CARE International- WEST BANK & GAZA JOB DESCRIPTION. Please Check One: New Revised No Changes

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1 CARE International- WEST BANK & GAZA JOB DESCRIPTION Please Check One: New Revised No Changes Position Title: Safety & Security Officer Reports To: Country Director # of Direct Reports : 0 # of Indirect Reports: 0 Current Grade (if applicable): D Department/Program: Business Services Approved by: CD/HR/FAM Approved On: Location: West Bank/Gaza 1- JOB SUMMARY: The Security Officer is responsible for the professional management of CARE s fleet and the technical support to staff on safety and security issues relating to their daily work. S/he is responsible for liaison with the Israeli/Palestinian officials and IDF to facilitate the processing of permits and movement of staff and visitors across checkpoints and passageways. S/he will ensure that staff members are informed and aware of security policies and procedures. S/he will also orient new staff and brief visitors to CO safety and security policy and procedures. S/he is also expected to support line management in ensuring that safety and security systems and processes are relevant, effective and adopted by all staff. S/he reports all aspects of the safety and security to the Country Director and when directed, maintains communication with CARE International s security units. As a Fleet Officer, S/He will also be responsible for ensuring that the CARE fleet in all CARE s Offices is maintained and in good working order and ensures that all record keeping associated with vehicles is maintained, and reports on the fleet are developed on a regular basis for the operations support department use. S/He is responsible for ensuring that CARE s vehicles in the field offices are maintained in coordination with the field Admin/Procurement Officers and S/He is responsible for ensuring that all vehicles are equipped with safety equipment. This position requires capacity to analyze the security dynamic in the West Bank and Gaza, to make sound judgments on the basis of available information, and to effectively integrate safety and security policies and procedures into CO practice. Page 1

2 2- RESPONSIBILITIES AND TASKS: Job Responsibility # 1: Safety and Security policy, procedures and risk assessment The Security Officer is responsible for ensuring the safe transportation of staff and visitors to the West Bank, within Jerusalem and between offices in the West Bank and Gaza. To be able to do that professionally, the Safety & Security Officer must be aware of the security situation at all times and must be able to use his/her judgment on travel arrangements S/he will ensure that vehicle operation laws are observed at all times and that passengers wear their seat belts, use hands-free mobile kits. In addition, s/he will carry only those passengers that are approved by CARE policy. S/he will Support CARE s management in updating CO security policy and procedures, including contingency plan, crisis management plan and evacuation plan S/he will work with CO management to ensure staff are informed and aware of security policies and procedures, provide refresher training where required. S/he will orient new staff and brief visitors to CO safety and security policy and procedures S/he will support field office managers to ensure field offices safety and security procedures are in place. S/he will track, manage security issues and liaise with authorities to facilitate field staff and visitors movements during field visits. Liaise with the Israeli officials and IDF to facilitate the processing of permits and movement for staff and visitors across checkpoints and passageways. Conduct regular risk and threat assessments to evaluate level of threat and risk to staff and CARE s resources. Ensure that staff members understand the importance of immediately reporting and documenting security incidents including vehicle accidents. Maintain a data base of security incidents and a simple reporting system for staff. In case of security incidents, make an immediate assessment and recommend appropriate actions. When directed by the Country Director, Monitors and assesses context. Adjusts CO security protocols as required. Monitor and assess the security situation in CARE s programs areas and sites in the West Bank and Gaza. Gather and collate available security information from sources such as OSAC, AIDA, UN, WFP, ICRC and the media on an ongoing basis. Propose scenarios and makes recommendations on appropriate interventions In consultation with senior management adapt policies and procedures as appropriate 40 % of Time Job Responsibility #2: Driving & Managing CARE s fleet which includes: The Safety & Security Officer is responsible for ensuring the safe transportation of staff and visitors to/ from and through the West Bank, Jerusalem, Israel. Page 2

