Security and Office Manager (m/f)

Description

• Reporting to the Director of HR & Administration, the Security and Office Manager will be responsible for supporting and strengthening PSI security program in Mozambique. He/she will assist in creating Standard Operating Procedures (SOPs) and contingency plans for field programs, while supporting staff and all day-to-day office operations in Maputo, including supervision of Administrative, Reception, and Fleet Control functions. The ideal candidate will have strong administrative experience, strong writing skills, relevant experience in security issues, including travel planning and control, property management, document management and filing systems. International work or extensive international travel experience, in security and/or development, is an advantage

Duties

Safety and Security

Analysis, Planning, and Preparation

• Develop and maintain strong contextual understanding of the areas of operation in consultation with program/field staff, and the senior management team (SMT)
• Develop Security Management Plan using the PSI international template and ensure that PSI facilities are included in the plan and the plan is kept current
• Assist the country office to prepare for major events and critical incidents where safety is concerned
• Conduct safety awareness trainings in accordance with PSI policies and procedures
• Participate in the election of safety focal points, guard services (etc.) and ensure that adequate training is provided
• Advise program/field staff on relations with communities, governments and other stakeholders and advise the SMT and program managers on matters pertaining to those relations that could affect staff and program safety

Procedures and Protocols

• Act as primary administrative contact on all security SOPs and if needed, rapid deployment support to field locations
• Implement and maintain PSI safety protocols, develop/maintain appropriate safety operating procedures and minimum standards as prescribed by the current environment in which programs are being implemented and staff are residing
• Ensure that effective communications are in place and that all staff members are adequately trained to use any equipment included in the communications plans
• Collect security related information from the field offices, including SAT phone testing, emergency contact updates, etc.
• Develop and maintain safety protocols in respect of all aspects of program operations and staff residences and monitor that this area adhered to by staff at all levels, which include but not limited to Travel safety, medical safety, and personal safety
• Collaborate with SMT and program managers to ensure that these agreed minimum standards are adhered to across all field offices
• Ensure that all staff members are aware of noncompliance with agreed safety standards and that obstacles towards maintaining the standards are reported and acted upon by the country SMT

Incident and Crisis Management

• Coordinate with the SMT and program managers and advise them on possible actions in times of crisis or emergency
• Advise the SMT and program managers of events affecting, or which could potentially affect staff safety and cause damage/injury to PSI staff and assets
• Provide the SMT and program managers with updated report on the safety and security situation in the country office and the steps being taken to address them
• Assist with emergency medical evacuation within the country office
• Investigate and follow up safety incidents in which PSI staff are involved

Capacity Building

• Improve overall organizational capacity in safety, security and crisis management in conjunction with the Director of HR & Administration
• Build capacity through training, coaching, and mentoring of national staff and assist and provide guidance to the key staff responsible for safety in their areas of operation such as field managers or program staff
• Build the capacity of security focal points, ensure that office and other facility/house guards are trained, and their performance monitored

Advice and Report

• Brief the SMT and program managers on the safety and security developments within their areas of operations
• Brief new staff on safety protocols and orientation of the organization’s safety and security SOP’s policies and protocols
• Provide reports for the country office on a regular basis and ensure that such reports are completed in line with PSI International requirements
• Provide feedback to the SMT on progress in respect of safety and security actions and initiatives
• Provide technical advice to country office with regard to staff safety and security

Office Management

• Organize reception area and activities, public appearance and image, supervise and coordinate task assignment for support staff (office assistants, drivers, etc.)
• Oversee fleet control and related staff, ensuring compliance with applicable rules and regulations, and that service delivery is prompt, effective, and of high quality
• Oversee travel coordination, travel agency liaison, flight booking, advice on all travel policies and procedures, and oversee per diem policies and procedures
• Manage network of pre-approved accommodation providers, make accommodation arrangements for staff & visitors, coordinate airport pick-up and drop-off as needed
• Organize and coordinate booking of venues, background equipment and materials, catering, and minutes for internal & external events as needed
• Oversee all incoming and outgoing mail (including dispatch or receipt of national and international shipment by DHL, Sky Net, etc.)
• Oversee handling of all incoming and outgoing telephone calls, maintain telephone systems, and provide support to field offices in phone etiquette and best practices
• Ensure support in landlord liaison, property and insurance management, and maintain electronic and physical files as needed
• Oversee and enforce document management (including standard forms and templates) according to internal policies and procedures
• Manage the procurement of business cards, translation services, office items, and other small products and services within pre-defined terms and conditions from pre-qualified vendors
• Maintain all relevant protocols, procedures and policies for administration area, and handle requests from field offices within established authority levels
• Monitor performance and provide regular feedback to supervisees and document corrective actions, including regular mentoring and coaching

Requisites

• Bachelor´s degree in Business Administration, International Relations or any field related to humanitarian work
• Advanced training or certification in safety and security preferred
• Over five years of experience in managing security and office operations in international NGOs, especially in developing countries
• Experience working in a (high-risk) humanitarian environment, preferably with an NGO or UN organization
• In depth knowledge of the development of security policies and procedures consistent with operations in a high-risk environment
• High standard of computer literacy (ability to use MS Office and other relevant reporting software) and an excellent knowledge of security information related liaison and analysis
• Familiar with national and international safety and security policies for workplaces Extensive knowledge of security protocols and emergency preparedness
• Ability to work independently and collaboratively as part of a team in a flexible and dynamic environment, including with a variety of audiences
• Ability and willingness to travel, including travel to hostile environments
• Ability to think under pressure and to make decisions as fast as situation requires
• Excellent communication skills with an ability to deliver key messages in a succinct and timely manner, and a high sense of discretion and integrity when dealing with sensitive information
• Ability to provide instructions and communicate clearly and concisely both orally and in writing using technologies such as webinars and PPTs
• Strong attention to detail and ability to multitask as well as resolve conflicts
• Fluency or strong working knowledge of oral and written Portuguese and English
• Ability to analyze issues, identify solutions, and take action to implement them
• Client service orientation and willingness to do whatever it takes to get the job done
• Availability to travel frequently

Notes

• Only shortlisted applicants will be contacted