|
ROLE PURPOSE:
The Administration and Security Coordinator is responsible for managing day-to-day administrative operations, government liaison, and security coordination for the Sindh Sustainable School Meals (SSSM) Project, implemented under the USDA McGovern-Dole International Food for Education and Child Nutrition Program, in partnership with the School Education & Literacy Department (SE&LD), Government of Sindh.
The role supports smooth and effective programme implementation by ensuring efficient administrative systems, timely coordination with government authorities, and appropriate security arrangements for staff, assets, and project activities. The position holder serves as the main focal point for government engagement, coordinating with relevant departments and authorities on operational matters such as MoUs, NoCs, permissions, access facilitation, and visa/NOC processing for international staff.
The role also oversees security-related planning and coordination, contributing to a safe working environment through regular risk monitoring, implementation of security procedures, and close coordination with programme teams and management. The position requires strong organizational and communication skills, a hands-on approach, and the ability to manage multiple priorities in a dynamic, field-based INGO operating environment.
|
|
KEY AREAS OF ACCOUNTABILITY:
Administration and Office Management:
Office Operations and Facilities Management
- Manage leases and agreements for all project offices, warehouses, and staff accommodations in line with organizational and USDA requirements.
- Oversee day-to-day office operations to ensure efficient, well-functioning, and compliant work environments across SSSM project locations.
- Ensure timely procurement, inventory management, and availability of office supplies, equipment, and consumables.
- Maintain proper filing systems (physical and electronic) for administrative, asset, and compliance documentation.
- Ensure functionality and maintenance of office equipment and facilities, arranging repairs and replacements as required.
- Support onboarding of new staff, including workspace setup, equipment allocation, and administrative documentation.
Health, Safety, and Office Security Measures
- Ensure offices and vehicles meet health and safety standards, including first aid kits, fire extinguishers, smoke detectors, and emergency signage.
- Coordinate regular checks and maintenance of safety and security equipment, including CCTV systems, alarms, and access control systems.
- Ensure effective attendance and access control systems at Country Office and field locations.
- Coordinate with security staff to implement workplace safety and emergency preparedness protocols.
- Organize and supervise office maintenance, renovations, and logistics for official events and meetings.
Meetings, Events, and Travel Coordination
- Act as a focal point for internal and external administrative coordination and inquiries.
- Support the organization of project meetings, workshops, trainings, and official events, including venue booking, logistics, and documentation.
- Coordinate staff, visitor, and consultant travel, including flights, accommodation, ground transport, and itineraries.
- Support tracking and monitoring of travel and logistics costs to ensure value for money and budget compliance.
Procurement and Asset Management
- Support procurement processes for administrative and operational needs in line with organizational policies and USDA regulations.
- Maintain up-to-date inventory and asset registers for offices, warehouses, and vehicles.
- Monitor usage of administrative resources to ensure efficiency, cost-effectiveness, and donor compliance.
General Administrative Support
- Provide administrative support to project management and programme teams as required.
- Ensure adherence to organizational policies, procedures, and ethical standards.
- Support staff welfare and team-building initiatives as appropriate.
Government Liaison and Regulatory Compliance:
- Serve as the primary focal point for liaison with government authorities at district, provincial, and national levels for the SSSM project.
- Build and maintain constructive working relationships with relevant Sindh government departments and other relevant stakeholders to facilitate smooth project implementation.
- Coordinate with programme teams to ensure compliance with government regulations, including registration requirements, NoCs, permits, and access approvals.
- Facilitate timely processing of permissions, NoCs, and approvals required for school meals operations, field activities, assessments, and monitoring visits.
- Prepare, compile, and submit required documentation and reports to government authorities, and other regulatory submissions.
- Coordinate submission of progress updates and financial documentation to relevant government counterparts, as required.
- Support approvals for new project phases or activities in coordination with management and project team.
- In line with INGO policies, coordinate visa and work permit processes for international staff, consultants, and visitors, liaising with relevant government departments.
- Provide guidance to staff and visitors on visa extensions, renewals, and immigration compliance.
- Coordinate with legal teams on drafting, review, and finalization of MoUs and agreements with government and external partners.
Safety and Security:
- Serve as the focal point for safety and security matters for the SSSM project and support country programme operations as required.
- Develop, implement, and regularly update security plans, SOPs, and contingency measures in line with organizational policies and operational context.
- Conduct regular security risk assessments for offices, warehouses, schools, and field locations.
- Monitor the security situation and provide timely updates and advisories to management and staff.
- Coordinate response to security incidents, emergencies, natural disasters, or civil unrest affecting project operations.
- Ensure security incidents are documented, reported, and reviewed to strengthen preventive measures.
- Provide security briefings and awareness training to staff, visitors, and drivers.
- Coordinate with local authorities, law enforcement, and relevant stakeholders for security information and response support.
- Advise on staff movement and travel safety, including route planning and risk mitigation measures.
- Ensure functionality and maintenance of security equipment such as communication devices, alarms, cameras, and fire safety systems.
- Oversee access control procedures for offices and facilities, including staff IDs and visitor management.
- Support investigations and reporting related to security incidents or suspicious activities.
Other Duties:
- Perform any other duties assigned by the supervisor in support of effective and compliant implementation of the SSSM project.
|