Terms of Reference
Position: | Admin and Security Officer |
Status: | Full Time |
Project: | USAID-Citizen Engagement Program (CEP) |
Department: | Administration |
Reports To: | Chief of Party |
Location: | Islamabad with occasional travelling |
Last date to apply: | January 12, 2024 |
Background:
The Centre for Peace and Development Initiatives, Pakistan (CPDI) is an independent, non-partisan, and not-for-profit civil society organization working on peace and development issues in Pakistan. It is registered under section 42 of the Companies Act, 2017. Citizen Engagement Program is a 5 Year project that aims to strengthen the effectiveness of citizen-led interventions; and improve government responsiveness to citizens’ concerns in the context of building resilient communities and Disaster Mitigation in South Punjab and North Sindh.
Roles and Responsibilities:
The primary responsibility of this support function is to provide a high level of safety, security and operational support to all staff. This multifaceted role combines administrative responsibilities with security duties to ensure the smooth operation and safety of staff. These will include the following:
- Maintain a well-organized and efficient office environment.
- Manage office supplies and inventory, as needed.
- Assistant in procurements, as required.
- Coordinate meetings, appointments, and travel arrangements for staff.
- Handle incoming and outgoing communications, including emails, phone calls, and mail.
- Draft and proofread documents, reports, and correspondence, as required.
- Maintain accurate records and databases.
- Ensure compliance with document retention and data protection policies.
- Oversee the general maintenance and cleanliness of the office space.
- Coordinate repairs and maintenance with relevant service providers.
- Assist senior management with various administrative tasks.
- Provide administrative support for HR functions such as recruitment and onboarding.
- Monitor and control access to the premises, ensuring only authorized personnel enter.
- Issue and manage access cards or badges for employees and visitors.
- Operate and maintain security cameras and alarm systems.
- Conduct routine security patrols and inspections of the premises.
- Respond to emergencies, including fire alarms, security breaches, and medical incidents.
- Follow established protocols for evacuations and emergency procedures.
- Document and report any security incidents or suspicious activities to the appropriate authorities.
- Maintain incident logs and security incident reports.
- Provide security awareness training to employees and conduct drills as necessary.
- Ensure all staff are aware of and adhere to security policies and procedures.
- Make and revise security plans, as needed, based on a credible threat/ risk Assessment.
- Assist management in ensuring compliance with the security plan.
- Maintain contacts with the relevant security agencies, as needed to perform security-related functions in accordance with law.
- Any other functions, as required for effective administration and security of staff and office premises.
Required Qualification and Skills:
- Minimum BA degree from any of the recognized institutions.
- Proven experience in administrative roles, with a strong understanding of office management practices.
- Retired from the military and police will be preferred.
- Previous experience in security-related positions is preferred.
- Familiarity with security systems, including surveillance equipment for office security, and emergency response procedures.
- Excellent communication skills and the ability to interact professionally with employees, visitors, and law enforcement.
- Strong attention to detail and the ability to maintain accurate records.
- Basic computer skills, including proficiency in Microsoft Office.
- Physical fitness and the ability to perform security patrols and respond to emergencies.
- A commitment to maintaining a safe and secure work environment.
- Knowledge of USAID security rules and regulations is advantageous.
- Proficiency in both English and Urdu is essential for this role.
- The ideal candidate will possess excellent organizational skills, attention to detail, and a commitment to maintaining a secure environment.
How to Apply:
- Interested individuals can apply on BrightSpyre website by visiting the following link:
https://new.brightspyre.com/jobs/jid/47920 - The last date of application is Jan 12, 2024.
- CPDI has a policy of not sharing the data of applicants with any other agency.
Special Note:
- CPDI is a non-smoking area. Smoking is not allowed in covered areas of CPDI offices, inside CPDI official vehicles, during the proceedings of any seminars, conferences or meetings conducted by CPDI or where any employee is representing CPDI.
- CPDI has a zero-tolerance policy towards financial corruption, moral turpitude and sexual harassment.
- CPDI has a non-discrimination policy on the basis of race, language, color, and religion.
- CPDI has the policy to disqualify the applicants who try to influence the shortlisting/interview committee during the process of recruitment.
- As a socially responsible organization, CPDI strives to maintain a plastic-free environment at its offices and during field activities.