World Vision International

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Administration and Security Manager

Job Description

Position: Administration and Security Manager

Location: National Office - Lusaka

Purpose

The purpose of the position is to effectively manage and coordinate the Administration, Transport and Security functions of World Vision Zambia Limited thereby contributing to ministry delivery. This includes people, inventory, fleet and security incidents management.

Main Duties and responsibilities:

1.0 Planning and Strategic Role (5%)

  • Plan and design for administration of fleet (Vehicles and motorbikes) to ensure cost effectiveness and reliability.

  • Implement and maintain administration and fleet management policies, systems and procedures.

  • Maintain fleet disposal schedule and initiate disposal processes according to World Vision policies.

  • Liaise with Operations and Partnership as well as Gifts In Kind (GIK) Managers to plan for transportation of GIK.

  • Participate in budgeting process for the department.

2.0 Fleet Management (20%)

  • Strengthen Standardization and enforcement of fleet management procedures, guidelines and processes; especially the GPS (GEOTAB) fleet monitoring.

  • Analyze and disseminate information from fleet management (GPS and any other) system for management decision.

  • Ensure that all organization’s motor vehicles and motorcycles are properly insured in accordance with the set policies.

  • Promote and spearhead safety driving /riding of motorcycles and motor vehicles in the organization.

  • Management of the disposal process of the WVZ Vehicles and motorcycles in accordance with the disposal policy.

  • Management of fleet and logistics related contracts for goods and services

  • Analyze vehicle status and cost upkeep, provide recommendations on vehicle disposal and replacement.

  • Support the implementation of the security management plan for the country program through providing adequate transport planning and support.

3.0 Administration Function (20%)

  • Ensure effective management of the office security in liaison with the Risk Department.

  • Maintain a system of asset management in line with World Vision guidelines.

  • Ensure effective management of office premises and good facility management.

  • Ensure that effective and efficient events management and logistics are delivered to staff.

  • Manage the administrative logistics of expatriate and international staff.

  • Monitor the contracts in the administration department to achieve value for money.

4.0 People Management (20%)

  • Ensure effective performance management processes according to WVZ policies are implemented.

  • Manage, supervise, coach and mentor staff and build a team to achieve results.

  • Provide and strengthen support to Administration, fleet and logistics staff to perform and accomplishment tasks and career advancement.

  • Identify and encourage/recommend staff to undertake skills and capacity enhancement programs and provides coaching for performance.

5.0 Provide oversight responsibility to other administration and logistics functions within the field offices (5%)

  • Review procedures and guidelines for Area Programmes, Grants Projects, Warehouses etc within the organization.

  • Provide guidance on general management of fleet, transportation and distribution.

  • Review of the logistics guidelines share with staff accordingly.

6.0 Safety and compliance (10%)

  • Boost and coordinate drivers’ defensive driving training and riders’ motorcycle skills development for all World Vision to ensure drivers/riders safety on the road.

  • Work with safety and compliance officer in ensuring that WV security is in compliance with the Core Security Requirements (CSR).

7.0 Security (20%)

  • Develop and implement the National Office security strategy in alignment with WV security policy so as to ensure the operational priorities are appropriately supported.

  • Ensure Security Risk Assessments, Country Risk Ratings and Core Security Requirement standards, processes and procedures are completed in accordance with Corporate Security guidelines and training.

  • Develop and maintain critical security incident contingency plans based on Country Risk Rating and Response Context.

  • Represent WVZ at local NGO security network meetings and ensure information from these groups is disseminated to relevant staff.

  • Seek to develop a culture of security awareness and monitor staff compliance.

  • Provide a regular security report to the National Office, Region and Office of Corporate Security. Ensure that all security incidents are reported in accordance with WV Security Policy.

Qualifications, Education/Knowledge/Technical Skills and Experience

  • A University Degree in Business Administration/Logistics or relevant Bachelor’s degree in Security Management, Risk Management, Strategic Studies, International Relations or Emergency Management. (General Management/Administration studies also considered);

  • Qualification in logistics management or Administration is necessary

  • At least a level of professional qualification of CIPS or CILT or an equivalent in Administration.

  • Three (3) years managerial experience in Administration, Logistics and Fleet Management

  • Must have a valid driving permit with at least 5 years driving experience.

  • Must have good analytical and report writing skills.

  • High level of integrity and stewardship

    • Previous experience in the professional security arena (INGO, Corporate, Military, Law Enforcement, or Emergency Services). 

  • Committed to the World Vision values and ethics