Pass & ID Assistant at UNDP

United Nations Development Programme (UNDP) helps developing countries attract and use aid effectively. In all our activities, we encourage the protection of human rights, capacity development and the empowerment of women.

We are recruiting to fill the below position:

Job Title: Pass & ID Assistant

Location: Abuja

Job Description

• Under the overall supervision of the Chief Security Adviser (CSA)/Deputy Security Adviser (DSA) and Facility Security Manager, the Pass & ID Assistant will provide Pass & ID Unit Services to UN staff and their eligible dependants under the UN Security Management System.

Duties and Responsibilities
Summary of key functions:

• Processing of UN Identity Cards for UN Agencies, Funds and Programmes.
• Maintain UN ID card Equipment/Machines.
• Manage and maintain inventory of ID card stationeries.
• Undertake additional tasks as assigned by Chief Security Advisor/Deputy Security Advisor.
• Processing of UN Identity Cards and passes for UN Agencies, Funds & Programmes.
• Handle and process requests from all UN Agencies Funds and programmes with regard to issuing of identity cards, for approval of Chief Security Advisor.
• Processing of access cards/passes for the contractual service staff.
• Screen and verify all supporting documents for identity/access card requests as per existing Standard Operating Procedure (SOP) and in coordination with Human Resources (HR) sections of UN Agencies, Funds and Programmes.
• Design various types of identity cards/access passes in coordination with IT Unit.
•  Management of Identity Programme database.
• Maintain accurate and comprehensive electronic database pertaining to Identity cards/passes of personnel under UN Security Management System.
• Manage the backup system for ID card database.
• Update individual records to reflect changes in information related to identity programme and maintain user friendly electronic and hard copy filing system.
• Generate periodic reports related to identity programme as requested by the management.
• Maintain confidentiality of the information related to the identity programme database.
• Management of Inventory and maintenance of ID Programme equipment.
• Ensure that ID card machines and equipment are properly maintained and kept functional at all times.
• Schedule periodic servicing of the equipment and printers.
• Conduct periodic inventory of the stocks of blank ID cards, ribbons for the printers, stationary and other consumables.
• Provide annual budgetary requirements for ID equipment, stationery and other consumable needs.
•  Additional tasks as assigned by the Chief Security Advisor
• Train additional security staff on identity programme.
• Conduct security briefings in the absence of Security Associate (Training).
• Carry out any additional tasks as assigned by the Chief Security Advisor/Deputy Security Advisor.

Impact of Results

• The key results have an impact on the accurate and timely implementation of the overall UN security programme at the country level.

Competencies

• Commitment to the ideals of the United Nations Charter and the Organization’s core values – Professionalism, Integrity 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 seek to improve services, offer new and different options to solve problems/meet client needs, and promote and persuade others to consider new ideas

Teamwork:

• Proven interpersonal skills and the ability to listen and work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity

Communication:

• Proven and sustained communication (verbal and written) skills.

Required Skills and Experience
Education:

• Higher Secondary School Certificate. 

Experience:

• Minimum four years related work experience in a large organization out of which two years should be in Identity (ID) programme.
• Work experience with UN or international organisations in identity programme and security operation functions, a distinct advantage.

Language Requirements:

• Fluency in written and spoken English is essential.

Other Skills and Requirements:

• Good communicator
• Solid computers skills with all MS Office applications (MS Word, Excel, Access and Power Point etc ).
• Solid Database management skills.  ID Programme database management skills highly desirable.
• Possession of a valid driver’s license with a minimum of three years’ driving experience.
• Ability to travel frequently for field deployments to support ID Programme.
• Good Photography/Camera skills to take pictures for identity card purposes.

Application Closing Date