Common Security Assistant (Mongolian national only)

Under the overall guidance of the Country Security Focal Point and direct supervision of (i) Local Security Associate (LSA) in the common security areas and (ii) Common Premises Coordinator (CPC) on the premises security matters, the Common Security Assistant performs a variety of standard common security and administrative processes ensuring high quality and accuracy of work.

The Common Security Assistant works in collaboration with the operations, programme and project staff in the CO to exchange information and ensure consistent services delivery.

Summary of Key Functions: 

Common Security related:

• Monitors security and safety incidents and movement of the UN agencies personnel during field trips through HF/VHF Communications Network following the established procedures, UN rules and regulations;
• Advises users of the VHF/HF Network to comply with standard procedures of communications and provides guidance when deemed necessary;
• Ensures that all UN agencies cost shared equipment placed under his/her responsibility is in good working condition; he/she should be able to conduct basic maintenance of equipment or make arrangement for prompt replacement of parts/equipment;
• Maintains accurate and up-to date inventory records of telecommunications equipment and keeps track of their locations. He/she must ensure that necessary stock is maintained at proper level;
• Maintains accurate and up-to date logs/records of Earthquake preparedness supply and equipment and serves as a main focal point for the inventory reporting as per UNDP IPSAS mid-year and year-end certification process;
• Maintains a station log where all occurrences related to the operation of the UN ECS are entered including information about every movement of UN staff members and UN vehicles; 
• Conducts programming of telecommunications equipment for all UN Agencies;
• Supports the LSA in ensuring UN safety and security related issues;
• Performs duties assigned by UNDSS Regional Office

UN Premises Security and Access Control to UN House:

• Monitors performance of UN House security guards to ensure strict adherence to the UN access control policy and procedures;
• Ensures all access control (entrance, exit etc.) activities are accurately and completely recorded in the Visitors log, Cargo log and Equipment In/out Log by security guards;
• Monitors the security guards’ performance in accordance to the UN security policies and procedures framework. In close consultation with security contractor representative, he/she assures that the security guards are well aware of UN Office Emergency and Security Procedures, procedures to control and conduct physical security for the premises, use of equipment and operation of the automated alarm and video surveillance systems;
• Liaises daily with the Security Contractor Representative and Agency Security Focal Points;
• Compiles and submits weekly (when required) and monthly reports of the Security Guard Force in support of Security Advisor’s activities and statistics;
• Maintains delivery and backup of security related CCTV data;
• Maintains and monitors daily security guards entrance log;
• Supports the CPC to liaise with the service providers regarding the regular maintenance of the security equipment including access control, CCTV, and exterior lights
• Maintains fire alarm system, ensures functioning of fire extinguishers and replaces them as they reach the expire date and acts as a fire warden;
• Performs as an elevator operator of the UN house;
• Performs other related duties as required and reports for duty as and when necessary (on call);

ID/Pass Handling:

• Designs and produces ID cards for the UN staff, their relevant family members and project personnel; plans and requests required materials for ID printer;
• Monitors Access Control system and provides the UN staff and visitors with proximity cards; processes attendance reporting when required;
• Conducts programming of proximity cards and maintains data base.

Support LSA in ensuring:

• Assists in reporting security incidents affecting UN staff, offices, and asset;
• Delivers security briefing to newly arrival UN staff and dependents;
• Backstopping LSA when she is absent from the office

Support to Common services:

• Serves as a back-up receptionist when needed;
• Provide support to management of ongoing project activities;
• Support to administrative and logistical services;
• Support to project maintenance and assets management;
• Support to knowledge building and knowledge sharing;
• Any other task assigned by the Supervisor

GUIDELINES to follow:

• UN Field Security Handbook, Jan 2006
• Management of VHF and HF Selcalls and Callsigns on UN Radio Networks, May 2003
• Radio Communications Guidelines, Jan 2008 by UNDSS Mongolia
• Mongolia SOPs

WORK RELATIONS: Normally limited to supervisors and co-workers to obtain instructions;

• UN staff, consultants, project personnel for providing ID cards, access cards and attendance reporting;
• Service and maintenance providers of the security related equipment and tools;
• Security service provider in implementation of Security Service assigned to UN compound through the Security Contractor representative.

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Demonstrating/safeguarding ethics and integrity  
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others.
• Informed and transparent decision making

Job skills required:

• Strong organizational skills and attention to detail;
• Prior experience working with the UN system is an asset;
• Knowledge and experience in handling security radio/communication equipment
• High sense of responsibility
• Reliablity
• Punctuality

Functional Competencies:

Building Strategic Partnerships

• Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

• Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

• Uses information/databases/other management systems

Client Orientation

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

• Gathers and disseminates information on best practice in accountability and results-based management system

Education

• Bachelor’s degree or equivalent in relevant field, specialized training in radio communications and security is an asset.

Work experience

• Min 3 years of work experience in the relevant field.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.

Language

• Fluency in English and Mongolian

Note: Please upload copy of national ID and copies of educational credentials.

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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