3 Maintenance: Make sure that vehicles are sent into the garage for regular maintenance inspections and keeping a record of all maintenance done for all vehicles in coordination with field Admin/Procurement Officers when related to field office vehicles. Ensures vehicles are cleaned on a regular basis and are in a good condition. Reports major vehicle problems to management. Solicits and receives quotes from garages on necessary repairs and seeks approval to initiate the repair, if necessary. Ensures that the vehicle logs are kept up-to-date and monitors vehicle logs for expenses and fuel consumption compiled in a monthly report. Ensures all vehicles have all required papers and are equipped with required safety equipment. Collects information on all accidents, follows-up with insurance and immediately generates a report for the CD, FAM and Human Resources Manager. 30 % of Time Job Responsibility #3: Communication of security information Update and disseminate staff contact information on a regular basis. Monitor internal CO communication and information systems to ensure effective transmittal of information in cases of emergency. When directed by the CD, conduct professional liaison with security personnel in other NGO s, embassies and government liaison offices and participate in security information sharing meetings and forums. Provide a daily oral security report to the CD and immediately inform CD and field staff of escalating security threats to ensure their safety and security. Provide brief written situation reports to CD for dissemination to CI Members when security threat levels are heightened. Maintain correspondence file, and ensure that security information is kept in accessible electronic and paper systems. When Directed by the CD, coordinate and liaise with CARE International security units at headquarters and regionally. % of Time: 10% Job Responsibility # 4: Control and allocation of CARE cards Establish and maintain a system for efficiently issuing and controlling the use of CARE cards. Ensure all staff understand the CARE card process and ensure that new staff and visitors are allocated and turn in cards in a timely manner. % of Time: 5% Page 3

4 Job Responsibility #5: Security of Physical Assets Ensure CARE s physical properties are safe and secure. This includes offices, warehouses, expatriate residences, vehicles and other assets. Develop and keep up-to-date an appropriate security plan for CARE offices. Orient all staff to this plan and monitor its implementation. Be the point person to handle any security issues for staff, including car accidents. 5 % of Time Job Responsibility #6: Routine errands such as: Following-up with various officials for signatures on a variety of documents as directed. Picking up statements from vendors, delivering payments to vendors, and picking up bank statements. Follow up with some official offices in matters related to CARE official work. Performing some banking duties such as cashing checks or making deposits. 5 % of Time Job Responsibility #7: Perform other duties as assigned and as needed to support the business services unit. 5 % of Time 3- QUALIFICATIONS A- Specialized Know How B- Education and training Required: o Bachelor s degree in one field of Social Sciences / Public Relations/Administration or a related field or a combination of study and experience. Specialized training in safety and security management C- Managerial Know How Involves integrating and harmonizing requirements of diverse functions in operating, support, and administrative situations; It may be exercised through consultation as well as direct action; Management requires a combination of planning, organizing, controlling, and reviewing along with direct and indirect execution. Choose one of the following: Task; Minimal; Related; Diverse; Broad. This position requires (Related) managerial know-how. Page 4

5 D- Experience Required: 3-5 years experience of safety and security work or similar experience in liaison, monitoring and documenting. Desired: 3 years experience in security management for a humanitarian organization. E- Technical skills Required: Excellent interpersonal and communication skills. Good knowledge of communications equipment and operations Ability to develop and manage a computer data base and tracking systems. Ability to write professional letters and reports in English and Arabic Ability to speak, read and write in Hebrew Valid driving license Good knowledge of Israel and West bank roads and routes. Understanding and familiarity with governmental protocols with regard safety and security and movement of people and goods. Desired: Training in internationally recognized safety and security protocols F- Human relations skills Consists of active practicing skills in the area of human relationships; In the work context Human Relations Skills include all capabilities that are needed to interact on a direct person-to-person basis, and through varied approaches build understanding of, acceptance of, or commitment to, courses of action that are important for the organization. These skills may be applied in relation to peers, subordinates or peers within the organization, or to people outside the organization. (See Guidelines for definitions). The Human Relations Skills for this position are designated as Critical G- Competencies CARE Core Competencies: Respect - Behaving in a manner that reflects a true belief in and appreciation for the dignity and potential of all human beings. Gaining other people s confidence and setting an environment of trust and openness. Integrity - Maintaining social, ethical, and organizational norms; firmly adhering to codes of conduct and ethical principles inherent to CARE. Page 5

