Job Summary: Under the overall guidance and supervision by the Field Security Associate (FSA) Kampala, 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). Furthermore, the Pass and ID officer will provide reliable and up-to-date information including 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 basic logistical and Fleet Management Support to the UNDSS and Operational support to the Security Operation Centers (SOC).
Key Duties and Responsibilities:
Processing of UN Identity Cards for UNSMS Organizations working in Uganda:
- Issue IDs and Passes on receipt of loss/damage reports investigated by Police and approved by the Security Adviser.
- 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 to avoid any delay.
- Responding to staff members’ requests and inquiries regarding IDs and any other related issues.
- Keeping a high level of teamwork spirit in the office to ensure the highest standard of service.
- Exercise good client orientation skills 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.
Provide Fleet Management Support to UNDSS Uganda:
- Ensure that all UNDSS vehicles and generators are routinely serviced and maintained.
- Ensure faults are detected and repaired in respect to the organization’s procedures.
- Do minor servicing and repairs.
- Rapport with service providers such as Toyota Uganda, Sanlam Insurance company, Arrow Centre Uganda Limited, and others in vehicle maintenance.
- Monitor the usage and replenishment of UNDSS fuel reserve, usage of fuel, vehicle consumption per kilometer.
- Ensure that all UNDSS cars are clean
Manage and maintain inventory of all equipment, ID card stationeries and consumables:
- 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.
Provides basic logistic support to the UNDSS Country Office:
- Support UNDSS field offices with transport and logistics issues including scheduling back up vehicles in case of services and maintenance.
- Ensure that all UNDSS motor vehicles have valid insurances.
- Support in the verification of invoices, put together supporting documents and ensure payment of invoices from dealers such Toyota, Motorcare Uganda, Total Uganda and others.
- Compile and maintain logs of fuel and maintenance tracking sheets for all UNDSS fleet.
- Assist in courier services (mails).
- Monitor the movement of all UNDSS cars that are fitted with the FMS (Fleet Management System)
- Support in the technical evaluation of quotations in the quantum system.
Qualifications, Skills and Experience:
Education:
- The applicant for the United Nations Department of Safety and Security (UNDSS) Pass and ID Assistant job should have completed secondary education. Required.
- A university degree in Information Technology, Information Management, Telecommunications, Computer Science, or an equivalent field will be given due consideration, but it is not a requirement
Experience:
- Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of relevant working experience in network administration, providing technical support for hardware/software or cloud ERP environments, working with telecommunications facilities; and applying knowledge of database applications, web-based management systems, and cloud infrastructure solutions.
- A valid and incident free driving license
- Good mechanical knowledge
- Working knowledge of UN ID systems and UNDP Quantum is an added advantage.
Competencies
- Communication: Proven and sustained communication (verbal and written skills).
- Teamwork: Proven interpersonal skills and the ability to listen and work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
- Planning and Organizing: Demonstrated ability to establish priorities and to plan, coordinate and monitor his/her own work plan with minimum supervision.
- Ability to work under pressure or in crisis situations. Availability to travel within the area of responsibility.
- Creativity: Ability to actively improve services, offer new and different options to meet the clients’ needs.
