Administrative Clerk (Pass & ID)

Background

Office/Unit/Project Description 

This position is located in the UNDSS office in Erbil / Iraq, locally administered by the UNDP. 

Administrative Clerk  (Pass & ID)  will be performing variety of tasks while ensuring Safe and Secure environment for UN Premises personnel and assets. Administrative Clerk (Pass & ID) duties are performed in eight (8) hours five days per week., and may require rotating shifts with other Security Guard Unit functions at discretion of supervisors. 

Detail Administrative Clerk (Pass & ID) duties are defined in standing Standard Operating Procedures and other relevant security plans.

Duties and Responsibilities

Scope of Work 

Provide support for effective administrative control in the Guard Unit:

• Assists the Administrative Assistant in providing general administrative support services in order to facilitate the Guard Unit (GU) Supervisor and Deputy Supervisors fulfill their duties vis-a-vis staff members. 
• Issuance of Pass & ID on approval as per SOP;
• Process Visitor Requests for approval as per SOP.
• Prepare attendance, duty rosters, archiving of document, 
• Assist with data consolidation and dissemination of relevant security information required for the analysis of the security situation by the GU Supervisor;
• Assist the Administrative Assistant with the preparation of any security related documents including Security Plans, Security Risk Management Measures (SRMMs), regular reports and any other reports related to the security section activities as well as providing the Guard Unit with administrative assistance;
• Contributes in drafting  minutes of meetings , correspondence and maintains records for the Security Training Courses delivered to security and field mission’s personnel;

Provide appropriate and required administrative and logistical services to the Guard Unit:

• Provide support during the implementation of the Security Plan under the directions of the GU Supervisor;
• Assist in reviewing the logistics requirements and other related actions required for the preparation  of training courses, drills and other security exercises;
• Participates in monitoring and facilitating the implementation of security policies and procedures in close coordination with the security operation unit’s supervisors and others;
• Provide support in organizing and conducting security awareness and preparedness activities, and provide security orientation to newly assigned staff members, as well as conducting security briefings, as required;

Support knowledge building and sharing in the Office:

• Assist with the preparation of the Induction Training courses, related presentations and documents;
• Assist with and contribute to preparation  of security presentations for the GU Supervisor; and other units.

The incumbent shall perform other duties within their functional profile, as deemed necessary, for the efficient functioning of the of the Office, Organization and the Guard Unit (GU). 

Institutional Arrangement:

Under the guidance and supervision of the Administrative Assistant, the Administrative Clerk (Pass & ID)  will be responsible for the above mentioned tasks.

Competencies

Cross-Functional & Technical competencies:

Required Skills and Experience

Education:

• Secondary education is required.
• University Degree (bachelor´s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. 

Experience:

• Minimum of 4 years (with secondary education) or 1 year (with bachelor’s degree) of relevant experience in administration, security support  or programme 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.
• Prior relevant working experience within the UN system, an international organization or an international NGO.
• Experience in managing Premises Visitor Request, Pass and ID or similar functions.
• Experience in organizing events (meetings, workshops, etc.)
• Experience in handling of web-based management systems.
• Experience in engaging with stakeholders.
• Relevant experience in issuance of Pass & IDs, administration, or program support.
• Certifications in Administration is desirable.

Required Language(s):

• Fluency in English and Kurdish or Arabic languages is required.

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. 

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 similar job description, experience and educational requirements.

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.