Administration and Security Officer – Refugee Consortium of Kenya

DEPARTMENT: ORGANIZATION DEVELOPMENT
LOCATION: All RCK Offices but staff will be based in Nairobi

REPORTING LINES:

Post holder reports to: Director of Programs
Staff reporting to this post: Drivers/ Office Attendant

RCK VISION: A just and inclusive society for all displaced and host populations

RCK MISSION: To protect and promote the well-being, voice, and dignity of the displaced and host populations.

JOB PURPOSE:

The Administration and security Officer shall coordinate security and provide coordination of logistics including travel and administration. The role will also support/assist in ensuring the smooth functioning of day-to-day operations across various functions, with a focus on HR, Finance, Admin, Safety and Culture.
The Administration and Security Officer will assist the Field Coordinators in building up the capacity, awareness, and preparedness of staff to deal with security-related risks, threats, and incidents through the delivery of high quality, regular training/ briefings to national staff and RCK visitors in the field sites when deemed necessary.

The Administration and Security Officer will be responsible for collaborating with all the security agencies and technical working forums in RCK locations of interest and providing briefing on the RCK safety and security SOPS when designing country level security preparedness.

The Administration and Security Officer will provide support to implementation of safety and security operations in all areas including Risk identification, data Management, reporting and documentation.

KEY RESPONSIBILITIES

KEY responsibilities include, but are not limited to:

A) Program development and implementation:
• Coordinate transport logistics for staff and be the contact person between drivers and requestors of travel.
• Coordinate hotel bookings for events for staff debriefing and organizational activities.
• Support front office operations when called upon.
• Liaise with security firm engaged in providing services to RCK Nairobi Office to ensure safety of the working environment.
• Prepare documentation, materials, refreshments for meetings and workshops/trainings were necessary.
• Provide all administrative and logistical support to the team to ensure timely completion of activities as per the work plan

B) Support HR Functions
• Assist in the recruitment process by posting job vacancies, screening resumes, scheduling interviews, and coordinating candidate communication.
• Support the onboarding process for new hires, including preparing documentation, conducting orientations, and ensuring compliance with legal and organizational requirements.
• Assist in benefits administration tasks such as enrolment, changes, and inquiries, ensuring timely communication with employees and external providers.
• Support Human Resources initiatives and projects, including employee engagement activities, performance management processes, and training and development programs.
• Coordinate employee relations activities, including addressing inquiries, resolving issues, and facilitating communication between employees and management.
• Assist in the administration of Human Resources related documentation, including employment contracts, policies, and procedures manuals.

C) Procurement
• Assist in receiving and reviewing of procurement requests and initiate procurement procedures for RCK equipment, supplies and services in a transparent and cost-effective manner.
• Assist with the preparation of Request for Quotation, Initiations to Bid, Requests for Proposal and co-ordination of their timely dispatch, in consultation and collaboration with the relevant project and or programme officers.
• Assist to maintain appropriate records such as vendor quotes, purchasing requisitions, purchase orders and reports to ensure that procurement process decision, and contractual agreements are accurately documented for accountability and audit purposes.
• Assist in any internal and external audits and the maintenance of a running list of previous audit recommendations and the status of their implementation.
• Assist in preparation and sharing of procurement plans and reports with the management team once the process is complete.
• Assist Receiving and reviewing procurement requests for the offices in Nairobi, Dadaab, Kakuma and Garissa and initiate procurement process while monitoring procurement plans.
• Assist in keeping assets records for the equipment that have been acquired for project activities and tracks assets assigned to staff through the Asset Register.

D) Security Officer Functions
• Ensure RCK Field Offices compliance with Internal Safety and Security Standards and Policy.
• Assess safety and security risk and vulnerability and make recommendations to the Field Coordinator and program officers to reduce staff exposure.
• Oversee operations of the guarding services, CCTV & alarm system service providers within RCK Officers and highlight concerns and recommendations to the Field coordinator & Finance and Administration Manager.
• Maintain and update Field Security Management Plan.
• Deliver security briefing materials to new staff and visitors to the Field Offices or other humanitarian response as directed.
• Immediately report all safety and security incidents to Country Office, ensuring production of Post-Incident Report by involved staff.
• Contribute to a regular situation report (to include situational analysis, actions taken, and actions recommended) prepared by the most senior staff on location.
• Ensure security risk assessments (SRA) of program areas and potential program areas are done and update as requested by senior staff on location.
• Undertake program site visits to the program areas and potential program areas whenever needed, anticipated incidents, or response to incidents.
• Advise Field Coordinator of any need for review of individual security procedures.
• Represent RCK locally in interagency for a dealing with humanitarian security where applicable.
• Liaise with local stakeholders and community leaders in the process of gathering and verifying security information on a regular basis.
• Coordinate with Finance and other Procurement staff regarding staff and vehicle movement and facility security in respective locations.
• Submit monthly report and any other report to the Senior Management Team.
• Coordinate with Field Coordinator and Senior Finance officer to ensure security budget is adequately catered for during budgeting period.
• Submit monthly report to the Senior Management Team
• Help in ensuring there is good coordination with other stakeholders in RCK present counties as far as security issues are concerned.

QUALIFICATIONS & EXPERIENCE

• Post-Secondary qualification in related field i.e. Diploma and above
• Two to three years of prior experience administrative functions and hands on experience in security of related safety field of work is required. At least Prior experience with managing security plans and security risk assessment docs and or an INGO security support is desirable.
• Familiarity with Human Resource practices, policies, and procedures as they pertain to Kenya labor laws preferred.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent communication and interpersonal skills, with the ability to interact effectively with employees at all levels.
• Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook, and Teams) required.
• Familiarity with online line job posting platforms such as Smart Recruiters and other Kenya based job posting websites preferred.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Knowledge of host Kenya country safety and security protocols is desirable;
• Knowledge of HF and VHF radio operation;
• Effective oral and written communication skills in English.
• Intermediate skills in Microsoft Office (Word, Excel, Outlook and PowerPoint).

Behavior Competencies:

• Highly Professional.
• High standard of personal integrity, discipline and honesty.
• Confidential
• Attention to detail.
• Strong organizational skills.