Pass & ID Assistant

June 22, 2021July 6, 2021KampalaUganda

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Job Description

Under the overall guidance and supervision of the UNDSS security" style="border-bottom: 1px dotted #007bff !important;">Security Adviser (SA), the Pass and ID Assistant shall be responsible for the management of the processing of ID Cards/Passes to UN staff and their eligible dependents under the UN Security Management System (UNSMS) and Agencies, Funds and Programs (AFPs) that subscribe to cost shared security budget. Furthermore, the Pass and ID officer will provide reliable and up-to-date information including (daily, weekly, monthly and yearly) reports and statistical data in a timely manner and ensure that all related records are properly stored/archived. The Pass and ID Officer shall also demonstrate a professional client-oriented approach, courtesy, tact and ability to work with people and clients from diverse backgrounds.

Additionally, the Pass & ID Assistant will provide general administrative assistance to the SA/Deputy SA by handling procurement, finance and HR issues in close liaison and coordination with UNDP.

Duties and Responsibilities

Summary of Key Functions:

Processing of UN Identify Cards for UNSMS Organizations, AFPs in Uganda.
Maintain UN ID Card Equipment / Machines, records, files and data.
Manage and maintain inventory of ID Card stationeries and consumables.
Provides general administrative assistance to the SA/Deputy SA.
Performs any other duties as assigned by the SA/Deputy SA.

Processing of UN Identity Cards for UNSMS Organizations working in Uganda:

Screen and verify all supporting documents for identity card requests as per existing Standard Operating Procedure (SOP) and in coordination with other Security Focal Points of all UNSMS Organizations in Uganda.
Provide, process, and enrol UN ID smart Cards, Visitor Passes, Ground Passes and Entrance passes required for entry to UN premises in a controlled manner to all ID Categories for UN Personnel and Contractors and Vendors in addition to other International Organizations/UNSMS Organizations.
Design various formats of ID Cards when required.
Issue ID cards and all Passes for National and International Staff/Offices upon the approval of the SA.
Re-issue IDs and Passes on receipt of loss/damage reports investigated by Police and approved by the SA.
Renew expired ID Cards of all UNSMS Organizations’ Staff members based upon their contract extensions and to be consistent with approved SOP.
Provide quality and professional services to the relevant UNSMS / AFP Organizations.
Disseminating up-to-date information regarding ID issuance to staff members in order to avoid any delay in ID.
Responding to staff members' requests and inquiries regarding IDs and any other related issues.
Keeping a high level of teamwork spirit in the office in order to ensure the highest standard of service.
Exercise good client orientation skills in order to achieve staff satisfaction.
High sense of security awareness and vigilance for any potential breach within the ID Unit and keeping the supervisor informed of any incidents.
Ensure the security and confidentiality of all information within the ID Unit.

Maintain UN ID card Equipment/Machines, records, files, records, and data:

Ensure that ID card machines and equipment are always properly maintained and kept functional.
Store and withdraw/hold expired ID Cards in a proper manner.
Ensures that the Pass and ID Office and equipment is kept in a clean and operational manner
Ensure daily back-up system of ID Card Data base in a safe and secured Hard Drive.
Maintain and update records, filing system and archiving system according to the UN Record Management Procedure/Database of the Pass and ID Unit.
Responsible to store all data in a systematized and retrievable manner on the share-drive/SharePoint Online.
Maintain confidentiality of the information related to the identity program database, hard/soft copies of documents and files.
Keep up to date with computer technology to advise for improvement of ID system if needed.

Manage and maintain inventory of all equipment, ID card stationeries and consumables:

Conduct periodic inventory of the stocks of Smart and Standard ID cards, ribbons, clear films, and polyguard overlaminates for the printers, stationary and other consumables, and schedule periodic servicing of equipment and printers.
Ensures the preparation of annual budgetary requirements and plans for ID equipment, stationery and other consumable needs.
Prepare requisition of Pass and ID Unit's Supplies.
Responsible to report any irregularities to the SA for further action.
Inform staff members of their responsibilities and procedures in order to safe keep, store and control their ID cards once it has been issued to them
Train additional security staff on identity program.

Provides general administrative assistance to the SA/Deputy SA

Conduct procurements, finance and HR processes in liaison with UNDP.
Perform the role of contract manager for running contracts for services e.g. cleaning, police lunch, bulk messaging, lease etc.
Raise requisitions, travel expenses and payment facilitation in Atlas for UNDSS Staff.
Compute monthly incentives for the Police.
Draft correspondences on behalf of the SA.
First supervisor for the Pass and ID Assistant(s).
Assist the SA in organizing, documenting, records keeping and follow up actions for Security cell, SMT and other internal meetings and workshops.
Maintain a database of contact details in relation to the SMT, ASMT, Wardens and relevant UNSMS actors at the duty station.
Arranges appointments, receives visitors, places and screens telephone calls and answers calls with discretion and takes minutes and or notes at meetings.
Performs any other duties as assigned by the SA/Deputy SA

Competencies

Required Skills and Experience

• Secondary education.

• University Degree desirable, but it is not a requirement.

• Professional qualifications in Finance or accounting will be an added advantage.

• Minimum 5 years relevant work experience with a National or International Organisation.

• 1-2 years of relevant experience in issuance of Pass & IDs, administration, or program support.

• Excellent computer skills including knowledge and experience with Windows, Word and Excel including Experience with web-based management systems.

• Working knowledge of Pass & ID issuing systems and UNDP ATLAS program is an added advantage.

Fluency in English. Knowledge of local language will be an advantage.

Disclaimer

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