Pass & ID Assistant (Full Time Ngo Job) – United Nations Department of Safety and Security (UNDSS)

Job Title: Pass & ID Assistant
Organisation: United Nations Department of Safety and Security (UNDSS)
Duty Station: Kampala, Uganda
Employment Type: Full-time
Deadline: 16th July 2024

About Organisation:
The United Nations Department of Safety and Security (UNDSS) provides safety and security services for UN agencies and departments under the UN Security Management System. UNDSS reports directly to the Secretary-General.

Job Summary:
Under the overall guidance and supervision of the Field Security Associate (FSA) Kampala, the Pass and ID Assistant will manage the processing of ID Cards/Passes for UN staff and their eligible dependents. The role includes providing reliable and up-to-date information, maintaining records, and ensuring high security and confidentiality. Additionally, the Pass & ID Assistant will provide basic logistical and fleet management support to UNDSS and operational support to the Security Operation Centers (SOC).

Key Duties and Responsibilities:

Processing of UN Identity Cards for UNSMS Organizations in Uganda:

• Issue IDs and Passes based on loss/damage reports approved by the Security Adviser.
• Renew expired ID Cards consistent with approved SOP.
• Provide quality and professional services to relevant UNSMS/AFP Organizations.
• Disseminate information regarding ID issuance to avoid delays.
• Respond to staff inquiries regarding IDs and related issues.
• Maintain teamwork spirit and client orientation to achieve staff satisfaction.
• Ensure security and confidentiality of all information within the ID Unit.

Provide Fleet Management Support to UNDSS Uganda:

• Ensure routine servicing and maintenance of UNDSS vehicles and generators.
• Detect and repair faults according to organization procedures.
• Perform minor servicing and repairs.
• Maintain rapport with service providers for vehicle maintenance.
• Monitor usage and replenishment of UNDSS fuel reserve and vehicle fuel consumption.
• Ensure cleanliness of all UNDSS vehicles.

Manage and Maintain Inventory of Equipment, ID Card Stationeries, and Consumables:

• Maintain ID card machines and equipment in functional condition.
• Properly store expired ID Cards and ensure the Pass and ID Office is operational.
• Back-up ID Card database daily on a secure hard drive.
• Maintain organized records, filing, and archiving systems according to UN procedures.
• Ensure confidentiality of identity program databases and documents.
• Keep up-to-date with technology to improve ID system if needed.

Provide Basic Logistic Support to the UNDSS Country Office:

• Support UNDSS field offices with transport and logistics, including scheduling backup vehicles.
• Ensure valid insurance for all UNDSS motor vehicles.
• Verify and process invoices from service providers.
• Maintain logs of fuel and maintenance tracking for all UNDSS fleet.
• Assist in courier services and monitor movement of UNDSS cars fitted with Fleet Management System (FMS).
• Support technical evaluation of quotations in the quantum system.

Qualifications, Skills, and Experience:

Education:

• Completed secondary education required.
• A university degree in Information Technology, Information Management, Telecommunications, Computer Science, or equivalent field is considered but not required.

Experience:

• Minimum of 5 years (with secondary education) or 2 years (with a bachelor’s degree) of relevant experience in network administration, technical support for hardware/software or cloud ERP environments, telecommunications, database applications, web-based management systems, and cloud infrastructure solutions.
• A valid and incident-free driving license.
• Good mechanical knowledge.
• Knowledge of UN ID systems and UNDP Quantum is an added advantage.

Competencies:

• Communication: Proven verbal and written communication skills.
• Teamwork: Ability to work in a multi-cultural, multi-ethnic environment with respect for diversity.
• Planning and Organizing: Ability to plan, coordinate, and monitor work with minimum supervision.
• Ability to work under pressure: Available to travel within the area of responsibility.
• Creativity: Ability to improve services and offer new options to meet client needs.

How to Apply: Click here to apply