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6 Oct 2017


Job Description

NGO, Lusaka, Zambia

The purpose of the position is to effectively manage and coordinate the Administration, Transport and Security functions of the Organisation, thereby contributing to ministry delivery. This includes people, inventory, fleet and security incidents management. Three (3) years managerial experience in Administration, Logistics and Fleet Management. Qualification in logistics management or Administration is necessary


Reporting To: Management
Supervision Of: Teams
Interacts With: Employees, Management, External Providers

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 organisations policies
Participate in budgeting process for the department.
Strengthen Standardization and enforcement of fleet management procedures, guidelines and processes; especially the fleet monitoring.
Analyze and disseminate information from fleet management (GPS and any other) system for management decision.
Ensure that all organizations 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 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
Ensure effective management of the office security in liaison with the Risk Department
Maintain a system of asset management in line with organisations 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
Ensure effective performance management processes according to organisations 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
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
Boost and coordinate drivers defensive driving training and riders motorcycle skills development for all to ensure drivers/riders safety on the road.
Work with safety and compliance officer in ensuring that security is in compliance with the Core Security Requirements (CSR).
Develop and implement the National Office security strategy in alignment with organisations 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 the orginasation 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 organisations Security Policy.

Experience: 5 years
Education Level: Degree
Qualifications: Business Administration/Logistics or relevant Bachelors degree in Security Management, Risk Management, Strategic Studies, International Relations or Emergency Management. (General Management/Administration studies also considered)
Software: MS Office
Equipment: Job related
Knowledge Of: Previous experience in the professional security arena (INGO, Corporate, Military, Law Enforcement, or Emergency Services)
Skills To: Good analytical and report writing skills
Ability To: Committed to the organisations values and ethics
Personality: High level of integrity and stewardship
Other: Valid driving permit with at least 5 years driving experience

Industry: NGO
Culture: International, Professional
Gender Profile: Mixed
Age Profile: Between 35 and 50 years of age

Employment: Permanent
Location: Lusaka, Zambia
Nationals Only: Yes
Remuneration: Negotiable

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