Website Care India

POSITION/DESIGNATION

Manager – Safety, Security & Administration

GRADE/LEVEL

PROJECT/UNIT

Support Services

PROJECT DURATION

REPORTS TO

Senior Manager – Safety, Security and Administration

LOCATION

CSO, New Delhi, with Deployment at Patna

TRAVEL

25% (Regular Travel to Field Location in Bihar and Jharkhand)

ABOUT US

CARE is a not-for-profit organisation working in India for over 70 years, focusing on alleviating poverty and social injustice. We do this through well-planned and comprehensive projects in health, education, livelihoods and disaster preparedness and response. Our overall goal is the empowerment of women and girls from poor and marginalised communities leading to improvement in their lives and livelihoods.

During FY 2020-21, CARE India directly reached out to 52.7 million people through 53 programmes across 18 states, covering more than 130+ districts. We are part of the CARE International Confederation, working in 100 countries for a world where people live with dignity and security.

CARE India seeks a world of hope, tolerance, and social justice, where poverty has been overcome and people live in dignity and security.

Our goal is to ensure that women and girls from the most marginalized communities are empowered, live in dignity and their households have secure and resilient lives. CARE India aims to accomplish this goal by working with 50 million people to help them have quality health, education, livelihoods and overcome the effects of disasters.

Our employees are committed to CARE’s values, Code of Conduct, and safeguarding commitments towards a safe workplace for all, including the principle of ‘do no harm’. They are also responsible to uphold and strengthen our safeguarding commitments in their role. To know more about our safeguarding policies please visit our website link given below.

JOB SUMMARY

Manager – Safety, Security and Administration will be responsible for providing assistance to Senior Manager – Safety, Security and Administration in driving Safety Security and Administration management, Policy preparation, Conduct Safety Security audit, Capacity Building and all other activity related to Safety Security and Administration.

ROLES AND RESPONSIBILITIES

Safety Responsibilities:

With deployment in Patna and Primary focus on the State of Bihar and Jharkhand, manage risk assessments & Conduct internal Fire / Safety & Security Audits surveys, reviews, and investigations in various work environments (e.g. remote locations, offices, mobile workforce, etc.) as determined by country legislation, CISSD standards and Care International norms
Provide advice, guidance and innovative solutions to Management, program units, Human Resources, and other functions with respect to occupational safety and health regulations and standards as part of Health & Safety organization.
Maintain awareness of regulatory and company requirements in addition to industry leading professional advancements in the Safety and Industrial Hygiene disciplines.
Evaluate existing processes and implement continual improvements consistent with regulatory requirements, and in alignment with the Health and Safety Management System.
Drive standardization and benchmarking to ensure continual process improvement
Maintain Cost optimization and manage vendors for better performance.
Has the ability to work on CARE projects across India.
Perform additional responsibilities as needed.
Effectively team with others to provide employee health and safety services and develop/implement new employee well-being initiatives in alignment with HR & OD department
Demonstrate skills, knowledge and ability to research leading industry practices for identifying potential hazards, occupational risks and non-compliances as well as Perform incident/accident investigations to determine root cause and recommend countermeasures to prevent recurrence
Develop and promote health and safety awareness and training programs.
Provide expertise to implement global and country specific safety standards, provide expertise as safety program owner to develop, maintain and communicate programs.
Conducting trainings on Firefighting, first aid, occupational safety and other security awareness sessions to all categories of employees

Security Responsibilities:

Lead the security team in Bihar and Jharkhand and manage security infrastructure of complete region to ensure safety and security of employees and assets ensuring all Corporate Security policies relevant to the geographic area of coverage are aligned to local regulations; this includes the development of any local policies to meet compliance
Ensuring all operational delivery is in accordance with Global Corporate Security standards and guidelines, Regional Corporate Security standards and the focus of this role is to ensure governance and controls for the protection of the buildings, staff and assets; staff safety and security; security training and awareness; understanding of technical security systems in support of physical security operations; and oversight and input to security projects as required.
The role will also be expected to manage travel security and environmental health and safety in the given geographic scope and anywhere in India. This includes any corporate offices, branches, recovery sites and other buildings associated with the company operations.
Serving as the escalation point for all local operational security matters and the security lead for incidents and crisis management, including security and non-security incident response which may have the potential to lead to a crisis event anywhere in India or to CARE India Staff anywhere across the globe.
Supporting and managing (if applicable and agreed by Regional Head of Corporate Security) physical security investigations as required
Performing robust physical security reviews of existing company buildings, due diligence of potential buildings including corporate hotels, CARE India Guest House; Warehouses and any other sites.
Initiate Incident investigations, Investigations Reports, maintain escalation metrics and raise exception repots as per response structures mechanism. Written reports must be of a high standard of written English and contain detailed SME content
Maintain security incident data, with periodic trend analysis implement corrective actions plans
Liaise with Local Police Authorities and ensure timely support as & when required
Responsible for installation and maintenance of Fire extinguisher, CCTV & Fire alarm system, relocation & assets mobilization during sites closures
Ensure consistent security services – security guarding, alarm monitoring & response, visitor management, access control, material movement and security documentation.

