitled to equal rights and protections and no one should be left behind in the fulfilment of their fundamental human rights. In a world where fundamental human rights are at risk, we need principled and ethical leaders, who embody these international norms and standards, and who will defend them courageously and with full conviction. UNFPA’s new strategic plan (2022-2025), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results. We need UNV who are exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results. The war in Ukraine which started on 24 February 2022 has caused civilian casualties and the destruction of vital infrastructure, forcing millions of people to flee their homes seeking safety, protection, and assistance. They are in urgent need of protection and support. A considerable number of people – mostly elderly, women and children, and people with mobility problems – have remained in villages located very close to the frontline. Most of these people are stranded in areas where there is active fighting or which are subject to heavy daily shelling, and often have limited access to services and basic needs, relying mostly on what is being provided by the local authorities, humanitarian partners, and volunteer groups.

Task description

Under the direct supervision of the Security Analyst, the National UN Volunteer will provide effective support to the Country Office security operations and will perform activities on the achievement of the following results: Calendar and Training Support: • Maintain the Security Team calendars. • Organize schedules for security training and meetings. • Compile reports and attendance sheets related to training activities. • Prepare, record, and distribute minutes of security meetings. • Follow up on action points to ensure timely execution. UNFPA Warden Tree System: • Ensure the UNFPA warden tree system is up to date. • Facilitate daily check-in procedures for UNFPA personnel. • Draft documents related to warden zones and appointment letters. • Communicate changes in the warden tree system to relevant staff. Security Documentation: • Draft, maintain, and update UNFPA security documentation. • Ensure all necessary information for UN Country/Area Security Plans is current. • Update staff lists and promptly report changes to UNDSS (United Nations Department of Safety and Security). • Maintain a secure and organized information repository where documents, reports, and communication records are stored and easily accessible to authorized personnel. Communication Management: • Direct mail, queries, and correspondence to the appropriate staff members. • Establish and maintain an efficient system for tracking and managing information and communication with field hubs or decentralized offices, ensuring timely and effective coordination on security-related matters. Security Incident Reporting: • Maintain a comprehensive database or incident log to record all security incidents affecting UNFPA personnel, facilities, and assets. • Assist the Security Analyst in preparing incident reports for submission to relevant authorities or stakeholders. • Act as a focal point for receiving and documenting initial incident reports from field offices or personnel. • Collaborate with field hubs or decentralized offices to gather detailed information and statements related to security incidents. • Maintain a record of incident response activities and outcomes, including lessons learned and best practices. Additional Responsibilities: • Undertake any other duties and tasks as assigned by the supervisor.

Eligibility criteria


27 – 80


Candidate must be a national or legal resident of the country of assignment.


Required experience

3 years of experience in administration or any related to the assignment areas. Computer literacy – Word, Excel, Power-point, etc., experience in handling web-based management systems.

Area(s) of expertise

Administration, Business management, Crisis and emergency response

Driving license


English, Level: Fluent, Required Ukrainian, Level: Fluent, Required

Required education level

Bachelor degree or equivalent in administration, legal affairs, business administration, international economy or any other related to the assignment field.

Competencies and values

● Professionalism ● Integrity ● Teamwork and respect for diversity ● Commitment to continuous learning ● Planning and organizing ● Communication ● Flexibility

Other information

Living conditions and remarks

As it is a national UN Volunteer’s assignment, the UN volunteer shall organize his/her accommodation by themselves. Entitlements of National UN Volunteer (Specialist) The contract lasts for the period indicated in the vacancy with the possibility of extensions subject to availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. This is a full-time contract. Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1587 (equivalent in UAH) is provided monthly to cover housing, utilities, and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 400 entry lump sum, one-time payment. Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum. Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period. • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

This job has expired.