Job Description

This vacancy is open to UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments of all nationalities Other applicants must be nationals of an EU Member State, Iceland, Liechtenstein, Norway, or Switzerland

Background

UNDP works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so countries can sustain progress. As the UN’s development agency, UNDP plays a critical role in helping countries achieve the Sustainable Development Goals. Our people are united by a common call to action: building a fairer and more inclusive world for those in need through sustainable development. The Bureau for Management Services (BMS) is the central Bureau tasked with the development of corporate strategies, policies, tools, and systems in key cross-cutting management areas.

The UNDP Security Office is responsible for the provision of guidance, advice, and support to the organization in respect to security risk management activities not directly managed by UNDSS. The UNDP Security Office (SO) is tasked to coordinate and manage Strategic Security Information processes, Security Training, Policy Development, Special Communications Efforts, Crisis Response, and Compliance Oversight.

Position Purpose:

Under the overall supervision and guidance of the Management Specialist Security, the Security Associate assists in the overall management of security-related administrative services, as well as the administration and execution of processes, to ensure high quality and accuracy of work within the Security Office. The incumbent also provides executive support to the Director of the Security Office (SO) and security and logistical support to all SO team members, including the Regional Security Advisors and their teams.

The Security Associate promotes a client, quality, and results-oriented approach while performing crucial security support functions. The incumbent works in close collaboration with the Security Office staff in HQ and in the field, Operations, Administration, and travel staff in the CO and HQ to ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Key Duties and Responsibilities

1) Provision of Efficient Security Administrative Support

• Conducts research on technical specifications of security solutions required by the Country Offices, including communications equipment (satellite, VHF, UHF, and HF radios), armored vehicles, and personal protective equipment.
• Assists in the organization and coordination of shipments of security equipment and customs clearance, aiding in the preparation of all necessary documents for UNDP shipments (received/sent).
• Liaises and follows up with country offices, ensuring that respective offices timely obtain government clearances and make necessary arrangements for receiving shipments.
• Organizes the Security Office’s administrative files to ensure consistency and completeness.
• Creates and maintains electronic and hardcopy files, including storage, retrieval, and disposal as appropriate in compliance with Record Management and Archiving policies and procedures.
• Maintains an up-to-date database of contact data for all UNDP security workforce as well as Agency Country Security Focal Points.
• Provides general administrative assistance to supervisors.

2.) Provision of Security Operations Support

• Assists in maintaining and updating relevant security documents.
• Research innovative security solutions to support UNDP operations globally.
• Assists in reviewing security incidents affecting UN personnel, offices, and assets.
• Maintains records and documentation related to security operations,
• Maintains the database and keeps track of approved country-level security documents, such as Locally Cost-Shared Security Budgets.

3.) Support in Supply and Asset Management

• Assists with receiving, inspecting, and verification of all incoming security equipment, furniture, and supplies, as well as scheduling deliveries to users.
• Maintains a good order of storage space, safeguards, and control of movements of security assets to/from storage.
• Performs testing and maintenance of security equipment, keeping security equipment in good working order.
• Supports the semi-annual physical inventory verification exercise by checking the accuracy of records and the location of property.
• Oversees disposal of items and accuracy of inventory data, both in HQ and in the field offices, as it concerns security equipment.
• Maintains and ensures the continued accuracy of the log of SO assets/items deployed at HQ and in the field.
• Manages the provision of reliable and quality office supplies.

4.) Travel Management

• Serves as a focal point for travel matters in the Security Office, including coordinating approval for field missions.
• Maintains travel log for all Security Office staff worldwide.
• Arranges travel and prepares Travel Requests.
• Acts as travel processor for travel funded by the Security Office, including SO personnel's official business travel for attendance of UNDP personnel in security trainings.
• Ensures timely preparation of Travel Checklists and Expense Reports, following up with travelers on timely processing of Travel Claims and closure of Travel Requests.
• Monitor travel dashboard and ensure SO team members are compliant with timely submission and closure of Travel Requests, advising CO administration on reconciliation of travel expenses for out-posted staff.
• Assists in processing requests for visas/UNLPs.

5.) Support for Training and Knowledge Management

• Provides support in organizing and conducting training courses on security awareness and preparedness, as required.
• Briefing/debriefing of Security Office staff members on logistical and operations matters.
• Serves as the focal point for travel for training of UNDP personnel to security courses funded by the Security Office, coordinating approval, and ensuring travel complies with the travel for training policy.
• Provides logistical support to training and workshops organized by the Security Office.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
• Supervisory/Managerial Responsibilities: None

Core Competencies

• 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 a pragmatic problem solver, and 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 the 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

Security Services-Policy Awareness & Implementation

• Knowledge of security policy concepts and ability to apply them to strategic and/or practical situations

Security Services-Security information management

• Analytical capabilities to process diverse security information and develop recommendations

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 the customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate the client's upcoming needs and concerns.

Administration & Operations Documents and records management

• Overall document (hard or electronic) management, registry, and retention policy, including storing and archiving

Administration & Operations-Travel policy and procedures

• Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars, and financial regulations and rules on travel-related matters

Business Direction & 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.

Required Skills and Experience

Education:

• Secondary Education is required. Or
• University degree (bachelor’s degree or master's equivalent) in Business or Public Administration or a relevant field will be given due consideration, but is not a requirement.
• Successful completion of security-related training/courses is desirable.

Experience:

• A minimum of 6 years (with a high school diploma) or 3 years (with a bachelor’s degree) of relevant experience in administration or programme support service is required.
• Knowledge and experience in the effective use of computers and office software packages (MS Word, Excel, etc.) are required.
• Prior experience in UNall and Quantum, with emphasis on Finance & Travel modules, is desirable.
• Experience and knowledge of the UN Security Management System (UNSMS) is desirable.
• Experience and knowledge of the UN business, operations, and programming cycle are desirable.
• Prior experience in travel management is desirable.
• Experience in supply and assets management is desired.

Language:

• Fluency in written and spoken English is required.
• Working knowledge of another UN language is an asset.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate, and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed-term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

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 a similar job description, experience, and educational requirements.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert

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