مطلوب مسؤول ادارة و الامن لدى NGO

Job Location:

Halba with regular travels to Concern’s other operational bases

Job Purpose:

The incumbent will be responsible for managing the Administration and Security functions for all Concern offices in Lebanon.

Main duties & Responsibilities:

Facilities Management

• Managing leases, negotiating on renewal, renewal in advance of expiry, submitting rent payments at least 4 weeks in advance of due date, including for Safe Spaces.
• Managing the set-up and exiting of new properties, including inventory management and handing-over with landlords
• Follow-up on the lease contracts preparation with the legal advisor and keep the lease agreements’ tracker up-to-date
• Scheduling repairs and maintenance by property, with engagement with landlords when necessary and implement a proper handing-over upon completion and report any unfinished works or unsatisfactory job
• Meeting landlords to resolve recurring problems
• Track utility utilisation by property to identify any anomalies
• Ensuring that supplies are always available in International staff houses
• Fill Supply Requests (SRs) based on the approved needs for offices and International staff apartments.
• Document, keep track and follow-up on SRs completion.
• Management of office supplies e.g. water, stationery, cleaning materials. Submit payment for utilities
• Preparation of Payment Requests for Admin related purchases, lease or services as per the applied procedure and deliver to Finance
• Follow-up on the settlement of payments and give feedback to the concerned supplier, service provider or property owner.
• Ensuring that the office is kept clean and tidy
• Maintaining an inventory of all Concern funded items
• Submitting request for renewal of various goods and building insurances annually
• Managing the daily organisation of offices (desk, chairs, office allocation)
• Carry out market assessments for CWW offices stores and international staff accommodation.
• Ensure every accommodation is well equipped/furnished and meets standards of quality.
• Ensure the best value for money.

Visitors

• Issuing Letters of Invitations for visitors.
• Ensuring that hotel accommodation is booked and airport pick-up and drop-off scheduled, and that a sim card is assigned to them.
• Sharing Weekly movement with HQ.

Administration

• Maintaining soft and hard copy records for Administration.
• Contribute to the development, review, dissemination and implementation of Administration policies and procedures.
• Carry out monthly stock count for administration mini-stores.
• Prepare monthly payment for corporate plan and paying the call and internet bundle fees for all CWW employees.
• Keep tracker for the phone numbers and sim cards held by CWW employees.
• Follow up on the supply request and ending date of the corporate plan contract.
• Keep track for phone inventories of CWW.

Partnership Support

• Support the Partnership Manager, Project Manager or Areas Coordinator (as appropriate) with the identification of potential strategic local partnerships that align with the Organisation Partnership Strategy and the Country mission’s objectives.
• Support the programme team with conducting assessments on prospective partners to evaluate compatibility and potential benefits, using the Concern Integrated Local Partner Assessment Tool (CILPAT).
• Support the programme team with developing and further strengthening the administration and security management practices, apparatus and standard operating procedures (SOPs)
• Support the finance, system and audit team (as appropriate) with the identification of potential risks associated with partners’ administration and security management practices. The support will also involve putting in place corrective and mitigation measures.
• As/when needed, conduct security review/ mini-audit of partners’ security procedures and processes. This function will have to be performed only for active partners with specific TORs & mandate from the System Director and/ or HQs as appropriate.
• Support the finance and programme team (Partnership Manager, PM or AC), with the elaboration of partnership agreements as well as its effective management.
• To be serving as Security Focal Person between Concern and partners.
• Provide guidance, information and support to Partners support Teams for effective department processes.
• Continuously review and assess partner’s processes, seeking opportunities for enhancement and optimisation.
• Based on the opportunities for enhancement and optimisation, plan and implement capacity improvement.
• Ensure compliance with support standards within all partnerships.
• Cultivate and maintain relationships with existing and new partners, serving as the primary Administration & Security Focal Point for Concern.

People management

• Line manage the cleaners and the guards.
• Carrying out PDRs for staff.
• Coaching and mentoring staff.
• Identifying gaps and taking appropriate action to fill resource gaps.

Security management

• Convene & Chair Security Focal Group meetings – both regular and ad hoc following serious incidents.
• Ensure written minutes of SFG meetings are finalised and circulated among relevant colleagues.
• Advise the SD in his/her role as national SFP and the CD on security matters arising from SFG meetings and from regular contextual analysis.
• Ensure that security incidents are monitored / reported in real-time and subsequently recorded in Concern’s Security Incident Reporting Tool (SIRT).
• Carry out security and safety audits of Concern’s offices, residences, warehouses etc. to ensure they are kept secure, safe, clean and hygienic at all times.
• Carry out security inductions for all new staff.
• Monitor all Concern road movements between offices and field locations.
• Advise the CMT of security challenges affecting project implementation and propose solutions.
• Ensure office and expat accommodation undergo security assessments and are secure/safe.
• Facilitate staff movements during lockdowns/roads blocks, …

Health & Safety

• Ensuring the office has a fully stocked and in-date first aid kit.
• Track usage of items from the first aid kit.
• Keeping fire and earthquake procedures up to date.
• Ensuring that fire extinguishers are serviced and refilled on a rotational basis.
• Holding regular fire drills.
• Ensuring all relevant certificates are up to date.

Responding to Emergencies

• Participate and contribute, as necessary, towards Concern’s Emergency Response
• Comply with Concern’s health, safety and security guidelines during emergencies

Code of Conduct and Associated Policies

• To contribute to establishing preventative measures to reduce the potential for abuse in Concern program
• To support and promote the standards outlined in the CoC and associated policies to their team, partner organisations, and beneficiaries, and be committed to providing a safe working environment.

Other Support

In addition to the duties and responsibilities mentioned above, the Administration & Security Officer may be required to :

• Support in green team report and green team initiative actions and plan
• Support in Carbon Audit report
• Temporarily change location according to program requirements, to provide coverage when needed or for base support.
• Participate in organised training and workshops identified by the line manager.
• Participate in Concern’s emergency humanitarian response as requested by line manager.
• Follow all current or future policies, procedures and guidelines put in place by Concern and ensure that all team members do the same.
• Carry out any other relevant and reasonable duties as requested by the line manager

Person specification:

Educational Requirement:

• Degree in Business Administration or other related discipline (Logistics, Administration, Facilities Management…)

Experience Requirement:

• 2-3 years of relevant working experience at NGO
• Proven premises management experience
• Proven security management experience and knowledge of security approaches for INGO’s
• Stock tracking & management experience
• Involved in procurement
• Safety experience
• Experience with budgeting & budget monitoring
• Team management experience

Skills:

• Fluent English & Arabic languages
• Excellent interpersonal and communication skills.
• Confidential, of integrity and ability to handle sensitive situations
• Excellent writing and oral skills in English and Arabic.
• Proficiency in computer applications
• Prioritises, reviews priorities and manages multiple priorities to strict deadlines
• Ability to identify potential problems and recommend solutions.