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Operations & Security Manager

Date: 12-Jan-2022

Location: Beirut, Lebanon

Company: Plan International

The Organisation

 

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

 

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

 

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

 

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

 

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

ROLE PURPOSE

 

The Operations & Security Manager will be responsible to support the implementation of the PIL’s strategy by leading the department to give effective and efficient programme support services, which include; Developing Logistics and Procurement systems and procedures, managing Supplier’s relations, and ensuring compliance in the organization. In addition, Operations & Security Manager will be responsible for overseeing functioning of the Plan International Office in terms of actively monitoring the safety and security environment in Lebanon by establishing and maintaining positive working relationships with government officials and peers and ensuring that Security Protocols are regularly reviewed and updated and followed by both staff and visitors. He/she will contribute in implementing the global security policies and strategies and facilitate the rollout of security standards and Operating procedures. 

 

 

DIMENSIONS OF THE ROLE

 

The scope of the role will entail advising the Country Leadership Team on Operational and Security matters. The position holder will have constant communication between all Heads of departments (HoDs) regarding operational duties and will be responsible for training of staff on operational procedures, security guidelines, risk assessments and facilitating external trainings as necessary. 

 

 

ACCOUNTABILITIES

 

Strategic Leadership and Implementation (15%)

 

•    Develop operational plans aligned to PIL’s country strategic plan
•    Develop/ Adopt/ Review systems and procedures related to Operations and Security 
•    Ensure organizational risks are identified, mitigated and managed adequately including fraud and corruption
•    Contribute to enhancing the departmental framework as per the country’s need 
•    Provide productive input in the development and/or review of Operations Strategy at country & regional level as required
•    Review the preparation of project specific supply and procurement plans and annual logistic plans of the Country Office in conjunction with all stakeholders (department heads, CLT) and reports about progress.

 

Operational Management and Oversight (25%)

 

•    Ensure the department’s operations are conducted in line with Plan Inc. policies, procedures and standards, donor rules and local regulations
•    Participate in review and development of Logistics strategies at Regional and country level as required. He/she is expected to input into global processes in the area of logistics, procurement and administration management.
•    Ensure training and capacity building is provided to PIL staff and Local Partners
•    Ensure adequate control mechanism for Operations and Security including periodical compliance check
•    Coordinates international procurement and NFI when necessary and manage the importation and customs clearance of goods with the support of the operations Coordinator
•    Engage in emergency rapid assessments to identify procurement needs and other Logistics requirements to support effective emergency response when required
•    Ensure audit actions for Operations & Security are followed up and implemented in a timely manner.
•    Perform regular needs analysis for the Country Office and monitor service levels, taking appropriate action when necessary
•    Ensure Plan Lebanon is effectively supported administratively with general office needs, which includes travel arrangements and visitor protocols for international staff, lease agreements for offices, maintenance and operation of the office are taken care effectively, and other admin tasks.
•    Propose fleet measures by initiating lease/rental when necessary

 

Security Management (35%)

 

•    Act as a key advisor on security matters for programmes and operations providing advice to the Country Director and Country leadership team 
•    Responsible for country-wide security management in line with Plan International standards in close coordination with UN security network.
•    Maintain an appropriate level of contact with regional and headquarters Safety and Security personnel and other external stakeholders to support the implementation of Plan’s Security strategy.
•    Initiate security alerts, updates and security reports as appropriate in line with the ever-evolving security context across the country.
•    Develop country-wide updated security, evacuation and hibernation plans and drives compliance with the organization security policies and procedures.
•    Disseminate information, guidelines and policies as approved globally from time to time
•    Reviews country generated SOPs and advises on any improvement required and recommends for changes to leadership team.
•    Supports the country office to upgrade and continuously improve their capability and compliance with global security standards or initiatives.
•    Advise on safe movement of staff, e.g., proper vehicle fleet management policies, adequate safety and communications equipment in vehicles, and training of drivers in established procedures and requisite skills.
•    Inputs on need basis in budget development to ensure adequate consideration of safety and security resources are met. 
•    Develops guidelines and criteria for assessing premises and new office moves and locations.
•    Produces a proactive mapping of security hot spots across the country and upcoming events to the Country Leadership Team

 

Business Plan Preparation, Budget and Report Preparation (15%)

 

•    Review and monitor operations and security KPIs for assigned areas
•    Produce periodical quality reporting and analysis
•    Review and approve the departmental procurement plan and stock replenishment strategies proposed.
•    Review and manage the annual departmental budget 
•    Support and monitor the programmes team on procurement/logistics expenditure
•    Guide and endorse the organization’s Fixed Assets and Stock replacement/ disposal yearly plan.
•    Produce updates to management on major issues in the department when required
•    Review all security and vehicle incident reports and follows up the implementation of recommended management response actions.
•    Review and consolidate quarterly country security and compliance reports for onward submission to RH/GH.

