The UNDP Security Office within its security support functions is responsible for the management and provision of advisory support related to financial resources planning for security, delivery tracking processes and reporting, air travel safety, and provision of administrative support services that cover budget/finance management of security resources, assets management, oversight of security equipment/services procurement, and logistics. These efforts contribute to the Security Office becoming more effective and efficient in applying its resources, in light of UNDP's objective in attaining and maintaining security compliance as per the targets set in the Annual Work Plan.
Under the overall guidance of the Director, Security Office (SO), and the direct supervision of the Senior Management Specialist, the Security Management Specialist ensures the provision of security support services to external (including UNDSS) and internal clients of the Security Office, ensuring effective and transparent financial management (including cost recovery), security assets management and logistical services consistent with UNDP rules and regulations. The incumbent will be Alternate UNDP Air Travel Safety Focal Point thus backstopping the Senior Management Specialist in the air travel safety management thus mitigating the risk of air travel for UNDP staff. the incumbent will maintain and strengthen a close collaboration with the security sections of UN partner agencies, funds, and programmes to ensure coordinated approaches and solution exchanges in areas impacting system-wide security management. The Security Management Specialist will provide dedicated support by working in close collaboration with the Security Office staff in HQ and in the field, UNDP Country Offices, Country Office Security Focal Points.
1) As a member of the SO management team, ensures the strategic direction of operations focusing on achievement of the following results:
- In full compliance with UNDP rules, regulations, and policies, implements effective internal controls to ensure proper utilization of security resources;
- Contributes to the content of internal Standard Operating Procedures including SOPs for the utilization of the UN Mandated Security Measures;
- Liaises with OIMT and Security Office staff on upgrades and testing changes to the platforms used by UNDP Country Offices for submitting funding and MOSS compliance requests;
- Managing and maintaining security compliance database and lead the annual security compliance survey, analysis, and reporting to senior management
- Collecting the data, provision of comparative analysis of MOSS compliance and revealing the trends of improvements or deterioration
- Ensures annual asset management certification for Security Office, management of physical reconciliation of assets in Security Office and in field offices.
- Provision of inputs into the operational policy review
- Backstopping the Senior Management Specialist in their absence.
2) Ensures effective and accurate financial resources management focusing on achievement of the following results:
- Proper planning, expenditure tracking and audit of financial resources in accordance with UNDP rules and regulations.
- Prepares reports and conduct regular analysis to reveal issues for correction and follow up on resources allotted for UN Mandated Security Measures, thus ensuring that all corrective actions are recorded in Atlas in a timely manner;
- Monitors Project Delivery Reports, ensuring that funds are utilized as planned and projects are closed within normal schedules allowed to their completion and financial closing. Ensures that project payments are processed, and expenditures are within approved budgets;
- Monitors financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained.
- Elaborates proposals and implements cost saving and reduction strategies in consultations with office management;
- Negotiates and implements cost sharing agreements and follows up with parties in the agreement;
- Follows up on cost recovery with country offices to ensure recovery of UNDP resources by country offices in case of cost-sharing with other UN Agencies;
- Establishment of collaborate arrangements with potential partners, a Client Relationship Management system for appropriate operational partnership arrangements
- Performs Manager Level 1 role in Atlas and Level 1 Approver for T&E Module.
- Monitors the Security Office Dashboard, ensures accuracy of data and follows up on cost recovery for the services provided by the Security Office.
- Backstops the Management Specialist (UNDSS) assigned to coordinate the administration of the UNDSS field operations in their absence
3) Ensures strategic human resources management focusing on achievement of the following results:
- Liaises with CRU on the SURGE applications and endorsement of security staff for SURGE assignments;
- Ensures rapid deployment of security surge specialists to address emergency requirements
- Keeps the roster of security professionals available for immediate deployment; Preparation of contracts, follow up on certification and payments, and performance appraisals
- Maintains records of the pre-stocked security equipment and its dispatch to crisis events
4) Ensures effective logistics management for security equipment and services:
- Liaising with PSU and provision of inputs into standardization of security equipment, assisting in exercising oversight over specification of the procured security equipment and services;
- Interaction with relevant partners on development of adequate specifications for security goods and services in line with the UNDP procurement rules and procedures as well as review and adjustment as necessary;
- Advising UNDP Country Offices on procedures for disposal of sensitive security equipment;
- Concluding agreements with the UN Humanitarian Depots, coordination of regional distribution of pre-stocked assets approved as in-kind contributions for UN Mandated Security Measures, control of the stock maintenance, and certification of security assets;
- Overall management and control of expendable and non-expendable UNDP assets both in HQ and in the field, administering disposal of assets and subsequent replenishing of inventory; administering and executing processes to ensure accuracy of reports.
5) Acts as the Alternate UNDP Air Travel Focal Point:
- Performs assessments of airlines restricted for mission travel;
- Liaises with the UNDSS Commercial Air Travel Safety Unit, compiles available information on acceptable levels of risk for the use of scheduled commercial airlines;
- Prepares UNDP Booking List of air operators to be used for travel by UNDP personnel;
- Clears compliance of charter agreements to the standards as it relates to safety issues
- Provides advice to line managers of staff travelling on commercial passenger air transport for official mission, and
- Compiles and analyzes statistical data from diverse sources, presents findings, identifying adverse trends, lessons learned.
- Master’s degree in Business Administration, Finance, Accounting, or other relevant discipline is required.
- Training or certification in air safety management systems or operational risk management is highly desirable
- 5 years of progressively responsible operational experience is required at the national or international level.
- Experience with provision of security services and coordination with other UN Agencies is highly desirable.
- Fluency in written and spoken English is required. Knowledge of another UN language is an asset.
- Knowledge of security equipment (communication equipment, solar equipment, armored vehicles, etc.), and experience with coordination of surge assistance
- Experience in Atlas and the usage of computers and office software packages and advanced knowledge of spreadsheet and database packages is required.
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Contract Duration: 1 Year with possibility for extension