Security and Fleet Officer

Vacancy announcement

Position

Security and Fleet Officer

Starting date

ASAP

Location

Kampala

Type of contract

Fixed term

About ACTED

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential.

We go the last mile: ACTED ‘mission is to save lives and support people in meeting their needs in hard-to-reach areas. With a team of 5,900 national staff and 400 international staff, ACTED is active in 38 countries and implements.

more than500 projects a year reaching over 20 million beneficiaries. More on www.acted.org.

Key roles and responsibilities

FUNCTIONS

1. Department management *[i]
   1. Make frequent site visits to ACTED premises to provide constant support to the security team
   2. Maintain open lines of communications with all field staff
2. Context & Risk analysis *
   1. Support the CSM in developing and regularly updating the country security profile (with regards to the socio-economic, political and/or military situation in country, the country criminality profile, the nature of ongoing conflicts or crises climatic & seismic hazards and health risks)
   2. Follow-up on major country events and developments
   3. Analyse and locate key local stakeholders
   4. Ensure internal incident tracking system is utilized properly: create a security incident database and perform incident mapping and analysis
   5. Carry out security assessments of new ACTED areas of intervention.
3. Develop and update Country Security Plans, SOPs and Contingency Plans *
   1. Draft Standard Operating Procedures (SOPs) adapted to the local context
   2. Ensure preparedness to evacuation and contingencies (check contingency kits, first aid kits etc.)
   3. Design and drill a security communication tree (warden system), emergency radio network, and provisioning of emergency supplies for field personnel
4. Daily Security Management *
   1. Coordinate and monitor security activities to ensure that safety and security policies and procedures are followed and implemented
   2. Monitor and report country wide threats that may impact Acted/Reach activities/personnel/assets/process/data/reputation.
   3. Ensure that all field staff are fully acquainted of prevailing security threats and fully advised on means to reduce their vulnerability to those threats
   4. Monitor the security preparedness of country staff and enforce staff compliance with internal security rules and SOPs, ensuring they are communicated to all staff and understood
   5. Ensure compliance with Minimum Operating Security Standards (MOSS) and develop action plans for security upgrades
   6. Carry out security risk assessments of new ACTED facilities, ensure a standard level of facilities protection, and supervise guards
   7. Ensure missions have adapted communication means and ensure maintenance to support the Logistic team in Country. Ensure constant update of the emergency contact list and timely issuance of ID cards
   8. Ensure a proper level of preparation before movement on the field, ensure transportation means are adapted, ensure a good fleet maintenance, and set movement rules which are adapted to the local context to support the Logistic team in Country
   9. Ensure operational follow-up of movements
5. Crisis management *
   1. Act as a point of contact for the Crisis Management Team, you should ensure that safety policies and procedures are implemented
6. Reporting *
   1. Produce real-time incidents report (using Form SEC-03)
   2. Brief CSM weekly on current context/issues/problems faced.
   3. Draft Monthly Uganda Titanic for review by CSM.
7. Training and briefing
   1. Conduct security briefing for each new international staff arriving in country
   2. Brief staff to increase their awareness and sense of responsibilities
8. Develop and maintain a security network *
   1. Actively participate in Weekly and Monthly Coordination Meetings
   2. Create an information network in the country, identifying key informants
   3. Build strong professional relationships with UN agencies, local authorities, other NGO’s (local and international), and all relevant stakeholders.
9. Ensure external representation *
   1. Attend security coordination meetings and update Country Director/Country Security Manager on current security issues.
   2. Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the ACTED Code of Conduct, values, and policies with regard to internal and external stakeholders.
10. Fleet management
    1. Vehicle allocation – manage the allocation of vehicles for staff and project activities, ensuring the most efficient use of resources
    2. Vehicle movement tracking – maintain up-to-date records on the movement and use of all vehicles, using vehicle tracking systems if necessary
    3. Maintenance scheduling – oversee regular vehicle maintenance and repairs to ensure the fleet is in optimal condition
    4. Fuel management – monitor fuel consumption, maintain fuel usage logs, and manage fuel allocation to minimize wastage
    5. Manage, supervise, guide, and train the line managed transport staff / drivers to ensure best possible performance in accordance with operational needs.
    6. Training – conduct training sessions for drivers on road safety, first aid, and vehicle maintenance
    7. Incident reporting – handle vehicle accidents, incidents, and security risks, ensuring proper incident reports are completed and corrective actions are taken.
11. Inventory and Asset management
    1. Vehicle inventory – maintain an accurate inventory of all vehicles, including their condition, status, and availability.
    2. Spare parts management – manage the inventory of spare parts and tools required for vehicle maintenance, ensuring stock levels are adequate.

key performance indicators

• % Compliance with Minimum Operating Security Standards (MOSS).
• Regular sending of security incident reports when an incident directly affecting ACTED occurs.
• Regular and timely submission of weekly/monthly security reports.
• Number of training and drills conducted.
• Timely reporting of Assets and Inventory.
• Number of accurately verified log sheets submitted.

Technical skills

• Technically proficient with Excel or other databases
• Technically proficient with Word / PowerPoint or other
• Proficient in English and local language. (Reading, writing and speaking)

[1] * Under the supervision of the CD and in close coordination with ACs.

Required qualifications and technical competencies

• Bachelor’s Degree in any related field
• Any other trainings in security management from recognized institutions is an added advantage.
• A minimum of 3yrs experience as a security focal person in any big, reorganized institutions preferably NGOs.
• % Compliance with Minimum Operating Security Standards (MOSS)
• Regular sending of security incident reports when an incident directly affecting ACTED occurs
• Regular and timely submission of weekly/monthly security reports
• Number of training and drills conducted
• Technically proficient with Excel or other databases
• Technically proficient with Word / PowerPoint or other
• Proficient in English . (Reading, writing and speaking)