Job Opening

Posting Title: Team Assistant (Pass and Identification Unit), G4
Job Code Title: TEAM ASSISTANT
Department/Office: Department of Safety and Security
Duty Station: NEW YORK
Posting Period: 20 September 2021 - 19 October 2021
Job Opening Number: 21-Administration-DSS-163978-R-New York (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions.

This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place.

For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/

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 security programmes and activities of the United Nations System. The Security and Safety Service (SSS) is responsible for providing security to delegates, staff, visiting dignitaries and other visitors.

This post is located in the Special Operations Section, in the Pass and Identification Unit (PIDU). The incumbent of this post will report directly to the Supervisor of the Pass and ID Unit under the overall direction of the Deputy Chief of Security.

Responsibilities

The incumbent will be responsible for the following duties:

1. Validates application requests, and makes determination regarding the type of grounds passes to be issued by:
- reviewing all documentation provided by applicants for UN ID cards to ensure validity;
- verifying the identity of the applicant by reviewing a photo ID such as a passport or driver’s license;
- ensuring that all applications are signed by an authorized signatory included in the Unit’s Master List of Authorized Signatories for the UN grounds pass, and ensuring that the signature on the request or the memorandum letter corresponds with the signature on file;
- using appropriate databases to confirm identity of each applicant and validity of the requests based on the requester type (e.g. ECOSOC NGO, DPI NGO, Media, Delegates, etc.);
- determining the validity of the photo ID presented;
- determining what category and level of access to be provided based on applicable guidelines and policies, and relevant Standard Operating Procedures;
- applying Standard Operating Procedures regarding 58 different types of badges and temporary passes;
- determining the specific badge template to be used and data required to be properly displayed on the ID card;
- safeguarding and handling all personal information of clients with confidentiality and utmost care.

2. Uses CCURE 9000 Badging System and other related components for accurate issuance of UN grounds passes that would allow access to the United Nations Headquarters for a wide range of clients by:
- actively applying operational knowledge and trouble shooting skills to utilize complex functionality of CCURE Badging System;
- operating badging printers, VALCam USB Zoom Badging Camera PVS cards, smart cards, and printer ribbons;
- troubleshooting and resolving minor malfunctions involving computers and printers utilized in the CCURE smart card system, or reporting more significant malfunction events to the Officer-in-Charge or Technical Support Officer;
- searching and retrieving information on applicants;-taking and storing photographs for Delegation and Mission staff and UN Secretariat staff in the Personnel records for use on access card badges;
- encoding lock and clearance information.

3. Provides support for special events in coordination with Special Events Planning Unit by:
- importing lists of event attendees into visitor monitoring system;
- producing and printing out temporary ID cards and special even passes;
- activating/deactivating temporary badges in visitor monitoring system;
- distributing batch grounds passes and temporary passes.

4. Advises clients regarding procedures and needed documents by:
- responding to telephone and email inquiries from staff and general public;
- interfacing with permanent missions, UN Agencies and UN Departments;
- establishing continuous relationships with Ambassador’s, ASGs and USGs, Executive Officers and Department Heads, and understanding the functions of their offices to determine accurate access r requirements for ID card requests.

5. Provides office support and administrative functions to the Unit by:
- maintaining files (both paper and electronic); -producing monthly reports;
- maintaining barred persons log and insures database is updated to reflect barred status.

6. Upon request by the Supervisor of the Unit, and on as required basis, provides guidance to less experienced staff on general office processes and procedures and computer applications by:
- providing on-the-job training and guidance to new badging operators;
- familiarizing new operators with Standard Operating Procedures;
- solving minor badging problems such as determining proper country titles and abbreviations, and agency acronyms.

7. Assists the Special Services and Special Investigations Unit by providing information, photos and dossiers (a collection of information relating to a particular person) on UN pass holders.

Other Requirements:
Mental and physical stamina to adequately meet the routine processing of up to 250 – 350 individuals per day. This often requires continuous data processing for 3 – 4 hours at a time without a break. The work requires standing for long periods of time. Hours are extended during the General Debate (two weeks per year) and any Special Sessions of the GA.

Competencies

• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures as they relate to grounds pass request procedures. Excellent problem solving skills and good understanding of the functions of Pass and ID Unit. Must be able to multi-task under high pressure conditions and maintain a high level of courtesy and efficiency while servicing clients. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Provides an environment in which others can talk and act without fear of repercussion; places confidence in and builds trust with colleagues, staff members and stakeholders.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Work Experience

• A minimum of three years of experience in the field of general administration, office support, or related area is required. Please describe how you meet this requirement.
• Experience with practical application of grounds pass request procedures is desirable.
• Experience using a security management system, such as CCURE 9000 or similar, for badging purposes is desirable.
• Experience in an international setting is desirable.
• Experience with MS Office is also desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.

Assessment

• Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

• The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. The United Nations Department of Safety and Security (UNDSS) is taking efforts to improve gender parity, including full implementation of the UN-wide, and Departmental Gender Strategies. We are committed to providing an inclusive culture and exciting opportunities for women in the security and operations field.

• At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

• Applying to this job opening carries an expectation to accept the offer, if selected. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. An impeccable record for integrity and professional ethical standards is essential.

• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

• Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

• The selection process for this job opening will be conducted pursuant to ST/AI/2010/3 on the "Staff Selection System" and include the compliance review process by a review body described in staff rule 4.15.

• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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