Under the overall guidance of the
Senior Security Advisor, the Protocol/ Movcon Associate will be responsible for
the following duties:
Ensure effective and efficient
provision of administrative support services, focusing on achievement of the
following duties:
Assessment and monitoring of the office
workflow to ensure that timely administrative support is provided for the
smooth operation of the office.
Protocol/ Movcon:
·
Prepare all
the official letters of UNOPS – Jordan/ Iraq Offices and printout all MoFA
Forms related
to; (Residency, customs, Taxes, Vehicle’s registrations, Airport
VIP – Launch, etc).
·
Acting as
focal point between UNOPS and Jordanian Governmental Departments, Ministries,
Embassies, etc.
·
Make sure
that residencies in Jordan for International staff and their dependents are
up-to-date and
valid.
·
Responsible
of UNOPS Operational Hub in obtaining official and personal visas from the
Embassies in Jordan.
·
Facilitating
the vehicles registration through MoFA and Customs.
·
Obtain all
required tax exemption letters from MoFA and customs required for the
procurement of
items for the office in Amman and Iraq.
·
Making sure
that all the correspondences of the protocol section are being archived
properly;
·
Responsible
of preparing UNOPS official letters and the Personal Information Table to the
Jordanian authorities (CMC) concerning obtaining Visas for all UNOPS invitees
and follow up with
the approvals.
·
Handling the
issuance of UNOPS official letters to the Airport Authorities regarding
facilitating/
easing the entry of the Iraqi Official while in QAIA and
facilitating granting them authorization to
have entry to QAIA.
·
Prepare
official letters to the Iraqi Embassy in Amman for all issues related to events
organization
and invitations for Iraqi VIPs as well as facilitating the visa
requests for the Jordan/ Iraq UNOPS -
Staff and UNOPS - Consultants.
·
Custom
clearance to all UNOPS imported equipment.
·
Assist UNOPS
personnel in obtaining official visas for related official missions.
·
Provide
support to Officials who attend events with UNOPS in obtaining official visas
for related
official missions.
·
Liaise with
Procurement in any issues related to dealing with customs and customs
clearance.
·
Act as the
focal point, in coordination with the HR/Admin section, for all issues related
to UN LP
issuance and extensions in order to make sure that the residencies are
extended in parallel as well.
·
Coordination and supervision of shipments and customs clearance, travel,
events management,
administrative surveys, transportation services and
insurance, space management, procurement of
supplies.
· Support with protocol matters, registration of staff,
coordination with local authorities, on space
and other administrative matters
Fleet Management
·
Provide
guidelines, instructions, and support to Drivers in accordance with the
established
procedures.
·
Oversee the
repair and maintenance operation for all UNOPS vehicles
·
Coordinate
vehicle concerns and issues with Senior Security Advisor.
·
Develop/run/analyze
productivity and operational reports.
·
Review/process
purchase requisitions for parts and supplies; review vendor bid responses for
tools,
equipment, parts and services.
·
Identify/coordinate
training needs for driver employees.
·
Track fleet
usage and maintain accurate inventory of equipment.
·
Ensure the
maintenance records for fleet are accurate and up-to-date.
·
Addresses
and updates triggers, system events and car history.
·
Evaluates
car condition, and escalates issues, as needed.
Travel Management:
·
Assist in
the Administrative arrangements (e.g. logistics) for conferences, missions,
fellowships and
study tours.
·
Help in
administration of ticketing procurement, financial and routine administration
aspects of
service delivery.
·
Assist in
the coordination with HR in processing Travel Authorizations (TA’s) and
associated,
booking, issuance, and regular maintenance of tickets according to
established travel procedures.
·
Familiarity
of UN/ UNOPS travel policy and staff entitlements for official travel.
·
Assist in
Processing of Purchase Orders (POs); performance of reconciliation activities
on purchase
orders such as close and cancel POs. Inquiries on PO.
·
Assist in
the Entry process of receipt information such as distributions, rejects, and
cancellation;
inspection of receipts according to inspection instructions;
creation of receipts of invoice payments.
·
Review of travel authorizations, documentation, payments
Security Associate
Under
the supervision of senior security advisor, candidate must:
·
Supervise
the security guards team.
·
Ensure that
the security guards are implementing the recommendations of UNDSS related to
MOSS
compliance with respect to the offices.
·
Ensure that
the guards team is maintaining the daily, weekly and monthly log books.
·
Check the
guards daily report and act accordingly.
·
Prepare the
weekly duty roster for the guards.
·
Maintain an
updated staff list.
·
Carry out
some on Job training for the security guards.
·
Insure that
all guards have received the required security trainings.
·
Keep and
maintain all security assets.
·
Working in
close association with DSS and disseminate all security information/advisories
to the
agency staff.
·
Reporting
security related incidents and information from staff to the senior security
advisor.
·
Attend
periodic meeting with DSS and follow up the decisions taken.
·
Liaising
with UNDSS in preparing the building evacuation plan and conducting its
periodic rehearsal
·
Prepare,
submit and follow-up all security clearance/visa requests for all official who
attend events
in coordination with UNOPS Office in Jordan.
·
Prepare and
submit mission request for UNOPS personnel located in Iraq.
·
Act as
alternate security focal point in UNOPS hub office.
·
Undertake
other tasks as necessary, as assigned by the UNOPS Senior Security Advisor.
·
Support the
supervisor with the implementation of Minimum Operational Security Standards
(MOSS), offices safety and preparedness.
·
Provides
general admin assistance to the Supervisor.
·
Attend
security cell meeting on behalf of the senior security advisor.
Event management
·
Assist
in the process of selecting and booking the venue and managing all logistical
aspects of the
venue;
·
Liaise
with stand holders and coordinate the participation to the event (stands,
participation fee, etc);
·
Assist
in managing the holding of the conference;
·
Assist
in renting all additional equipment requirement for the holding of the event;
·
Ability
to be present at all major issues that might happen in the event.
·
Assist
in the making the final decisions on stand setup, location, vehicles to be
displayed, and overall
management of event on a daily basis.
·
Reports
any issues arising for day-to-day matters to a higher staff as soon as
possible.
·
Facilitate
arrangements for visas for participants.
·
Protocol
arrangements for VIPs, including arrival and departure at airport with the
relevant Ministry.