Administration and Security Manager

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.

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.

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.

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.

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.

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).

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.