Operations and Security Manager

Please Note: This position is under a recently awarded program by USAID and will start as soon as possible.

Application Deadline: We are reviewing all applications on a rolling basis until a final candidate is selected. Please apply by July 25, 2024 for consideration. However, we encourage candidates to apply immediately if interested.

Overview:

The National Democratic Institute for International Affairs (NDI) is a nonprofit, nonpartisan, nongovernmental organization that has supported democratic institutions and practices in every region of the world for more than three decades. Since its founding in 1983, NDI and its local partners have worked to establish and strengthen political and civic organizations, safeguard elections, and promote citizen participation, openness and accountability in government.

NDI has been present in the Palestinian Territories since 1994, working with Palestinian political parties, civil society organizations, activists, universities, and youth on a variety of issues including advocacy campaigns, message development, political outreach, and the inclusion of women and youth in the political process and decision-making.

The National Democratic Institute seeks to hire a Operations and Security Manager (OSM) to support the Institute's programs in the West Bank and East Jerusalem.

• Department: Operations and Security
• Job Title: Operations and Security Manager (OSM)
• Reports to: Senior Resident Director
• Duty Station: Ramallah, West Bank Gaza (WBG)

Core Responsibilities 

Oversee all components of NDI’s operations and security/risk management, including:

• To develop, lead, manage and monitor, under the guidance of the Senior Resident Director, NDI’s operational and security support systems to enable effective program implementation
• Ensure compliance with NDI’s security and risk management protocols, including staff travel management, communications and incident reporting, and the physical safety and security of NDI’s office and rental properties
• Manage and maintain NDI’s critical safety and security resources and equipment to include fire safety equipment, vehicle safety equipment, first aid kits, and communications resources
• Manage NDI’s day to day relationship with safety and security related service providers including static guard force providers, emergency medical support providers, transportation companies, and INGO risk management forums
• Leveraging an information network with other INGOs, security providers, and government authorities to ensure NDI has a full understanding of the risk environment, and is applying proper risk mitigation methods and resources

 Specific duties will include but not be limited to:

 Operations

• Manage all aspects of operations, including supervision of operational staff (currently includes the Driver/Operations Assistant, Cleaner, and Translator)
• Along with the Senior Finance and Admin Manager (SFAM), helps ensure compliance with national laws, NDI organizational policy, and donor administrative requirements, as well as proper implementation of field office policies and manuals
• Establish, with the Senior Resident Director and SFAM, the annual budget for the operation of NDI’s office in Ramallah (and any satellite offices)
• Ensuring NDI’s office(s) are appropriately equipped, furnished, cleaned, secured, managed and maintained in a manner that provides a supportive and effective working environment for staff, meets legal requirements, is environmentally responsible, is protected against unauthorized and illegal entry, is equipped to respond to emergencies such as workplace accidents, fires and earthquakes, and maintains safe haven supplies
• Acting as one of the first points of contact and public faces of NDI, ensuring that personal visitors to the office (including those attending NDI consultations, trainings, seminars and meetings) are responded to, received and catered for in a manner that is appropriate and welcoming
• Ensuring that NDI’s communications equipment including telephones (land and mobile), mail and courier operational systems are fit for purpose, maintained in good order, and available to NDI staff and consultants
• Procuring and monitoring the use of office stationary and other consumables, including toners for printers and photocopiers, and cleaning supplies, and ensuring such supplies and other equipment are appropriately stored
• Providing appropriate support for the director, program managers, programs, projects and activities so that consultancy, trainings, seminars, activities and other events and initiatives are effectively planned and provided for
• Arranging all office and residence leases and other residence requirements (payment of utilities, addressing need for repairs, etc.) for expatriate staff
• Handling all necessary arrangements for foreign travel and accommodation and, where necessary domestic travel and accommodation, for NDI staff and others including guest consultants and trainers, traveling on behalf of NDI or on NDI associated business
• Vehicle fleet management to include vehicle control and dispatching, regular maintenance, repair, and safety equipment/supplies control
• Ensuring the registration, licensing (including licensing for use outside WBG), insurance, parking of all NDI vehicles
• Driver oversight and management to include scheduling, training, and support as needed
• Assist the program team in understanding their roles and responsibilities in operational management
• To provide regular reports, updates and analyses of operational and security developments for use within NDI and as appropriate by the Institute’s partners