Emergency Response & Crisis Management:

Creation, updating, exercising and maintenance of Crisis Management organization and plans
Follow Emergency Response and Crisis Management guidelines to handle security incidents and crises
Liaise with state authorities, police, Law Enforcement Agencies (LEAs) and emergency services on a day-to-day basis, during mock exercises and real-life incidents and crisis situations.
Responsible for the overall coordination of the organization’s response to a crisis, in an effective, timely manner; planning disaster/ emergency management programs
Providing support to any the company stakeholder at the agreement of the Regional Head of Corporate Security, and supporting colleagues and the wider organization in delivering global initiatives and operational requirements

Stakeholder/Peer Management:

Supports the development of an environment where people management and development are the number one priority. Coaches direct reports and others in the organization, when applicable.
Actively supports the program strategy, plans and values, contributing to the achievement of a high-performance culture
Takes ownership for own career management, seeking opportunities for continuous development of personal capability and improved performance contribution
Acts as a role model for other employees, providing help and support to facilitate early integration and assimilation of their new environment
Supports tough people decisions to ensure people performance is aligned with organization imperatives and needs. Addresses individual performance issues, where necessary, to drive for high performance.

Administration:

Fulfil following responsibilities:-

Assist in management of Administrative issues pertaining to CARE India operations through direct interaction with State Office and Project Teams in Bihar and Jharkhand.
Liaise with government departments, Police, Customs, and other service provided in connection with administration.

When tasked by CIHQ for administrative duties in state of Bihar and Jharkhand be prepared to perform/ assist specified managers in performance of the following duties:-

Ensure good working environment with administrative facilities for staff
Upkeep and performance of vehicle fleets. Reviews vehicle expense quarterly reports from state offices and develops vehicle expense report for the vehicles used at CIHQ.
Assess vehicle performance and plan for replacement when necessary.
Ensure cost-effective maintenance/repair of Office Buildings and Space management. Supervision and Management of office renovations.
Ensures that the Goods and Services Indents are submitted to the procurement unit for timely supply of goods & services.
Monitor timely replenishment of Petty Cash and ensure timely distribution in control with Petty Cash guidelines.
All the correspondence regarding Vehicles, AMCs and petty cash are to be made and filed in respective files.
Responsible for Assets management software, update assets list, assets Insurances and claims settlements and assistance in physical assets verification process.
Review and ensure disposal of assets and other items are as per define guidelines.
Maintain and review landlord/premises maintenance scope and deliverable of office and recommend accordingly.

Warehousing management.

Locate and lease or rent housing/office space for the international staff and the office building.
Negotiates with respect to the terms and conditions in consultation with CIHQ.
Support project offices in lease of offices and housing.
Maintain the lease data for all international staff residence, CARE-India buildings in State/ project offices. Ensures renewal of all the lease contracts and prepare yearly lease details.
Responsible for timely payment of rent, providing Form-16 to landlords and all other compliances.
Ensures cost-effective maintenance and repair of office buildings.
Be prepared to work at CSO Delhi for short/ long periods in similar capacity if required.

KEY RELATIONSHIPS

All CARE India offices/ programms and related external stakeholders and partners in Bihar and Jharkhand States.
CARE India Support Services.

QUALIFICATION & EXPERIENCE

Essential

Master’s degree in occupational health and safety or related field with 7 to 10 years of experience
Has attained or is planning to attain professional certification, such as NEBOSH, CSP etc
Strong Information Technology skills and exposure to related software modules is a prerequisite

Preferred

Knowledge of Assets management software/Inventory management software.
Previous working experience with same kind of organizations.

SKILLS & COMPETENCIES

Core Competencies for the Assignment

Multi-disciplinary approach towards safety & security management, with holistic knowledge of security program and alignment of security systems as force multiplier especially in risk management, incident handling, crisis management, investigations etc.
Strong Administrative skills with holistic capability to support diverse activities in large organisations including procurement and vendor management.
Proactively engaged self-starter with ability to prioritize and manage multiple tasks.
Ability to be an independent problem-solver with minimal supervision.
Unblemished track record and high levels of personal integrity.

Communication skills:

Advanced linguistic skills with fluency in Hindi and English.
Exemplary written and verbal communication, including ability to write reports and returns on both routine and Adhoc basis.
Ability to articulate and communicate well to all stakeholders (both verbally and in writing) in a manner that meets the different needs of different audiences.

Information Technology Skills

High level of competency in Microsoft applications, including Word, Excel, PowerPoint. Expert level competency in MS Excel will be preferred.

Research skills:

Ability to conduct primary and secondary research for identifying the latest trends in Safety and Security
Ability to analyse geopolitical events and developments in the safety and security arena is must.
Ability to carry out market research for procurement/ better administrative support.

Team Management & Collaboration / People skills:

Exemplary team motivator and genuine team player.
Strong communication, analysis, problem solving and judgment skills.
High social intelligence: Able to engage and influence teams, create relationships of trust with stakeholders.
Adept at co-creation: naturally collaborative and solutions focused.
Conflict resolution: comfortable with negotiating and resolving conflict; seeking clarity and testing assumptions.
Able to reflect, empathetic, and a good listener.
Ability to train and impart awareness to motivate the core security team as well as employees.

Strategic Thinking and Analysis:

Ability to understand big picture, specially the organizational level functioning including future perspective; carry out matching need analysis and adept.

Change Management: