Position Summary
The Guard is responsible for maintaining the safety and security of VDO offices, compounds, staff, visitors, vehicles and organizational assets. The position is responsible for access control, visitor registration, routine security checks, monitoring of the premises, protection of VDO property and immediate reporting of security or safety concerns.
The Guard is expected to remain alert, disciplined, professional, respectful and confidential at all times and to comply with instructions from the Security Officer and authorized management.
1. Key Duties and Responsibilities
A. Access and Visitor Control
- Control entry and exit to VDO offices and compounds.
- Verify staff, visitors, suppliers and other persons before allowing access.
- Maintain an accurate Visitor Logbook.
- Ensure visitors follow VDO visitor and access procedures.
- Prevent unauthorized persons from entering VDO premises or restricted areas.
- Refer unclear or sensitive access matters to the Security Officer or supervisor.
- Maintain appropriate control of gates, doors, keys and other assigned access points.
B. Premises and Asset Security
- Monitor VDO offices, compounds, parking areas and surrounding premises.
- Conduct routine patrols and security checks during assigned shifts.
- Check gates, doors, windows, boundary areas and other security points.
- Monitor suspicious persons, vehicles or activities around VDO premises and report concerns promptly.
- Protect VDO property, equipment and vehicles against theft, damage or unauthorized removal.
- Ensure organizational assets are not removed from the premises without appropriate authorization.
- Monitor CCTV, alarms or other security systems where installed.
C. Staff and Vehicle Movement
- Support the safe entry and exit of staff and authorized visitors.
- Record vehicle entry and exit where required.
- Keep gates, entrances and emergency access routes clear.
- Maintain confidentiality regarding staff movements and schedules.
- Give particular attention to the confidentiality and safety of women staff, international staff and visitors.
- Immediately report unusual or potentially unsafe conditions to the Security Officer.
D. Daily Safety and Security Checks
The Guard shall regularly check:
- Main gates and entrances;
- Doors and windows;
- Boundary walls/fences;
- Office and compound lighting;
- Parking areas;
- Emergency exits;
- Fire extinguishers;
- Generator and fuel areas;
- CCTV/alarm systems, where available; and
- other designated security points.
Any damage, malfunction, suspicious condition or safety hazard must be reported promptly.
E. Incident and Emergency Response
- Immediately report security incidents, suspicious activity, fire, accidents or emergencies.
- Follow VDO's emergency communication and escalation procedures.
- Support staff and visitors during emergency evacuation when instructed.
- Know the location and basic use of fire extinguishers, first-aid kits and emergency exits.
- Maintain an accurate Security/Occurrence Logbook.
- Record relevant incidents and observations during each shift.
- Follow instructions from the Security Officer during security incidents.
- Avoid unnecessarily exposing themselves, staff or visitors to danger.
F. Shift and Handover Management
- Report to duty punctually according to the approved security roster.
- Remain at the assigned duty post until properly relieved.
- Never leave or abandon the security post without authorization.
- Conduct proper handover to the incoming Guard.
- Inform the incoming Guard of incidents, expected visitors, outstanding concerns and management instructions.
- Hand over keys, communication equipment and other assigned items appropriately.
- Work day, night, weekend or public-holiday shifts according to the approved roster.
G. Professional Conduct
The Guard shall:
- Maintain a professional, respectful and courteous attitude.
- Treat staff, visitors, beneficiaries and community members with dignity and respect.
- Maintain appropriate professional conduct toward women staff and visitors.
- Maintain strict confidentiality concerning VDO operations, staff, visitors and security arrangements.
- Not disclose staff movements, schedules or security information to unauthorized persons.
- Remain alert and not sleep while on duty.
- Not use alcohol, drugs or intoxicating substances while on duty.
- Not allow unauthorized persons to remain at the guard/security post.
- Not request or accept unauthorized money, gifts or favours in exchange for access or services.
- Follow VDO's Code of Conduct, Safeguarding and PSEAH requirements.
2. International Staff Escort and Movement Support
- Accompany and escort VDO international staff and visitors during authorized movements to meetings, partner offices, UN agencies, donor meetings, project sites and other external locations, as assigned.
- Support the safe movement of international staff between the VDO office, accommodation, meeting venues and other approved destinations.
- Remain attentive to the surrounding environment during movements and immediately report unusual activities, security concerns or changes in conditions.
- Coordinate with the Security Officer and Driver and follow approved movement plans, routes, timings, check-in procedures and security instructions.
- Where assigned, conduct a basic visual check of entrances and surroundings upon arrival and support safe entry and departure of international staff.
- Remain available at or near the meeting/location when instructed and maintain communication with the Security Officer or designated VDO focal point.
- Maintain strict confidentiality regarding international staff movements, accommodation, meeting schedules, routes and locations and never share such information with unauthorized persons.
- Support international staff in following VDO security procedures while maintaining a professional, discreet and respectful presence.
- In the event of a security concern during movement, follow VDO's established security procedures and instructions from the Security Officer, prioritizing safe movement away from the immediate risk rather than confrontation.
- Immediately report any security incident, suspicious observation, movement delay or other concern affecting international staff to the Security Officer or authorized supervisor.
