Operations Room Assistant- Al Hasakeh

Operations Room Assistant- Al Hasakeh

Admin الطوارئ، العلاقات العامة و الأمن و السلامة

JOB Vacancy Announcement #: 7705

Job Title: Operations Room Assistant- Al Hasakeh

Application deadline: 15.11.2022

Duty Station: Hasakeh

Job Requirements:

  • Bachelor’s degree, preferably in management or any other relevant subject with a suitable university degree.
  • Candidates with a similar level of experience within the private sector and police and military may also be considered.
  • At least 2-3 years of experience in International Organizations within a humanitarian context and risk management.
  • Strong assessment, evaluation, analysis, and strategic planning skills.
  • At least six months of experience working for a humanitarian agency in a conflict setting.
  • Competent and literate in English, verbal and written, with a sound knowledge of technical expressions.
  • Excellent oral and written communication skills.
  • Demonstrable supervisory ability, sound judgment, and the ability to work effectively with others at all levels.
  • Strong assessment, evaluation, analysis, and strategic planning skills.
  • IT literate in MS – Word, Excel, and PowerPoint.
  • Excellent interpersonal communication skills – ability to clearly and calmly pass time-sensitive information
  • Fluent in Arabic and English, verbal and written, with a sound knowledge of technical expressions.
  • This position will need to be highly aware of the access, and logistic challenges teams face in multiple areas of NE Syria and adapt protocols to best suit the environment.
  • Experience in supervising staff.

Job Description:

The Operations Room Assistant will spend 50% of their time informing staff about the security situation via bulk instant message, email, and cell/Satellite phones and 50% of the time maintaining a timely flow of communication and loggings, equipment accountability, and control, and lead on security reporting to ensure the smooth running of THE ORG NES Operational Safety Unit’s (OSU) relevant activities; including proper tracking of vehicle movements between office and field locations and ensuring the functionality of communications system in main office and sub-offices.

This position reports to the Operational Security Manager and will have close collaboration with other security and fleet staff. The holder will coordinate with the OSU, Fleet team, and security guards and communicate closely with programmatic and field staff to support better risk analysis of the security situation and enable staff to make informed decisions about their travel and personal security.

The Operations Room Assistant will support THE ORG NE Syria activities per the responsibilities and tasks in this job description. This position is based in Hassakeh.

KEY RESPONSIBILITIES

  • Track the vehicle’s movements in NE Syria and maintain communication with field staff via approved THE ORG NES communications systems in accordance with the check-in schedule. Report any loss of tracking or activated SOS alarms to the OSM immediately
  • Maintain close contact with THE ORG NES OSU management about the security situation and advise drivers and THE ORG staff traveling accordingly
  • Account for all communications devices and TMAT kits daily and distribute them to field teams, ensuring they are signed out and in accordingly
  • Conduct weekly checks of sat phones and tracking devices to ensure they are functional
  • Ensure communication devices are serviceable and fully charged daily
  • Maintain lists of all driver and guard rosters in coordination with Fleet and OSU
  • Personnel Movement tracking: Utilizing existing protocols and systems, liaise with the Hassakeh main office and field-based teams to maintain oversight and awareness of staff deployed and operating in current (and future) response districts. As required, update and enhance these systems to adapt to a changing operating context
  • Have a detailed understanding of the Operations Room SOPs and ensure compliance
  • When communicating with THE ORG staff and external organizations, be polite, clear, and detailed. Clear communication is essential
  • Report any near misses, security incidents, or medical emergencies to the OSM immediately
  • Attend department meetings and provide feedback on the functioning of the operations room.
  • Safety and Security Incident database: Utilizing THE ORG and external resources and information, maintain a daily safety and security incident database relevant to THE ORG programs and operations. Ensure ongoing incidents or restricted access is communicated to field teams immediately.
  • In coordination with OSU colleagues, consolidate relevant incidents into a weekly summary for use by senior management and field teams.
  • In alignment with THE ORG NES Safety and Security Management Plan and as directed by the THE ORG NES Operations Safety Manager (or Crisis Management Team), support any crisis or critical incident encountered by the THE ORG NES response team during current programs and operations
  • Maintain a robust system for the headcount of staff during working hours if an incident occurs and the OSM actives a headcount
  • Staff Advisories: As required, or as directed by the Operations Security Manager and other OSU colleagues, develop and disseminate email and IM alerts relating to access or safety and security advisories to relevant THE ORG NES staff.
  • Maintain the directory for trackers and satellite phones. Send the updated directory to the OSM at the end of each month.
  • Maintain and directory of NGOs, emergency services, authorities, and other key stakeholders’ contact information. Share the updated directory with the OSM at the end of each month.
  • Maintain and distribute the THE ORG Daily Deployment list each evening for the following day, showing the next day’s movements, border crossings, and inbound/outbound visitors’ flights to and from KRI.
  • Develop and maintain an accountability spreadsheet for safety and security equipment holdings in all THE ORG NES bases. Conduct in-person or remote checks of this equipment weekly and provide a summary update to the OSM.
  • Collect, review, and log the field travel plans daily
  • Matrix manages the guards and ensures timely submission of PAR entries
  • Submit border crossing requests to the appropriate authority within the allocated timeframe.
  • In coordination with office guards, ensure that visitors to THE ORG office locations register arrival and departure, always provide visitor badges, and are escorted by THE ORG staff while on THE ORG premises.
  • International visitor pre-arrival clearances: In coordination with the OSU, Program Support and Administration departments, actively track entry and exit of international visitors to NES and provide to all visitors the necessary pre-deployment briefing packets, which are explicitly maintained to the THE ORG NES CO response.

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How to Apply:
Please send your CV to the following email/Link:

https://forms.gle/FbtgNojRsUHkGTiYA        

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