Administrative Officer (Facility, Security, and Safety) at Solina Centre for International Development and Research (SCIDaR)

Description and Objectives

• The Administrative Officer plays a critical role in supporting the administrative functions of SCIDaR.
• The Administrative Officer will be responsible for overseeing the management of facilities, ensuring security and safety for all staff and assets, and maintaining compliance with local regulations and international standards.
• This role requires a proactive individual with strong organizational skills, attention to detail, and the ability to work effectively in a multicultural and fast-paced environment.
• The Administrative Officer will work closely with the administrative team and other departments to assist in various tasks and projects in line with SCIDaR policy and objectives.
• The role holder will also be responsible for collating all Security, Safety, and Facility Data, analyzing the same, and providing reports that facilitate the smooth administrative process.

Technical Responsibilities

Facilities Management:

• Oversee the maintenance and repair of office buildings, ensuring they meet health and safety standards.
• Coordinate with vendors and service providers for routine and emergency maintenance.
• Manage office space allocation and ensure optimal use of resources.
• Monitor and manage office supplies inventory and procurement.
• Implement and oversee an efficient system for facilities management documentation and reporting.

Security and Safety:

• Develop, implement, and monitor security policies, protocols, and procedures.
• Ensure the safety of staff and visitors by conducting regular risk assessments and security audits.
• Coordinate and manage security personnel, including hiring, training, and scheduling.
• Liaise with local law enforcement and security agencies as necessary.
• Develop and conduct safety training programs and emergency drills for staff.
• Maintain and regularly update the emergency response plan and evacuation procedures.
• Ensure compliance with local and international security regulations and standards.

Administrative Duties:

• Support the Administrative Manager in the development and implementation of administrative policies and procedures.
• Maintain accurate records of facilities, security incidents, and safety inspections.
• Prepare and submit regular reports on facilities, security, and safety matters to senior management.
• Assist in budget preparation and monitoring for facilities and security-related expenses.
• Manage contracts and service agreements related to facilities and security.
• Coordinate with other departments to ensure smooth operational support.

Required competencies

Core requirements

• Compelling evidence of interest in and commitment to the mission of SCIDaR;
• Demonstrated strong strategic thinking, problem-solving, and thought leadership abilities;
• Demonstrated expertise in General Administration and Security and SafetyUnderstand donor’s/Standard regulations in Security, Safety, and Facility Management.
• Advanced computer usage skills with proficiency in Microsoft® Word, Excel, PowerPoint, and use of ERPAbility to form working relationships with people at all levels;
• Excellent organizational and multitasking skills with the ability to handle conflicts;
• Strong communication and negotiation skills;
• Fast learner, open to learning from peers, subordinates, and supervisors collaboratively and at a rapid pace;
• Results-oriented performer experienced in developing and tracking self and team with clear KPIs;

Education and Experience

• Academic training: Minimum of a Bachelor’s degree or its equivalent in Business Administration, Public Policy, Facility Management, Law, or related discipline with a grade score of at least Second Class Upper.
• Professional credentials: Additional professional qualification/certification in Facility, Security, and Safety Management is advantageous;
• Experience: Minimum of 3-5 years of progressive experience in General Administration, Facility Management. Security and Safety and Operations Management.