Transport And Security Coordinator

Job Summary                     This is a support function in terms of providing a service to the programme and operations teams but with some management responsibility.  The post-holder will coordinate the use and maintenance of vehicles, manage drivers and be lead person for implementing processes and policies that will enhance the safety and security of Concern staff and assets.     Duties and Responsibilities   1.   Manage and coordinate Concern transport pool for Concern’s office in Akkar including rented vehicles according to the transport usage regulations and security management plan in order to provide efficient and secure transport for official use. Ensure drivers are maintaining log books and records of fuel purchase. Check log books regularly and provide monthly reports on vehicle use, maintenance and fuel consumption, vehicle mileage summary, personal usage deduction to relevant staff. Take appropriate action in case of any major variation. Maintain contracts with fuel suppliers including contract renewals on set format, payment on monthly basis Maintain a trip and vehicle usage planning system to promote efficient use of vehicles Plan and ensure routine preventative maintenance of vehicles is carried out according to rental agreements so that vehicles are available for programme activities meeting safety requirement. Manage vehicle rental contracts ensuring timely review and renewal Maintain vehicle supplier list both for routine and emergency requirement and conduct regular market surveys Maintain a file for all Concern vehicle/s with all relevant information and repair and maintenance record. Ensure all transport incidents are recorded and elevated to senior staff as per vehicle usage regulations   2.     In consultation with managers, coordinate the implementation of safety and security protocols in regards to office, travel, programme and operations. As a member of the Security Management Team, provide advice and updates on the context as it relates to the security of Concern staff and assets Update security reports on a daily basis Maintain and disseminate an up to date contacts list, security tree and information sharing network with other stakeholders Support the development and review of security policies and procedures appropriate to the context Develop tools and processes for the rapid dissemination of urgent and important security and safety information to staff Assist the Security Management Team to respond quickly to the changing security context in Lebanon Identify and prioritise risks to the safety of staff in the office, during movements and in operational area Address occupational health and safety risks where possible and surface recommendations to manager for mitigation that requires organisational changes Take a lead role in training and raising awareness of staff about security management and occupational health and safety Monitor compliance with safety and security policies and procedures and take appropriate action when non-compliance results in greater risk to staff or the organisation     3.    Effectively manage and support staff (drivers) reporting to this post Provide regular support and feedback to post-holders reporting to this role Undertake probation and annual performance reviews frankly and in timely manner Ensure sub-ordinates are clear about their role, expectations and all relevant policies and procedures Support the professional development of drivers Undertake joint work planning Facilitate communication flows between team and senior management   5.  Prepare, manage and review transport and safety budgets with support from Admin and HR Manager   6.   Prepare payment requests for finance department with all the necessary documents for  purchases made for transport and safety expenses   8.  To adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct. 9. To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment. 10. To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6). 11. Undertake other appropriate tasks that support the work of Concern in Lebanon as requested     Skills, Qualifications, Experience and Attitude Required Recognised tertiary qualifications in administration, management or related discipline At least three years’ experience in related field Experience in transport management Demonstrated skills in applying security management and occupational health and safety in a workplace Previous experience working with humanitarian organisations is desirable Strong organisation and problem solving skills Excellent computer skills in a MS Office and good command of email Ability to work calmly and efficiently under pressure to meet tight deadlines Excellent oral and written communication skills in Arabic and English. Demonstrated ability to interact with other people effectively and diplomatically Commitment to maintaining confidentiality Ability to work within deadlines, prioritizing competing demands and under pressure Ability to negotiate and assist in the resolution of disputes/conflict Attention to detail Non-judgmental attitude and respect for Concern’s beneficiaries, other staff and people that Concern deals with Commitment to humanitarian principles and values Commitment to Concern equal opportunity and gender practices