 

Team Management (10%)

 

•    Recruit, grow and retain staff, performance management, including coaching, monitoring, capacity building, creating positive and enabling working environment
•    Initiate and lead different capacity development initiatives to the staff members including best practice and experience sharing 
•    Create a positive working environment in which continuous improvement, service-mindedness, transparency and open communications are key values.
•    Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

 

 

KEY RELATIONSHIPS

 

Internal: The job holder has a close working relationship internally with the following departments and/or functions: 

 

•    Strong working relationship with all Department Heads, PMs as well as Country Leadership Team in specific and broader Plan Lebanon staff in general
•    Providing technical guidance and direction to the Team through matrix relationship
•    Strong collaboration with regional and GH Technical team 

 

External: The job holder has a close working relationship externally with the following departments and/or functions:

 

•    Vendors/partners: Fostering strong and strategic relationship in their engagement with PIL
•    Likeminded NGOs and UN Agencies in building network, addressing common issues, as well as experience sharing
•    INSO, LHIF and UN security Officer/office
•    Other Private and Government Offices in mitigating security risks & relevant issues 

 

 

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

 

Demonstrable knowledge and understanding of:

 

    The context in Lebanon, particularly on issues affecting the rights and well-being of children and young people, especially girls and young women;
    The donor landscape in Lebanon, in addition to donors’ strategy and requirements;
    Humanitarian principles and “do no harm” approach.

 

Qualifications and Experience

 

    A Master’s Degree in Business Administration or similar 
    At least five years of demonstrated experience in humanitarian/refugee setting in related field
    Experience in working with donors – EU, USG, DfID, etc.
    Demonstrated knowledge and understanding of procurement and logistics experience with a track record of operational service level and efficiency improvement 
    Demonstrable knowledge and experience in security management, advisory, analysis and capacity building role in an international organisation setting.
    Experience with preparation of external audits desirable

 

Skills

 

    Operating in fast paced and fast changing unpredictable environment
    Strong decision-making skills in a matrix environment
    Proven leadership skills in building and managing large teams 
    Excellent analytical and negotiation skills are required.
    Strong organizational abilities; able to prioritise and manage short-term and continuing projects across diverse themes despite competing deadlines.
    Strong commitment to child safeguarding & Antifraud policies both inside and outside the workplace.
    Ability and experience in adapting to systems & processes
    Strong character traits, including team work, striving for high performance, emotional stability, resilience, adaptability, and ability to handle stress, strong initiative and self-motivation, cultural and gender sensitivity, honesty and physical fitness to travel are essential.
    Excellent written and oral communication skills, with excellent command of spoken and written English and Arabic. 

 

 

PLAN INTERNATIONAL’S VALUES IN PRACTICE

 

We are open and accountable

 

•    Promotes a culture of openness and transparency, including with sponsors and donors.
•    Holds self and others accountable to achieve the highest standards of integrity.
•    Consistent and fair in the treatment of people.
•    Open about mistakes and keen to learn from them.
•    Accountable for ensuring we are a safe organisation for all children, girls & young people

 

We strive for lasting impact

 

•    Articulates a clear purpose for staff and sets high expectations.
•    Creates a climate of continuous improvement, open to challenge and new ideas.
•    Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
•    Evidence-based and evaluates effectiveness.

 

We work well together

 

•    Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
•    Builds constructive relationships across Plan International to support our shared goals.
•    Develops trusting and ‘win-win’ relationships with funders, partners and communities.
•    Engages and works well with others outside the organization to build a better world for girls and all children.

 

We are inclusive and empowering

 

•    We empower our staff to give their best and develop their potential
•    We respect all people, appreciate differences and challenge equality in our programs and our workplace
•    We support children, girls and young people to increase their confidence and to change their own lives. 

 

 

LEVEL OF CONTACT WITH CHILDREN

 

Low contact: No contact or very low frequency of interaction 

 

 

TRAVEL

 

•    In-country travel is estimated at 30%.
•    Regular international travel may be required.
 

Location: Lebanon, Beirut

Type of Role: Operations & Security

Reports to: Country Director

Grade: E

Closing Date: 25 January 2022

 

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

 

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

 

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

 

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

 

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

 

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.