Admin And Security Coordinator job from Jhpiego Corporation in Islamabad, Pakistan

Overview:

The Admin and Security Coordinator implements and manages administration, logistics, procurement and security activities, in close coordination with Operations and Security Manager and respective project teams,. As a member of the Jhpiego’s Security team, the role contributes to assisting the implementation of assessments, procedures and guidelines including Security Risk Assessments (SRAs), incident reporting and management of the country specific Security Plan.

Roles and Responsibilities:

Administration:

• Provide overall logistics, procurement and administrative support for smooth functioning of project activities.
• Serves as provincial reference point for all administrative needs or questions.
• Coordinate workshop/training events as required, including hotel liaison, invitations, travel arrangements, supplies & materials, equipment hire and providing point of contact support for participants at events.
• Maintain local suppliers list both for routine and emergency supplies and conduct regular market surveys and update the list.
• Support/carryout procurement process as per Jhpiego/Donor policies and procedures and Forward the invoices/bills to Finance department for payment after verification and maintain keep record of paid invoices in hard/soft.
• Supervise Admin staff (i.e. Office Assistants, Office Attendants, Drivers etc.) by monitoring performance of supervisee staff and give regular feedback to staff members and document corrective actions; Complete the annual performance appraisal, regular mentoring and coaching of supervisees.

Logistics/Procurement:

• Support documentation and monitor flow of materials to support project delivery.
• Regularly communicate, coordinate, and liaise with vendors, suppliers, and contractors.
• Supply and deliver equipment and materials to required destinations in an efficient and cost-effective manner.
• To ensure that logistics work in the field office is carried out in coordination with manager operations
• Plan, develop and manage the procurement plan of the field office in line with the approved cost and prepare detailed specifications of equipment and supplies to be purchased.
• Develop and ensure the efficient implementation of the procurement plan and overall procurement as per donor and Jhpiego policies
• Maintain proper record of documents issued or received till the final receipt of goods and final payments to suppliers.
• Make responsible recommendations on operational support and project delivery to Promptly report any challenges in project delivery to supervisor.

Security Management and Risk Mapping:

• Support the Security Manager in the execution of his/her duties with regards to the safety and security of Jhpiego’s personnel, premises, and in accordance with Jhpiego Global Standards. Attend all relevant security working groups, assist the program partners as appropriate.
• Provide required information on technical security requirements contained in the Jhpiego Security Plan, Security Risk Assessment, Location Security Measures, and other relevant policies, guidelines, and assessments and ensure their implementation. Provide technical oversight for contracted security providers.
• Assist in implementation of Jhpiego Pakistan security documentation including security contingency plans and provide the security manager with mandatory reports in accordance with Jhpiego security reporting guidelines. This includes the monitoring/reporting on security compliance and the submission of all security incident reports.
• Regularly attend the INGO Security Forum meetings and keep close liaison with the UNDSS
• Assist in Monitoring the security situation and provide independent and comprehensive security analysis with the goal of identifying trends and predicting the specific conditions that would impact on the safety and security of Jhpiego personnel, eligible family members, premises assets and resources, in the respective area of responsibility.

Qualifications and Requirements:

• Bachelor’s degree in Logistics/supply chain, administration and finance, International Relations Master’s degree in a relevant field is preferable
• At least 5 years of experience should be in the field of Logistics/Supply Chain in INGOs. Experience in assisting security risk management and/or security analysis will be considered as valued added
• Fluency in Urdu and other of the Pakistani languages as well as demonstrable fluency in spoken and written English.
• Covid vaccination certificate would be desirable as per government protocols.

Note: Only short-listed candidates will be contacted. The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. Female candidates are strongly encouraged to apply. Failure to follow the instructions of applying, your application would be denied.

For further information about Jhpiego, visit our website at www.jhpiego.org