The IHUB Humanitarian Safety Administration Assistant provides a complex range of administrative support related to staff/ Visitor safety education and procedures for incidents and accidents.
Responsibilities
Documentation and compliance (10%)
Maintain various safety-related databases in compliance with with IRC S&S standards.
Ensure that Pre-Departure Information (PDI), onsite, and constant companion card documents are up to date, disseminated and implemented.
Develop safety presentations
Assist in development of Safety and security procedures and policies including proofreading and ensuring grammatical correctness.
IRC staff and visitor coordination and travel tracking (20%)
In partnership with relevant staff, ensure all staff and visitors receive a Pre-Departure Information (PDI) packet, including emergency contact numbers.
Upon arrival, ensure that a S&S briefing is conducted within 24 hours, constant companion provided, and relevant communications equipment distributed and tracked.
Maintain records to track IRC staff and relevant visitor’s travel for I-Hub,
Ensure contact details are kept updated on the emergency notification groups
Facilities Inspection and Safety (25%)
Utilizing global standards, conduct regular assessment of all I-Hub facilities, expatriate housing, conference facilities/hotels, offices.
Liaise with suppliers to ensure IHUB Safety equipment (including fire extinguishers, smoke detectors, first aid kits etc.). are well maintained
Information, emergency notification, and analysis, incident reporting (20%)
Serve as a desk officer to collect and disseminate timely information/reports on the S&S context for the I-Hub
Maintain the emergency notification system and issue timely alerts to I-Hub staff.
Be a liaison to local law enforcement.
Ensuring documentation on incidents are prepared and circulated appropriately
Training Program Management and Implementation (20%)
Conduct safety training such as Basic Fire Safety, First Aid, and Personal Safety and Security.
Maintain training attendance records
Other tasks (5%)
The SSO will be able to work on any task requested by her or his supervisor, to include participation in scribing, context analysis, writing reports, and other Critical Incident Management
Team management (CIMT) related duties.
Profile
Strong administrative skills with attention to detail
Excellent verbal skills- Good command of English and Swahili languages
Strong writing skills
Skilled in Microsoft Office
Experience as a trainer would be a bonus
Good knowledge of humanitarian safety and security protocols
Ability to work independently
Work experience in a multi-cultural environment
Qualifications
Diploma in safety, security or related course of study training or 3 years work experience in NGO security industry in Kenya, with Knowledge of the Nairobi context
Computer skills: Microsoft office- Word processing, excel and Internet
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances
IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.
