II. Organizational Context and Scope
Under the overall supervision of the COM and the direct supervision and guidance of the Security Officer, the Local Security assistant will assist in the overall implementation and coordination of security and administrative related services and tasks , to ensure the high quality and accuracy of work within the Security Unit.
The Local Security Assistant promotes a client, quality, and results-oriented approach while performing crucial operations functions. Additionally, the incumbent will also continue to play a major role in the implementation of recommendations stemming from the audit of the IOM Safety & Security function.
The Local Security Assistant works in close collaboration with the other Local Security Assistants within the mission and with the Field Security Officer. He/she keeps professional work relation with other UN agencies staff to exchange information and ensure consistent service delivery.
III. Responsibilities and Accountabilities
Day to day supervision over the security guards deployed at the IOM office entry / exit – vehicle gate points.
Monitoring operation of walk-thru device, CCTVs for effective implementation of all joint security measures perimeter security and access control. Ensure that issued security equipments are functional at all times, report for any damage or deficiency to the FSO.
Reporting any criminal incident or disturbances occurring on the IOM office to the FSO immediately for advice or further action.
Implementation of all new security measures on advice of the FSO.
Unexpected/unidentified visitors are not permitted to enter IOM premises until the IOM staff that the person would like to meet is notified and agrees.
Conduct interior patrols and fire safety observation when required.
Report to the CoM/RFSO any potential or actual preaches of security or unusual activity at the time of duty to IOM office.
Ensure all relevant security information is conveyed properly and accurately to the FSO and the appropriate IOM mission staff members.
Develop a comprehensive working knowledge of the present IOM/UNDSS Memorandum of Understanding, related to the various security protocols stipulated by this agreement.
Assist the FSO in conducting the security assessments, offering appropriate recommendations, design and implement evacuation/emergency plans and drills.
Assist the FSO in the implementation of Staff Security Unit’s (SSU) staff security training, activities and programs.
Establish and update staff files/lists and develop the Warden System for all IOM staff in Libya as advised by the FSO.
Conduct security briefing (including cultural orientation) for new arrivals or TDYers.
Maintain all Logistics records of the mission.
Keep and update an Inventory List and Tracking System of all IOM Staff Security Unit (SSU) assets in IOM Libya and set up/streamline procedures to manage and safeguard all IOM-SSU assets in the office.
Ensure all vehicles registration documents, taxes and stamps are according to the laws and regulations in force in Libya.
Ensure all vehicles are MOSS compliant.
Organize maintenance of all the mission’s vehicles to ensure their readiness for movements/missions all the time. This includes the vehicle inspection on daily and weekly basis. Documentation of the inspection reports and takes the proper action(s) when required.
Monitor fuel usage of all IOM vehicles.
Maintain filing system for each vehicle where copies of purchase invoice, customs exemption, registration insurance and other relevant documents must be kept.
Supervise on a daily basis the operation Head Driver and Drivers. Report any misconduct of IOM Rules and Regulations to the management.
Escort staff on missions according to UNDSS approved MOSS, and keep continued contact with the radio room.
Report to duty if need be during official holidays and after normal working hours to support IOM emergency programs or any other work related issue.
Perform such other duties as assigned by the CoM/FSO.
III. Functions / Key Results Expected
Summary of Key Functions:
Efficient Security Support
Support to the Field Security Officer and when required, the Regional Security Officer
Assets Management and Inventory
Support to Knowledge Building and Knowledge Sharing
Efficient Administrative Support
Conducts research on technical specifications of security equipment required by the Field Security Officer.
Provides security and administrative support to conferences, workshops, retreats and other events, as required.
Organizes the Security Office’s administrative files to ensure consistency and completeness.
Researches and retrieves statistical data from internal and external sources, as required; prepares statistical charts, tables and reports.
Supply and Assets Management
Assists with receiving, inspecting and verification of all incoming equipment, furniture, and supplies, as well as scheduling deliveries to users.
Responsible for maintaining a good order of storage space, safeguard and control of movements of assets to/from storage.
Performs testing and maintenance of security equipment; keeping security equipment in good working order.
Coordinates the semi-annual physical inventory verification exercise by checking the accuracy of records and location of property.
Prepares and makes timely submissions of inventory reports as required.
Oversees disposal of items and accuracy of inventory data in the office as it concerns security equipment.
Maintains and ensures continued accuracy of a log of security assets/items in the IOM office.
Prepares reports in regard to type and volume of procured security equipment.
Coordinates with other IOM concerned departments for the handover of equipment delivered from the Security Office, when required.
Manages the provision of reliable and quality office supplies.
Serves as a focal point for travel matters in the Security Office when required.
Assists in processing requests for visas if need be.
Ensures timely preparation of TAs and security clearances.
Maintenance of Travel Log file and electronic filing of supporting documents.
Support to Knowledge Building and Knowledge Sharing
Provides training to Security Office staff on logistical and operations matters.
Briefing/debriefing of staff members on issues relating to area of work.
Sound contributions to knowledge networks and communities of practice.
IV. Impact of Results
The key results have an impact on the efficiency of the IOM Security Unit.
As a key member of the Security Unit Team contributing towards enhancing the capacity of the Security Office, the results expected from the Local Security Assistant can impact seriously on:
Compliance with extant IOM financial, assets, and travel management protocols/procedures.
Timeliness in assessing and mitigating operational risks and weaknesses to protect the reputation of organization.
Efficiency of Security Office operations.
The objectivity of data used to assess Security Office performance;
The incumbent’s own initiative is decisive in determining the success of results of work and timely finalization of tasks & activities.
VI. Recruitment Qualifications
Secondary education. Successful completion of security related trainings/courses is highly desirable, but is not a requirement. Certification in administration is desirable, but is not a requirement. University Degree in Business or Public Administration is desirable, but it is not a requirement.
4 years of relevant experience in the UN security management system is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Fluency in written and spoken English. Knowledge of another Language is an asset, but is not a requirement.
How to apply:I nterested candidates are invited to submit their updated CV with a cover letter to firstname.lastname@example.org, by 13 June 2018 at the latest, mentioning the reference code and the job title in the subject line. Emails without such indication will not be considered.
Only shortlisted candidates will be contacted
From 28.05.2018 to 10.06.2018
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