6 Commitment to Service this competency is woven throughout all aspects of the employee s performance. Excellence - Setting high standards of performance for self and/or others; assuming responsibility and accountability for successfully completing assignments or tasks; selfimposing standards of excellence rather than having standards imposed; ensuring interactions and transactions are ethical and convey integrity. Diversity - Promoting, valuing, respecting and fully benefiting from each individual s unique qualities, background, race, culture, age, gender, disability, values, lifestyle, perspectives or interests; creating and maintaining a work environment that promotes diversity. Is how a person gets the job done and are the values or organizational competencies. List four to six competencies used by your designated member of country office, which are appropriate for this position. Initiating Action - Taking prompt action to accomplish objectives; taking decisive action to achieve goals in times of uncertainty or in fluid contexts; being proactive Collaboration Working effectively and cooperatively with others towards shared goals, establishing and maintaining principle centered working relationships. Managing Conflict Dealing effectively with others in an antagonistic situation; using appropriate interpersonal styles and methods to reduce tension or conflict between two or more people. Communicating with Impact - Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain their message. Stress Tolerance - Maintaining effective performance under pressure or adversity; handling stress in a manner that is consistent with CARE's core values. Information Collection/Monitoring - setting up ongoing procedures to collect, review, and synthesize information needed to manage a function, or the work within a function Planning and Organizing - Establishing courses of action for self and others to ensure that work is completed efficiently and effectively in accordance with CARE s core values. 4- PROBLEM SOLVING Is comprised of the Thinking Challenge and Thinking Environment Thinking Environment considers the rules, instructions, practices, precedents, standards, principles, policies, goals, and objectives that create the context in which a job is authorized to deal with unusual situations. It describes the degree of freedom permitted to the job to initiate the thinking process as a result of external conditions, as well as internal conditions of the organization. Choose one of the following: Strict Routine; Routine; Semi-Routine; Standardized; Clearly Defined; Broadly Defined; Generally Defined; Abstractly Defined. (See Guidelines for definitions). This position is defined as Clearly Defined Thinking Challenge describes the situational and nature and degree of difficulty of mental effort required to come to conclusions, make decisions, provide answers, or discover new things. Choose one Page 6

7 of the following: Repetitive; Patterned; Interpolative; Adaptive; or Uncharted. (See Guidelines for definitions) This position is defined as Interpolative ACCOUNTABILITY Is the answerability for actions and for their consequences. It is the measured effect of the job or position on end results. It has three dimensions in the following order of importance: Freedom to Act; Impact on End Results; and Magnitude. A) Freedom to Act is the degree to which personal or procedural control and guidance for work (or lack thereof) exists. This is a function of the organizational framework, the personnel and policy direction, and the flows, processes, and systems that are established in the organization. Choose one of the following: Limited; Prescribed; Controlled; Standardized; Regulated; Clearly Directed; Generally Directed; Guided; or Strategically Guided. (See Guidelines for definitions). This position would be designated as Regulated B) Impact on End Results considers the principal nature of the job s influence on end results, which ranges from very direct control to very indirect support. Choose the Impact category that reflects the basic purpose of the job most clearly. Ancillary; Contributory; Shared; Primary (See Guidelines for definitions). This position would be Contributory C) Magnitude: Financial: What parts of CARE s revenue and/or expenses are impacted by the job s primary goals? Use current fiscal year amounts. e.g. project budget, fundraising or contract goal, budget managed or monitored, donations processed, purchases made, contracts negotiated/signed, benefits costs. What is the $/EUR amount related to job s primary goals? $ What is the $/EUR amount of signing authority for this position? $ CONTACTS/KEY RELATIONSHIPS: List the primary external and internal relationships, which the employee is expected to maintain. State the purpose of these interactions. CARE staff, partners and visitors on matters concerning security. Security colleagues in other agencies to share information and obtain security briefings and updates. Vendors picking up bills and dropping off payments. Vehicle vendors for maintenance of vehicles. Ministry Offices to obtain signatures. Israeli officials and IDF to facilitate the processing of permits and movement across checkpoints. Page 7

8 Palestinian Authority officials on security. WORKING CONDITIONS: CARE West Bank/Gaza currently has a main office in East Jerusalem and field offices in Ramallah and Gaza. The incumbent can work out of any of these offices Travel: Frequent travel (50% of time) to field offices and field operations sites is required. Safety and Security: Working conditions can be difficult due to the political situation. Care must be taken when traveling in the country. Travel between offices may be slow or interrupted due to closures, curfews, and checkpoints blocking traffic flow. Other: Medical and Educational services availability. SIGNATURES: Direct Supervisor: Date: HR Manager: Date: Employee : Date: Page 8