Security

• Support the Senior Resident Director and other members of the WBG Senior Management Team in decision making, establishment and review of safety and security policy and procedure, and managing incidents and crises
• Oversee the implementation, enforcement, and updating of the local security plan (LSP) and related protocols, procedures, policies/forms, phone trees, etc. engaging NDI HQ staff and/or security consultants/providers as needed
• Prepare a security training plan with supervisor, and conduct or organize security trainings as needed, and run tests, audits, and simulations to ensure security readiness
• Serve as the lead on approving and tracking staff travel outside of their home locations, including to and from NDI’s head office in Ramallah and to events/workshops, serving as the focal point for staff updates when travelling
• Lead the assessment of NDI activities and venue selection from a security perspective, advising the Senior Resident Director and other staff
• Lead in engaging listserves, whatsapp groups, and liaising with international and local stakeholders on issues related to security, travel, checkpoints, protests, and other related issues across both the West Bank, Gaza, East Jerusalem, and as relevant Israel and neighboring countries, and sharing this information with the WBG team and relevant staff in NDI HQ.
• Ensure the translation of all key documents in the local language/s, if needed/requested
• Maintain daily contact (as possible) with NDI staff based in highly insecure locations, including Gaza, and providing status updates to the Senior Resident Director and other members of the senior management team (SMT)

Procurement

• In conjunction with the Senior Finance & Administration Manager, ensure NDI’s policies are followed for the effective and efficient procurement of goods and services
• Ensure the understanding and application of this process by all staff
• Identify vendors and collect quotes for procurement of goods and services in cooperation with the Senior Finance & Administration Manager
• Implementation and monitoring of purchasing policies and procedures
• Maintain an orderly, readable and accessible computer and physical filing system
• Maintain an accurate and updated inventory of all equipment

 ICT

• In cooperation with NDI Headquarters ICT, work with selected vendors to ensure all ICT equipment and networks are configured and operating effectively.
• Ensure all staff are trained and follow NDI ICT policies for the use and security of equipment and information
• Support trouble shooting for ICT challenges, in coordination with NDI HQ ICT team and relevant consultants/services

جميع الحقوق محفوظة لموقع جوبس.

PERSON SPECIFICATION

Qualifications and Experience

• Education to Degree Level or relevant political/governmental/administrative experience (essential);
• Demonstrated experience with operations and security responsibilities as outlined, preferably with an INGO
• Experience working on one’s own initiative and delivering to high standards and tight deadlines (essential);
• Knowledge and understanding of the political and security situation in the country (desirable);
• Experience in the development of projects (desirable);
• Experience of working as a team member in a multiethnic, multicultural environment (desirable)
• Prefered Jerusalem ID Holders

Skills and Abilities

• Customer-service oriented with flexibility to balance compliance with enabling effective implementation of programs (essential);
• Effective organizational skills (essential);
• Excellent written and verbal communication skills in English and Arabic (essential); Hebrew (desirable, but not required);
• Ability to work flexibly, under pressure and to strict deadlines (essential);
• Ability to effectively initiate, plan, prioritize and complete tasks on one’s own and as part of a team (essential);
• Excellent interpersonal skills and the ability to communicate with a wide range of people (essential);
• Ability to motivate, engender trust and instill confidence in external stakeholders and partners (essential);
• Proficient computer/IT skills (essential);

• Strong commitment to and understanding of equal opportunities, in principle and in practice, and an awareness of the importance of an equalities dimension in the implementation of programs (essential);

FLEXIBILITY 

In order to deliver NDI’s programs effectively, a degree of flexibility is needed and the post holder may be required to perform work not specifically referred to in the responsibilities detailed above and perform duties outside of normal business hours. However, such duties will fall within the scope and grade of the post.

Thanks for your interest in working with NDI. Interested candidates should send CVs and cover letters to

[email protected]

no later than July 25, 2024.

NDI will contact only those candidates who have been selected to move forward with the hiring process. NDI will not respond to queries on a candidate’s status nor consider applicants not submitting documents to the above address.

NDI is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment, without regard to race, color, religion, sex, national origin, or disability.