Information Associate (UNDSS)
JOB DETAIL
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The United Nations Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support, and oversight of the security management system to enable the safest and most efficient conduct of the programs and activities of the United Nations System. The headquarters of UNDSS is located in New York and has operations in more than one hundred countries. UNDSS Ethiopia is supporting the UNSMS in country through security advice and guidance to enable the conduct of operations in the safest way possible. The Information Assistant will work in the Security Information and Operations Center (SIOC). UNDSS will implement the Local Cost Shared Security Budget (LCSSB) to fund this post.
Position Purpose
Assist the SIOC in all matters of information management, use of computerized and online information processing systems and databases, as well as information collation systems and structures.
Duties and Responsibilities
1. Assists the SIOC in all matters of information management, use of computerized and online information processing systems and databases, as well as information collation systems and structures
- Receive, process, manage and disseminate security related information for and about UNSMS operations, assets and personnel as directed by the supervisor;
- Assist in all aspects of drafting, editing, and dissemination of security updates; inter alia daily, weekly, and monthly updates, advisories, information and materials, both in paper format and electronically;
- Further develop and update the security incident database and manage the quantification of security reports received from entities across the country;
- Assist SIOC in preparations of reports by providing data and maps;
- Assists SIOC in sending messages containing important security incidents to Agency heads and Security Officers and draft more detailed reports to be forwarded by email to Agency Heads, Security officers and UN Headquarters;
- Gather and translate into English reports received from any government security agencies and add details to the security information database;
- Draft other mandatory reports to be submitted by CSA/DSA, as directed by the supervisor;
2. Management of central files and record keeping of the SIOC:
- Management of central files (Paper and Computer based);
- Keep all distribution, contact, and mailing lists updated and distribute recurring info-products to the relevant recipients;
- Assist in maintenance and content management of security-related media and other sources;
- Manage a central event calendar for the office (Briefing/SMT/HCT/HART/SC etc.);
- Maintain records of meeting, training, briefing attendance, and take notes/minutes in security related meetings as instructed by the SIA/CSA/DSA;
- Assist in liaison with UN agencies, funds, programs and partner organizations on security information needs;
- Edit and format written documents and maintain the database of all security relevant documents as per UN Security Policy Manual;
- Stay Alert for the latest and breaking news in the region and worldwide using different media sources (Monitor news 24/7);
- Information gathering from other sources such as LEAs, other intelligence system (domestic or international), UN field offices, etc.;
- Communicate with DSS field offices due to incidents and prepare detailed reports as quickly as possible for SIOC;
- Compile and produce the Daily and Weekly Situation report and assist the SIOC in the preparation of fortnightly and quarterly security reports and routine security correspondence;
- Maintain and produce statistics as required for Quarterly Incident Reports;
- Assist the SIOC in the preparation of security briefings and conduct these briefings as required;
- Maintain the communication on dissemination of security alerts with FSCOs, FSAs, and SOCs;
- Maintain and update lists of UN staff working in country;
3. Assists in office management of the SIOC and Mapping System:
- Assist in planning, preparation, and execution of training events;
- Manage contact lists for the UNDSS office (Phone, frequency, address, and e-mail distribution lists;
- Assist the SIOC and CSA/DSA in the preparation of supporting documents for briefings, presentations, and meetings;
- Undertake field missions/assessments as directed by the SIA and/or CSA/DSA;
- Assists the SIOC and CSA/DSA in other information- or administration related tasks;
- Link mapping system to Personnel Database;
- Assist in preparations for ASMT, SC and SMT meetings;
- Produce notification trees based on locations of staff members to each other in each zone.
- Immediately following a change in each zone, forward the new map and notification table to the appropriate zone warden;
- Initiate queries to identify staff living in any defined radius to a security incident;
- For the day-to-day management and performance appraisal purposes, the Chief SIOC and DSA will be the First and Second Reporting Officers of the Information Associate;
4. Provides general administrative assistance to the CSA/DSA/SIA and Maintains Staff Safety and Security:
- Maintains routine and confidential correspondence files/documents;
- Maintains a database on contact details in relation to host country security information authorities;
- Liaises with the host government regarding any security information requirements.
- Maintains and updates the UN warden lists;
- Maintain UN staff list and communication with Safehavens, for evacuation purposes;
- Maintain and follow up on incident SIOC Manager database and follow up on SSIRS;
- Send security advisories for specified type of threat;
- Gather information from field on all incidents, due to need for analytical purposes;
- Provide data to SIOC analysts for preparations of reports;
- Maintains and updates the UN warden lists;
- Performs any other security information-related tasks assigned by the CSA/DSA/SIA.
Core Competencies
- Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
- Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
- Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
- Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
- Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
- Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
- Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.
Core Competencies Cross-Functional & Technical competencies.
- Functional-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 calmly under pressure or in crisis situations, and Availability to travel within the area of responsibility.
- Functional-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.
- Functional-Teamwork: Proven interpersonal skills and the ability to listen and work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
- Functional-Client Orientation: Considers clients point of views; establishes and maintains trust and respect of client community.
- Functional-Communication: Proven and sustained communication (verbal and written) skills. Excellent drafting abilities in English language, resourceful communications skills, both orally and in writing, ability to effectively communicate complex issues.
Required Skills and Experience
Education:
- A first-level university degree in political science, international relations, development management, public policy/ administration or related field is desired.
- In lieu of a university degree, a high-school diploma in combination with three extra years of progressively responsible work experience is accepted.
Experience:
- At least six years with high School diploma or three years with University degree of progressively responsible work experience in research and/or all source information management and handling is required.
- Experience in Police, Army, or UN security related to Information Analysis work is desired.
- Advanced experience in the use of computers is required (MS office package, Adobe Acrobat, web-based management applications and databases incl. basic GIS, software tools for internet research) Is required.
Language
- Fluency in English with effective written and oral communication skills and local language of duty station is required.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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