Health, Safety and Security Coordinator at HIAS Refugee Trust of Kenya

SUPERVISOR:                             Country Director as line manager, Regional Safety & Security Manager as technical manager

LOCATION:                                  Nairobi with frequent travel to program sites

START DATE:                              December 8, 2022

END DATE:                                  September 14, 2023 (renewable contract subject to availability of funds and performance)

GRADE:                                       8

JOB SUMMARY

The Health Safety and Security (HSS) Coordinator is the content expert and reference point for health, safety, and security at national level. He/She works under the direct supervision of the Country Director of HIAS Kenya, and the technical supervision of the Regional Safety & Security Manager for Africa and Eurasia. The HSS Manager is responsible for managing the global and regional HSS Management system and maintain and enhance the national HSS structure, plans and processes in order to support efficiently HIAS programs in Kenya.

ESSENTIAL FUNCTIONS:

Responsibilities

• Ensure legal compliance to any occupational health, safety and security legislation and duty of care
• Development and implementation of HIAS HSS Management System at national level
• Conduct ongoing health, safety, and security risk assessments (SRA) and oversee implementation of risk mitigation measures including conducting site-specific health, safety and security reviews of HIAS offices and other program-related sites, as well as advise on the location of new sites.
• Monitor, assess and report on HSS risk management, traveler safety, duty of care and compliance with policy, standards and processes.
• Facilitate security plans in accordance with HIAS standards and the use of existing templates, forms and processes.
• Provide regular safety updates and briefings to staff, including visitor briefings and onboarding procedures for new staff members.
• Supervise and manage any security services if applicable.
• Promote international standards on traveler HSS to and from the national office and ensure compliance with travel management policy.
• Keep records related to development and compliance.
• Working with HIAS operations managers in Kenya, design and implement travel management and fleet management processes within the country.
• Communicate with other team members to ensure the team knows how to identify health risks, how to protect against illness, injury and stress, and how to get appropriate medical help or treatment; Provide support to the HR department on staff health issues, as required.
• Ensure that operational plans and budgets reflect responsibilities for management, training, assistance, safety and well-being of staff.
• Create systems to manage HSS risks associated with Kenya's expatriate population in coordination with the Regional Safety and Security Director for Africa and Eurasia.
• Manage a HSS related budget to ensure prudent utilization and effective monitoring of  the same.

Training

• Strengthen the HSS awareness and skills of all staff.
• Support, training, control and development of HSS staff in all offices (Focal points)
• Promote the integration of HSS into operations so that administration and programs are strengthened without impeding their functioning.
• Design and implement training and exercises for security awareness, standard operating procedures, alternative plans and emergency response measures.
• Act and collaborate with management and programs to strengthen stakeholder actions and onboarding approach.
• Be an active part of the national leadership team.
• Work with the management team on their role in relation to security and duty of care and assist them in integrating HSS into each area of operations.
• Represent HIAS externally and in inter-agency forums as requested or required by the Country Director, potentially including the following activities:
  • Attend cross-cutting coordination meetings on HSS in Nairobi;
  • Build HSS relationships with partners;
  • Engage with government partners;
  • Create HSS forums where they are not yet present.

Threats and Incident management at the national level

• Communicate current and foreseeable HSS threats to the country director, HIAS staff in Kenya and to Regional Safety and Security.
• Establish a National Incident and Emergency Management Plan in coordination with Regional Safety & Security. Once the ERP is created, act as responsible for training staff on their responsibilities in a crisis.
• Ensure that threats that may impact HIAS operations or personnel at the national level have been formally communicated accurately, succinctly and in a timely manner to HIAS headquarters' management, personnel, and ELT.
• Oversee the management of incident information during a critical event and retain all current notes, records, and information.
• Encourage and train staff and supervisors to actively report threats and incidents.
• Report and update incidents using established protocols.
• Conduct incident data analysis and share information with national management and Regional Safety and Security.

QUALIFICATIONS AND COMPETENCIES REQUIRED

Qualifications

For the purposes of the position, the person must be able to perform each essential task or function satisfactorily. The conditions listed below reflect the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable persons with disabilities to perform essential functions.

• A minimum of five years' professional experience in a related field, preferably with a humanitarian organization
• In-depth knowledge of HSS risk management conditions for international humanitarian assistance organizations
• In-depth knowledge of national legislation and international standards in relation to HSS and Risk management
• Previous experience working in volatile and complex environments
• An excellent understanding of humanitarian reception procedures and methodologies
• Demonstrated ability to work in diverse and multicultural teams to achieve common goals
• Collaborative and team-oriented
• Excellent interpersonal, oral and written communication and negotiation skills
• Excellent judgment
• An ability to rally around a culture of HSS awareness
• In-depth knowledge and understanding of country-specific environment.

Education

• Bachelor's degree or equivalent degree in a related field

Fluency

• Fluency in oral and written in English.
• Ability to read, analyze and interpret general trade periodicals, professional journals, technical procedures or government regulations
• Ability to write reports and maintain professional correspondence
• Ability to present information effectively and answer questions from groups of leaders.