Field Security Assistant (FSA) - Pass & ID Unit

Baghdad

Organization: UNDP - United Nations Development Programme
Location: Baghdad
Grade: Administrative support - NPSA-4, National Personnel Services Agreement
Occupational Groups:
- Administrative support
- Security and Safety
Closing Date: Closed

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The UN Department of Safety and Security (UNDSS) and the United Nations Assistance Mission for Iraq (UNAMI) Pass and ID unit issues identification cards to all United Nations Security Management System (UNSMS) personnel in Iraq. The Field Security Assistant (FSA) - Pass & ID Unit position is located within the UNDSS/ISW, office of the Deputy Security Adviser for Admin and Support, Baghdad and is locally administered by the UNDP, and is financed by the Local Cost-Shared Security Budget.

The Field Security Assistant (FSA), national position, reports to the Supervisor Pass & ID unit, which falls under the DSA Admin and Support pillar.

The FSA is a critical position within the Pass & ID Unit, responsible for providing administrative support to the DSA Admin and Support priorities and directions in terms of issuing ID cards, verification of documents, proper keeping entrusted assets, documents and electronic records.

Duties and Responsibilities

The Office of the DSA Admin and Support plays a pivotal role in ensuring the administrative continuity, addressing PSAs priority tasking, and coordinating with different actors both within and outside the UNSMS system for an effective support to the PSA in handling the UNSMS activities in the country. The four key elements of the DSA Admin and Support Pass & ID Unit are as follows:

Providing security administrative support in relation to PSAs priorities,
Coordination and collaboration of issuing ID cards to all UNSMS/AFPO’s in Iraq,
Providing unit budget related support for the DSA Admin and Support Pass & ID Unit, and
Implementation of procedures in line with approved SOP’s.

The main responsibilities for the FSA are but not limited to:

Issuance of ID cards to all UNSMS/AFPO’s in Iraq,
Verification of documents prior to issue ID cards,
Ensure the use of the latest updated UN ID request forms for UN ID Card issue or renewal for all UNSMS working in Iraq.
After thorough review of information in the forms and the validity of the security certificates attachments required, the data entered/updated into the software system. Take a photo for the UNSMS personnel using an attached camera system and save all the information in the database system for future use or reference.
Print the various types of UN ID Cards, Passes and Permits like (Firearm and Driver's) permits as well as other UN ID designs available in the system in accordance with the Standard Operating Procedure (OP).
Ensure that both the Plastic ID Cards printing machines and the database system computer are properly always maintained and kept functional.
Manage and maintain inventory of blank ID cards on daily bases and update the consumption log accordingly.
Assist in obtaining new UN ID Cards designs as well as modifying the existing ID designs as required.
Upon UNSMS personnel checkout, update the database records so that it remains actual at all times.
Thoroughly implement rest of the provisions of the SOP.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning ofthe Office and the Organization

Institutional Arrangement

The Field Security Assistant (FSA), national position, reports to the Supervisor Pass & ID unit, which falls under the DSA Admin and Support pillar. The FSA will be responsible for the above mentioned aspects and also provides support to the Head of Admin, Logistics, Pass and ID.

Competencies

Core
Achieve Results:	LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:	LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:	LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:	LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:	LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:	LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:	LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area	Name	Definition
Business Direction and strategy	Effective Decision Making	Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications.
Business Development	Knowledge Generation	Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.
Business Management	Customer Satisfaction/Client Management	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Business Management	Communications	Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels
Business Management	Digital Awareness and Literacy	Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trends.

Required Skills and Experience

Education:

Secondary education is required. OR
A university degree in Security Management, Business Administration, Public Administration or equivalent field will be given due consideration, but it is not a requirement.

Experience:

Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of work experience administration, security support services or relevant field is required.
Experience in the use of computers, office software packages (MS Word, Excel, etc), database packages, Power BI and other computer based, web and smartphone applications, use of photo camera, specialized printing equipment such as plastic card printers.
Prior experience working with the UN system, international NGO, or within an international humanitarian or development setting is desirable but not a requirement.
Relevant experience in issuance of Pass & IDs, administration, or program support.
Working knowledge of UN Pass & ID issuing systems

Required Language:

Fluency in both oral and written communication in English and Arabic is required

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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This vacancy is now closed.