Admin and Security Officer

Background: The Centre for Peace and Development Initiatives, Pakistan (CPDI) is an independent, non-partisan, and not-for-profit civil society organization working on peace and development issues in Pakistan. It is registered under section 42 of the Companies Act, 2017. Citizen Engagement Program is a 5 Year project that aims to strengthen the effectiveness of citizen-led interventions; and improve government responsiveness to citizens’ concerns in the context of building resilient communities and Disaster Mitigation in South Punjab and North Sindh.

 Job Description 

The primary responsibility of this support function is to provide a high level of safety, security and operational support to all staff. This multifaceted role combines administrative responsibilities with security duties to ensure the smooth operation and safety of staff. These will include the following:

1. Maintain a well-organized and efficient office environment.
2. Manage office supplies and inventory, as needed.
3. Assistant in procurements, as required.
4. Coordinate meetings, appointments, and travel arrangements for staff.
5. Handle incoming and outgoing communications, including emails, phone calls, and mail.
6. Draft and proofread documents, reports, and correspondence, as required.
7. Maintain accurate records and databases.
8. Ensure compliance with document retention and data protection policies.
9. Oversee the general maintenance and cleanliness of the office space.
10. Coordinate repairs and maintenance with relevant service providers.
11. Assist senior management with various administrative tasks.
12. Provide administrative support for HR functions such as recruitment and onboarding.
13. Monitor and control access to the premises, ensuring only authorized personnel enter.
14. Issue and manage access cards or badges for employees and visitors.
15. Operate and maintain security cameras and alarm systems.
16. Conduct routine security patrols and inspections of the premises.
17. Respond to emergencies, including fire alarms, security breaches, and medical incidents.
18. Follow established protocols for evacuations and emergency procedures.
19. Document and report any security incidents or suspicious activities to the appropriate authorities.
20. Maintain incident logs and security incident reports.
21. Provide security awareness training to employees and conduct drills as necessary.
22. Ensure all staff are aware of and adhere to security policies and procedures.
23. Make and revise security plans, as needed, based on a credible threat/ risk Assessment.
24. Assist management in ensuring compliance with the security plan.
25. Maintain contacts with the relevant security agencies, as needed to perform security-related functions in accordance with law.
26. Any other functions, as required for effective administration and security of staff and office premises.

Requirements:

1. Minimum BA degree from any of the recognized institutions.
2. Proven experience in administrative roles, with a strong understanding of office management practices.
3. Retired from the military and police will be preferred.
4. Previous experience in security-related positions is preferred.
5. Familiarity with security systems, including surveillance equipment for office security, and emergency response procedures.
6. Excellent communication skills and the ability to interact professionally with employees, visitors, and law enforcement.
7. Strong attention to detail and the ability to maintain accurate records.
8. Basic computer skills, including proficiency in Microsoft Office.
9. Physical fitness and the ability to perform security patrols and respond to emergencies.
10. A commitment to maintaining a safe and secure work environment.
11. Knowledge of USAID security rules and regulations is advantageous.
12. Proficiency in both English and Urdu is essential for this role.
13. The ideal candidate will possess excellent organizational skills, attention to detail, and a commitment to maintaining a secure environment.