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.

POSITION SUMMARY:

HIAS Kenya is in the process of implementing a global electronic data/client management system (CMS) and operating model for managing client's information. The project will have significant impact on ways of working for HIAS staff, which will require a degree of organizational change or re-alignment in the planning and implementation. The project objective is to enhance the efficiency in service delivery and meet organizational needs and timelines by:

1. Coordinating client statistical and data collection activities to avoid duplication of efforts in the production of statistics, ensuring optimal utilization of available resources, and reducing  the burden on respondents in providing data
2. Promoting collaborating among different programs at HIAS in  the collection, compilation  and  generation of reports and statistical  information,  including  statistics  derived from the activities of different programs at HIAS.
3. Allowing for uploading of documents to individual client files in the CMS database
4. Allowing service planning

The third function lags behind in execution due to historical data which is stored in different data bases and in formats not compatible to CMS database. A large part of the HIAS Kenya office data is currently out of HIAS CMS in formats such as MS Excel, MS Word and physical files.

OBJECTIVES & DELIVERABLES:

While HIAS has provided the general scope of work for the consultancy detailed below, the consultant is expected to propose a plausible approach to perform the necessary tasks, covering the general data cleanup required (missing information, elimination of duplicates, etc.), data consistency review and final compilation of all records.

The overall objective  of  the  consultancy  is  to  provide  technical  expertise  for  HIAS Kenya in converting data in physical files to a format that can be migrated to the CMS database. This will be done based on a thorough analysis of the current state of many years of data in physical files. The task will involve cleaning the data, editing and capturing existing data in various sources external to the CMS, and converting them into formats to be uploaded to the CMS. The consultant will propose the scope of data cleaning and compilation and validate these procedures with each program.

The consultant, in close collaboration with the HIAS Keya team, is expected to define the protocol that the collected data must comply with, prior to data migration. Also, this consultancy will involve  defining how to match the values from the HIAS Kenya historical data collection with the new model in the HIAS CMS database, to produce a single database that must be moved to the data migration template assigned by the CMS HQ team. In summary this consultancy includes the following specific tasks and deliverables:

Tasks and Deliverables

1. Work plan and schedule of tasks,
2. Detailed review of the existing databases and systems, including excel databases, physical files and CMS.
3. Organize at least four consultation meeting with HIAS HQ and county staff to prepare and finalize the digitization structure and protocol
4. Develop a written plan to compile and clean up procedures for all databases listed in this consultancy for HIAS Kenya, as well as translation to HIAS CMS Data Model procedures.
5. Develop a flowchart of steps needed to migrate the data in the existing datasets into the
6. HIAS CMS database. Final compiled and clean data in formats ready to be migrated to the CMS database
7. All procedures to be performed shall be accompanied by documentation of the tasks, notes and decision process.

All deliverables are worked on in concert with the assigned HIAS Kenya office focal point and will be communicated periodically to both the country team and the HQ CMS team. Additionally, database cleansing will be worked online, within an internal SharePoint library provided by HIAS HQ, in order to ensure access to information and progress to the country team on an ongoing basis.

Issues to be determined include the following.

• Which databases and datasets will be migrated?
• What standards should be reviewed in the data cleansing process?
• How should the historical databases be matched to the new data model (CDM) in the HIAS CMS template for loading information?
• What will be the process for validating records with case managers?

Duty Station

It is preferred that the consultant be based in Kenya, but applicants working in other locations will be considered as long as they are able to maintain regular contact with the Monitoring and Evaluation team and the CMS focal point at the HIAS Kenya office, as well as perform tasks that require direct contact with the team, such as consultations, reviews of the database cleaning process, and resolution of issues relevant to the objectives of this consultancy.

QUALIFICATIONS & REQUIREMENTS:

• At least a degree (Undergraduate Level) in a relevant field (Computer Science, Data/Information Management, Advanced Statistical Analysis, Information Technology, and Software Engineering)
• At least 3 years’ experience related to data management, and data migration processes including the use of common statistical analysis tools such as Power BI.
• Prior experience with data management of data sets from the humanitarian sector is an added advantage.
• Excellent documentation skills.
• Excellent communication and writing skills.

SAMPLE HIRING PROCESS:

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here is a snapshot of our hiring process for consultancies:

Step 1: Submit your application!

Step 2: Video interview with the hiring manager.

Step 3: Offer, consultancy agreement and background check.

Step 4: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

ABOUT US:

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people—a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values..

DIVERSITY:

HIAS is committed to a diverse and inclusive workplace. As an equal opportunity employer, all qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.

SAFEGUARDING:

HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.