KEY TASKS AND RESPONSIBILITIES
The routine tasks and responsibilities are as given below, though these may be adjusted from time to time on instruction from Line Management.
- Key leadership engagement: Responsible for engaging relevant stakeholders (including local communities in areas of operation) to prevent and resolve any project related issues.
- Identify under/over contractual performance: Accountable to immediately identify and take appropriate follow up action to resolve under/over contractual performance. Any gaps in performance or in delivery are to be notified to Line Management within 24 hours of occurrence, and the root cause identified and addressed.
- Identify Performance of Work Statement ("PWS") modifications and execute contract modifications in accordance with Company change management procedures: Accountable to identify and execute contract modifications.
1. Operational delivery
- Mobilisation of project: deploying forward to mobilise the project in close collaboration with the Client and reporting the logistic requirements to the Company Mobilisation & Planning Executives.
- Standard Operating Procedures: responsible for drafting and maintaining an approved set of project specific procedures that ensure compliance with all contractual and regulatory requirements.
- Collaboration in start-up: establishing with the Client the key aspects of disposition and service support including accommodation, life support, maintenance facilities and camp security.
- Identify and document tactical and operational risks: leading the production of a risk assessment which identifies the risks that have potential for consequences for the
Company’s assets, operations, functions, stakeholders as well as the Company’s ability to abide by the principles of human rights.
- Daily task planning & preparation: with due regard for the character and level of threat conveyed by the most recent risk assessment.
- Briefings and liaison: of Client project and security management personnel as regularly as may be agreed with the Client.
- Assignment: allocation of personnel and assets to task or shift with due regard for individual personalities, experiences and skills to ensure maximum effectiveness and cohesion Mission paperwork: producing and submitting such reports and returns as required.
- Journey Management: applying for project specific movement paperwork to the relevant government authority.
- Flap Sheet: Responsible for the production of the Flap Sheet prior to any task/mission.
- Incident management: responsible for responding to accidents or incidents including producing post-incident reports, recommendations and lessons learned in accordance with standard Company Incident Reporting Policy.
- Report writing: Drafting and submitting post-mission, incident reports (IR) in the Company’s prescribed format and within the allocated timeframes.
- Discipline: the performance of assigned personnel to prescribed standards and dealing with poor performance or misdemeanour through application of the prescribed disciplinary action within the Employee Disciplinary Policy, Disciplinary and Grievance Procedure (Iraq, and the Constellis Code of Business Conduct.
- Law enforcement liaison: with such police, military and other agencies as the Client may encounter at the project level, ensuring that due courtesy is afforded them and effective and cooperative relations maintained.
- Direct implementation of the communications plan: Accountable for implementing a project specific communications plan and ensuring all project personnel are aware of the plan.
- Records: maintaining records of communications with stakeholders including external communications decisions.
2. Client Relations
- Absolute familiarity with the contracted service and Statement of Works ("SOW") (or PWS).
- Liaison: engaging routinely with Client and accountable for ensuring Client personnel are briefed prior to mission departure, on route selection and time of travel. Oversight of Team Leader vehicle specific actions on Client brief and on embarkation of the Client.
- Client feedback process: Responsible for project Client feedback.
- Contractual Compliance: accounting for delivery to contract requirements and identifying noncompliance with contract for immediate resolution.
- SOW Compliance: accounting for and supporting client requirements aligned to PWS/SOW, identifying any work outside of the SOW and raising it with the Olive Group Client Relationship Manager/Contracts Manager for accommodation or contract/price adjustment.
- Manning Sheet: submitting the weekly and monthly manning sheet signed and agreed by the Client and immediately notifying Line Management of any anomaly or problem.
3. Asset Management
Exercise responsibility for the following through Team Leaders and their deputies:
- Vehicle maintenance: the conduct and record of First Parades & Routine Maintenance in conjunction with Fleet Manager.
- Vehicle documentation: ensuring vehicle documentation is compliant to applicable Ministry of the Interior ("MoI") standards before deployment on task.
- Vehicle Equipment: ensuring vehicle equipment is maintained, serviceable and accounted for throughout period of deployment. Maintain Fleet Master List: responsible for accounting for project vehicles and submitting to the Fleet Manager the vehicle returns sheet.
- Weapons: ensuring their security serviceability and daily maintenance while recording their presence.
- Weapon compliance: through the procurement of correct paperwork from the MoI in consultation with Director Logistics and its carriage by teams and personnel whilst deployed.
- Communications: ensuring their security serviceability and daily maintenance while recording their presence, including information technology.
- Information: ensuring the security of Olive Group and client information, and the secure destruction of surplus paper and electronic data in accordance with Company Records and Information Management Policy.
- Logistic requirements: identifying and raising any project logistic requirements with the logistics department.
- Procurement requests: Responsible for assessing and raising project procurement requests with the procurement department.
- Resupply: requesting and if necessary procuring resupply of materials and consumables under direction of Director Logistics and logistics management.
- Records: maintaining such registers and ledgers as are required to account for the issue, maintenance and recovery of assets on charge and equipment’s issued, their maintenance and write off. