Field Security Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.

Main Purpose

The Field Security Assistant performs a variety of routine supportive activities and functions, contributing to the smooth and efficient work of the unit.

Supervision Received/Exercised

The Field Security Assistant reports to the Field Security Officer (Coordinator) under the overall guidance of the Chief, Security Service.
He/she acts independently in routine matters and consults with supervisor(s) on new and/or more complex issues and procedures. Supervision received provides technical and procedural guidance to ensure compliance with United Nations Security Management System (UNSMS) and FAO Security Management policies.

Working Relationships

The Field Security Assistant interacts with a variety of colleagues within the work unit and with the decentralized offices. Interactions refer to the exchange of routine information related to their functions.

Key Functions/Results

•    Support the processes of monitoring SRM (Security Risk Management – MOSS) and RSM (Residential Security Measures) compliance by obtaining, retrieving, entering, structuring and updating the relevant data. Process and forward for approval all requests for SRM and RSM payments as well as requests for Security contracts from decentralized offices.
•    Assist with processes which ensure availability of security equipment and services for Field Offices.
•    Assist Field Security Coordinator with security training activities.
•    Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation.
•    Receive, screen and direct telephone calls and visitors; respond to routine decentralized offices’ enquiries and/or refer to appropriate contacts /units.
•    Set up and maintain office files and reference systems according to standard procedures.
•    Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems.
•    Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities.
•    Assist with arranging for travels: organize transport, logistics, accommodation, documents.
•    Ensure within FAO Country Office Information Network (COIN) that all SRM, RSM compliance data is up-to-date.
•    Perform other duties as required.

Impact Of Work

The Field Security Assistant participates as part of a team in the management of decentralized offices’ security related issues. Actions reflect on the immediate and wider work unit.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education
Experience: Two years of relevant experience in office support work
Languages: Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish)
IT Skills: Knowledge of the MS Office applications, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical Skills

•    Knowledge of communication and documentation standards
•    Knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies

Desirable Qualifications And Skills

•    Knowledge of FAO’s organizational structure.
•    Working knowledge (proficient – level C) of another FAO language (Arabic, Chinese, French, Russian, Spanish).
•    Experience in travel/logistic arrangements and field activities.
•    Experience in the organization of meetings, including knowledge of virtual meeting tools.
•    Experience in handling large-scale email dispatches and follow-up communications.
•    Good editing skills on short texts, such as emails, letters and memoranda.
•    Good operations security (OPSEC) skills (i.e. classification and protection of data and information.)