CHILD SAFEGUARDING: 

Level 3: The post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The Administration and Security Coordinator is responsible for managing day-to-day administrative operations, government liaison, and security coordination for the Sindh Sustainable School Meals (SSSM) Project, implemented under the USDA McGovern-Dole International Food for Education and Child Nutrition Program, in partnership with the School Education & Literacy Department (SE&LD), Government of Sindh.

The role supports smooth and effective programme implementation by ensuring efficient administrative systems, timely coordination with government authorities, and appropriate security arrangements for staff, assets, and project activities. The position holder serves as the main focal point for government engagement, coordinating with relevant departments and authorities on operational matters such as MoUs, NoCs, permissions, access facilitation, and visa/NOC processing for international staff.

The role also oversees security-related planning and coordination, contributing to a safe working environment through regular risk monitoring, implementation of security procedures, and close coordination with programme teams and management. The position requires strong organizational and communication skills, a hands-on approach, and the ability to manage multiple priorities in a dynamic, field-based INGO operating environment.

SCOPE OF ROLE:

Reports to: Deputy Chief of Party

Staff Reporting to this role: support staff, Drivers and Security Guards

KEY AREAS OF ACCOUNTABILITY:

Administration and Office Management:

Office Operations and Facilities Management

• Manage leases and agreements for all project offices, warehouses, and staff accommodations in line with organizational and USDA requirements.
• Oversee day-to-day office operations to ensure efficient, well-functioning, and compliant work environments across SSSM project locations.
• Ensure timely procurement, inventory management, and availability of office supplies, equipment, and consumables.
• Maintain proper filing systems (physical and electronic) for administrative, asset, and compliance documentation.
• Ensure functionality and maintenance of office equipment and facilities, arranging repairs and replacements as required.
• Support onboarding of new staff, including workspace setup, equipment allocation, and administrative documentation.

Health, Safety, and Office Security Measures

• Ensure offices and vehicles meet health and safety standards, including first aid kits, fire extinguishers, smoke detectors, and emergency signage.
• Coordinate regular checks and maintenance of safety and security equipment, including CCTV systems, alarms, and access control systems.
• Ensure effective attendance and access control systems at Country Office and field locations.
• Coordinate with security staff to implement workplace safety and emergency preparedness protocols.
• Organize and supervise office maintenance, renovations, and logistics for official events and meetings.

Meetings, Events, and Travel Coordination

• Act as a focal point for internal and external administrative coordination and inquiries.
• Support the organization of project meetings, workshops, trainings, and official events, including venue booking, logistics, and documentation.
• Coordinate staff, visitor, and consultant travel, including flights, accommodation, ground transport, and itineraries.
• Support tracking and monitoring of travel and logistics costs to ensure value for money and budget compliance.

Procurement and Asset Management

• Support procurement processes for administrative and operational needs in line with organizational policies and USDA regulations.
• Maintain up-to-date inventory and asset registers for offices, warehouses, and vehicles.
• Monitor usage of administrative resources to ensure efficiency, cost-effectiveness, and donor compliance.

General Administrative Support

• Provide administrative support to project management and programme teams as required.
• Ensure adherence to organizational policies, procedures, and ethical standards.
• Support staff welfare and team-building initiatives as appropriate.

Government Liaison and Regulatory Compliance:

• Serve as the primary focal point for liaison with government authorities at district, provincial, and national levels for the SSSM project.
• Build and maintain constructive working relationships with relevant Sindh government departments and other relevant stakeholders to facilitate smooth project implementation.
• Coordinate with programme teams to ensure compliance with government regulations, including registration requirements, NoCs, permits, and access approvals.
• Facilitate timely processing of permissions, NoCs, and approvals required for school meals operations, field activities, assessments, and monitoring visits.
• Prepare, compile, and submit required documentation and reports to government authorities, and other regulatory submissions.
• Coordinate submission of progress updates and financial documentation to relevant government counterparts, as required.
• Support approvals for new project phases or activities in coordination with management and project team.
• In line with INGO policies, coordinate visa and work permit processes for international staff, consultants, and visitors, liaising with relevant government departments.
• Provide guidance to staff and visitors on visa extensions, renewals, and immigration compliance.
• Coordinate with legal teams on drafting, review, and finalization of MoUs and agreements with government and external partners.

Safety and Security:

• Serve as the focal point for safety and security matters for the SSSM project and support country programme operations as required.
• Develop, implement, and regularly update security plans, SOPs, and contingency measures in line with organizational policies and operational context.
• Conduct regular security risk assessments for offices, warehouses, schools, and field locations.
• Monitor the security situation and provide timely updates and advisories to management and staff.
• Coordinate response to security incidents, emergencies, natural disasters, or civil unrest affecting project operations.
• Ensure security incidents are documented, reported, and reviewed to strengthen preventive measures.
• Provide security briefings and awareness training to staff, visitors, and drivers.
• Coordinate with local authorities, law enforcement, and relevant stakeholders for security information and response support.
• Advise on staff movement and travel safety, including route planning and risk mitigation measures.
• Ensure functionality and maintenance of security equipment such as communication devices, alarms, cameras, and fire safety systems.
• Oversee access control procedures for offices and facilities, including staff IDs and visitor management.
• Support investigations and reporting related to security incidents or suspicious activities.

Other Duties:

• Perform any other duties assigned by the supervisor in support of effective and compliant implementation of the SSSM project.

BEHAVIOURS (Values in Practice):

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS:

• Bachelors / Master degree holder in relevant field.

EXPERIENCE AND SKILLS:

• At Least 5-10 years of INGO/NGO experience in carrying out Admin and Security responsibilities especially in Sindh
• Demonstrable experience liaising with government, police, and local/provincial/federal authorities required. Familiarity with INGOs and humanitarian actors highly desirable.
• Experience with financial and facilities management principles
• Critical thinker and problem-solving skills
• Strong analytical writing and verbal skills in English and Urdu. Ability to understand/communicate effectively in Sindhi is highly desirable.
• Great interpersonal skills and communications skills

Additional Job Responsibilities:

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities:

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.

Health and Safety:

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Save the Children has zero tolerance towards Sexual Exploitation and Abuse, Fraud, Bribery and Corruption.