Job Summary
Job Summary
The Security Assistant supports the United Nations Security and Safety Service (SSS) by providing front-office, access control, visitor management, conference support and administrative services.
The position contributes to the smooth operation of security-related functions, including visitor registration, issuance of access badges, conference participant management, records maintenance and administrative support.
The role operates under the overall supervision of the Chief of Security and Deputy Chief of Security, and the direct supervision of the Team Leader Pavilion.Key ResponsibilitiesVisitor Management and Access Control
Key Responsibilities
Visitor Management and Access Control
Register and direct visitors, delegates and conference participants.
Issue, recover and process visitor badges and access passes.
Manage late bookings and assist visitors not appearing on approved booking lists.
Maintain records of barred or restricted persons.
Ensure visitors attending after-hours meetings are appropriately escorted.
Screen and verify identity and supporting documentation for access card requests in accordance with established Standard Operating Procedures (SOPs).Administrative and Office Support
Administrative and Office Support
Provide general office support services to ensure efficient operations.
Receive and route phone calls, visitors, inquiries and correspondence.
Draft routine correspondence and responses to information requests.
Maintain schedules, calendars and appointment records.
Track follow-up actions and ensure timely communication of relevant information.
Organize and maintain physical and electronic filing systems.Conference and Meeting Support
Conference and Meeting Support
Provide administrative, secretarial and logistical support for meetings, conferences, boards and committees.
Assist in preparation of meeting materials and presentations.
Support conference registration and participant management processes.Document and Records Management
Document and Records Management
Maintain records, databases and documentation related to visitor access and security operations.
Prepare reports, tables, charts and routine documentation using standard software applications.
Proofread documents for completeness, grammatical accuracy and formatting consistency.
Maintain photo databases and access-card records.Data Management and Reporting
Data Management and Reporting
Perform data entry, extraction and reporting activities.
Generate daily operational reports and statistical information.
Support updating of web pages, brochures and other information materials.
Assist with data analysis and reporting activities.Equipment and Operational Support
Equipment and Operational Support
Operate office equipment including photocopiers, scanners, printers and related devices.
Monitor equipment functionality and report maintenance requirements.
Support delivery of urgent mail, messages and (adsbygoogle=window.adsbygoogle||[]).push({});documentation.
Perform other duties as assigned.CompetenciesProfessionalism
Competencies
Professionalism
Knowledge of office administration, visitor management and conference support operations.
Understanding of document management and security-related administrative procedures.
Ability to organize, interpret and present information effectively.
Strong attention to detail and commitment to quality service delivery.Communication
Communication
Strong verbal and written communication skills.
Ability to communicate clearly and professionally with diverse stakeholders.
Ability to respond appropriately to inquiries and provide information effectively.Teamwork
Teamwork
Ability to work collaboratively in a multicultural environment.
Strong interpersonal skills and commitment to shared organizational goals.
Willingness to support colleagues and contribute to team success.Education
Education
Completion of High School Diploma or equivalent is required.
Supplementary training relevant to administration, conference support or security services is desirable.Experience
Experience
Minimum three (3) years of relevant experience in conference support, meetings management, security operations, library services or related administrative functions.
Candidates possessing a first-level university degree require only one (1) year of relevant experience.
Experience working with United Nations or international organization conference and meeting procedures is desirable.
One (1) year or more of experience in data analytics or related fields is desirable.Languages
Languages
Fluency in English is required.
Fluency in Kiswahili is required.
English and French are the working languages of the United Nations Secretariat.Key Skills
Key Skills
Visitor and access control management.
Conference and meeting support.
Administrative and records management.
Data entry and reporting.
Document preparation and proofreading.
Customer service and stakeholder engagement.