JOB DETAILS:

United Nations Development Programme Pass & ID Assistant Uganda UNDP Jobs 2024

United Nations Development Programme looking for “Pass & ID Assistant”. Applicants with an Advanced degree may apply on or before 16-Jul-24.

The United Nations Development Programme has published a job vacancy announcement on 09/07/2024 for qualified applicants to fill in the vacant post of Pass & ID Assistant to be based in Kampala , Uganda. For more jobs, please visit https://unjoblink.org

Company Name: United Nations Development Programme

Job Title: Pass & ID Assistant

Duty Station: Kampala , Uganda

Country: Uganda

Application Deadline: 16-Jul-24

Responsibilities:

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 programmes and activities of the United Nations System. Under the overall guidance and supervision by the Field Security Associate (FSA) Kampala, the Pass and ID Assistant shall be responsible for the management of the processing of ID Cards/Passes to UN staff and their eligible dependents under the UN Security Management System (UNSMS). Furthermore, the Pass and ID officer will provide reliable and up-to-date information including reports and statistical data in a timely manner and ensure that all related records are properly stored/archived. The Pass and ID Officer shall also demonstrate a professional client-oriented approach, courtesy, tact and ability to work with people and clients from diverse backgrounds.
Additionally, the Pass & ID Assistant will provide basic logistical and Fleet Management Support to the UNDSS and Operational support to the Security Operation Centers (SOC).

• Issue IDs and Passes on receipt of loss/damage reports investigated by Police and approved by the Security Adviser.
• Renew expired ID Cards of all UNSMS Organizations’ Staff members based upon their contract extensions and to be consistent with approved SOP.
• Provide quality and professional services to the relevant UNSMS / AFP Organizations.
• Disseminating up-to-date information regarding ID issuance to staff members to avoid any delay.
• Responding to staff members’ requests and inquiries regarding IDs and any other related issues.
• Keeping a high level of teamwork spirit in the office to ensure the highest standard of service.
• Exercise good client orientation skills to achieve staff satisfaction.
• High sense of security awareness and vigilance for any potential breach within the ID Unit and keeping the supervisor informed of any incidents.
• Ensure the security and confidentiality of all information within the ID Unit.

Provide Fleet Management Support to UNDSS Uganda:

• Ensure that all UNDSS vehicles and generators are routinely serviced and maintained.
• Ensure faults are detected and repaired in respect to the organization’s procedures.
• Do minor servicing and repairs.
• Rapport with service providers such as Toyota Uganda, Sanlam Insurance company, Arrow Centre Uganda Limited, and others in vehicle maintenance.
• Monitor the usage and replenishment of UNDSS fuel reserve, usage of fuel, vehicle consumption per kilometer.
• Ensure that all UNDSS cars are clean

Manage and maintain inventory of all equipment, ID card stationeries and consumables:

• Ensure that ID card machines and equipment are always properly maintained and kept functional.
• Store and withdraw/hold expired ID Cards in a proper manner.
• Ensures that the Pass and ID Office and equipment is kept in a clean and operational manner
• Ensure daily back-up system of ID Card Data base in a safe and secured Hard Drive.
• Maintain and update records, filing system and archiving system according to the UN Record Management Procedure/Database of the Pass and ID Unit.
• Responsible to store all data in a systematized and retrievable manner on the share-drive/SharePoint Online.
• Maintain confidentiality of the information related to the identity program database, hard/soft copies of documents and files.
• Keep up to date with computer technology to advise for improvement of ID system if needed.

Provides basic logistic support to the UNDSS Country Office:

• Support UNDSS field offices with transport and logistics issues including scheduling back up vehicles in case of services and maintenance.
• Ensure that all UNDSS motor vehicles have valid insurances.
• Support in the verification of invoices, put together supporting documents and ensure payment of invoices from dealers such Toyota, Motorcare Uganda, Total Uganda and others.
• Compile and maintain logs of fuel and maintenance tracking sheets for all UNDSS fleet.
• Assist in courier services (mails).
• Monitor the movement of all UNDSS cars that are fitted with the FMS (Fleet Management System)
•  Support in the technical evaluation of quotations in the quantum system.

• Communication: Proven and sustained communication (verbal and written skills).
•  Teamwork: Proven interpersonal skills and the ability to listen and work in a multi-cultural, multi-ethnic environment with sensitivity 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 improve services, offer new and different options to meet the clients’ needs.

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