Back Field Security Assistant (FSA) - Pass & ID Unit

Background
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The UN Department of Safety and Security (UNDSS) and the United Nations Assistance Mission for Iraq (UNAMI) Pass and ID unit issues identification cards to all United Nations Security Management System (UNSMS) personnel in Iraq. The Field Security Assistant (FSA) - Pass & ID Unit position is located within the UNDSS/ISW, office of the Deputy Security Adviser for Admin and Support, Baghdad and is locally administered by the UNDP, and is financed by the Local Cost-Shared Security Budget.

The Field Security Assistant (FSA), national position, reports to the Supervisor Pass & ID unit, which falls under the DSA Admin and Support pillar.

The FSA is a critical position within the Pass & ID Unit, responsible for providing administrative support to the DSA Admin and Support priorities and directions in terms of issuing ID cards, verification of documents, proper keeping entrusted assets, documents and electronic records.

Duties and Responsibilities

The Office of the DSA Admin and Support plays a pivotal role in ensuring the administrative continuity, addressing PSAs priority tasking, and coordinating with different actors both within and outside the UNSMS system for an effective support to the PSA in handling the UNSMS activities in the country. The four key elements of the DSA   Admin   and Support Pass & ID Unit are as follows:

• Providing security administrative support in relation to PSAs priorities,
• Coordination and collaboration of issuing ID cards to all UNSMS/AFPO’s in Iraq,
• Providing unit budget related support for the DSA  Admin  and  Support  Pass & ID  Unit, and
• Implementation of procedures in line with approved SOP’s.

  The main responsibilities for the FSA are but not limited to:

  • Issuance of ID cards to all UNSMS/AFPO’s in Iraq,
  • Verification of documents prior to issue ID cards,
  • Ensure the use of the latest updated UN ID request forms for UN ID Card issue or renewal for all UNSMS working in Iraq.
  • After thorough review of information in the forms and the validity of the security certificates attachments required, the data entered/updated into the software system. Take a photo for the UNSMS personnel using an attached camera system and save all the information in the database system for future use or reference.
  • Print the various types of UN ID Cards, Passes and Permits like (Firearm and Driver's) permits as well as other UN ID designs available in the system in accordance with the Standard Operating Procedure (OP).
  • Ensure that both the Plastic ID Cards printing machines and the database system computer are properly always maintained and kept functional.
  • Manage and maintain inventory of blank ID cards on daily bases and update the consumption log accordingly.
  • Assist in obtaining new UN ID Cards designs as well as modifying the existing ID designs as required.
  • Upon UNSMS personnel checkout, update the database records so that it remains actual at all times.
  • Thoroughly implement rest of the provisions of the SOP.
  • The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning ofthe Office and the Organization

    Institutional Arrangement

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

    The Field Security Assistant (FSA), national position, reports to the Supervisor Pass & ID unit, which falls under the DSA Admin and Support pillar. The FSA will be responsible for the above mentioned aspects and also provides support to the Head of Admin, Logistics, Pass and ID.

    Competencies   Core   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 pragmatic problem solver, 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 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  Thematic Area Name Definition Business Direction and 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. 

    Business Development 

    Knowledge Generation 

    • Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. 
    • Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. 
    • Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.  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 customer service strategy. Look for ways to add value beyond clients' immediate requests. 
      • Ability to anticipate client's upcoming needs and concerns.  Business Management Communications
        • Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. 
        • Ability to manage communications internally and externally, through media, social media and other appropriate channels  Business Management Digital Awareness and Literacy
          • Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. 
          • Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trends.   Required Skills and Experience   Education:
            • Secondary education is required. OR
            • A university degree in Security Management,  Business Administration, Public Administration or equivalent field will be given due consideration, but it is not a requirement. Experience:
              • Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of work experience administration, security 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, use of photo camera, specialized printing equipment such as plastic card printers.
              • Prior experience working with the UN system, international NGO, or within an international humanitarian or development setting is desirable but not a requirement. 
              • Relevant experience in issuance of Pass & IDs, administration, or program support.
              • Working knowledge of UN Pass & ID issuing systems 

                Required Language:

                • Fluency in both oral and written communication in English and Arabic is required Disclaimer
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