Security and Administrative Manager - Pakistan

Job Description

CDM Smith has been awarded a task order with the United States Agency for International Development (USAID) to provide technical services to implement the Architect-Engineer (A-E) Services for Independent Quality Assurance and Milestone Certification Services for USAID?s FATA Infrastructure Project (FIP) and Khyber Pakhtunkhwa Reconstruction Program (KPRP) in the Federally Administered Tribal Areas (FATA) and Khyber Pakhtunkhwa (KPK). CDM Smith?s contract is referred to as the A-E FIP KPRP project.This role is based in the main project office in Peshawar.The Security and Administrative Manager will support FIP-KPRP Projects/Assignments and be part of a team of long-term and short-term professionals. The Security and Administrative Manager will be responsible for ensuring that all office operations are completed in a safe and professional manner in accordance with the CDM Smith?s policies, rules and regulations conforming to the task order. The Security and Administrative Manager will organize and supervise all administrative activities to facilitate smooth and efficient office operations, and be responsible for implementing overall health, safety, and security program for project staff. The Security and Administrative Manager will execute and manage the activities below while adhering to CDM Smith?s policies, mentoring the administrative staff, and ensuring the quality of work performed.HEALTH, SAFETY, and SECURITY RESPONSIBILITIES? Preparing/ updating and getting Security Plan(s) approved. Ensure compliance with approved security plan.? Acting as evacuation coordinator, conducting regular evacuation drills, risk assessments and threat and vulnerability studies for CDM Smith?s area of operation.? Maintaining close liaison with the local civil/police administration, local/international NGOs, UN security offices and other foreign and local agencies regarding security issues affecting CDM Smith?s projects.? Maintaining close liaison with private security companies and ensuring security guards at office maintain high standards of performance.? Designing health, safety, and security protocols, processes, and procedures such as standard operating procedures (SOPs), as required.? Collecting security information from multiple sources, analyzing facts, and compiling reports to ensure CDM Smith?s security stance is up-to-date and relevant to the situation on the ground.? Participating in all NGO/INGO security briefings (carried out by the UN Security Representative) and related meetings as and when invited keeping all concerned informed.? Providing training to all staff on observing safety and security procedures defined in SOPs and ensuring full implementation of security policies and procedures set by CDM Smith.? Continually advising staff on the local security situation and issues related to driving safety, personal safety, health related safety, etc. through e-mail.? Conducting accident/incident investigations.? In case of an accident/incident, arranging for the recovery of staff/vehicle and medical evacuations as necessary.? Ensuring that sufficient staff numbers are trained on basic first aid concepts.? Maintaining equipment required for health, safety, and security of personnel, including regular testing.? Ensuring that all procedures for prevention of fire are strictly followed in the office premises and also arranging training for all staff on quarterly basis.? Ensuring that security of official information and confidential documents are protected, including lease agreements, original vehicle registrations, registration certificates with the Government of Pakistan such as SECP, BOI, and ICCI etc.? Keeping the Team Leader informed on all security, risk management and administrative issues.OFFICE MANAGEMENT AND ADMINISTRATION RESPONSIBILITIES? Providing day-to-day oversight of office management, operations and administration activities.? Supervising arrangements for meetings/workshops/seminars with USAID and staff meetings as and when required by management.? Ensuring that appropriate administrative arrangements including hotel bookings, etc. and field trips for visitors are arranged in coordination with visitors.? Arranging for expatriate CBR booklets, visa renewals, etc.? Obtaining security clearances for local and expatriate staff as applicable.? Arranging on arrival visa for expat staff visiting Pakistan on short trips? Performing protocol duties for visiting delegations and expatriate staff.? Overseeing office equipment maintenance and/or repair as necessary.? Preparing and executing contract agreements for rental vehicles, office space and residential space for expatriates, if required.? Arrange and facilitate landlord and local vendors for services/procurements for project and office services (e.g. utilities, internet, cleaning, and maintenance).? Organizing day labor as required.? Supervising persons contracted to provide facility cleaning and/or repairs and ensuring office cleanliness.? Establishing contacts and form business relationships with local vendors as needed for facility operations, i.e., utility providers (electricity, internet, water) and repair/maintenance suppliers.? Ensuring that vehicles are kept in roadworthy condition and drivers are trained in road safety and operation. Also make sure that the use of transport is carried out as per CDM Smith policies and procedures.? Ensuring compliance with CDM Smith policies in all administrative matters and upholding CDM Smith core values.? Manage performance and mentor of Admin Assistant and other office staff as required to ensure that all tasks assigned to admin/security staff are being performed in accordance with CDM Smith SOPs and ensure job responsibilities of all admin and security staff are being adhered to.? Overseeing the planning and coordination of all project vehicle movement, maintenance and record keeping, and ensuring transportation requirements of the project are met, as follows:? Advise and assist in the coordination of CDM Smith logistics and travel systems, including as they relate to security conditions, the efficient use of vehicles, etc.? Establish travel/movement systems for project staff, based on a good understanding of project transport needs to schedule/organize movements and advise persons/teams travelling to sites accordingly.? Oversee drivers? duties and responsibilities. Project vehicles are to be used only for project duties.? Interface with the Team Leader for any approval, if required related to travel and administration.? Ensure vehicles are licensed/registered, insured and arrange for renewals as required.? Monitor schedule for services from authorized dealers and ensure vehicles are in good working condition (functional seat belts, spare tires, bottled water, fire extinguishers, tool kit, roadside warning triangles, etc.) and always ready for the next day?s transports.? Oversee maintenance of records for vehicle information.Minimum Qualifications? Bachelor?s Degree in Management, Administration or other related field with 20 years+ of hands-on experience or? Master?s Degree in Management, Administration or other related field with 15 years+ of hands-on experience and? Minimum one (1) year experience working in FATA region.Knowledge, Skills, and Ability Requirements? Ability to relate well to the public, in person and on the telephone.? Diplomatic, tactful, creative, discreet, flexible, resourceful, dependable, well-organized, friendly, emotionally mature and professional.? Demonstrated focus on ethics, adherence to conflict of interest, risk management and compliance requirements.? Able to work effectively balance and prioritize multiple requests.? Ability to read, interpret and prepare draft response documents such as letters, memos, transmittals in soft and hard form.? Experienced in handling complex tasks.? Effective office, time management and organizational skills.? Skillful in maintaining confidentiality and secrecy of organizational and personnel data.? Computer literate. Well versed with Windows and MS Office suite.? Strong written and oral communication skills in English and Urdu is required

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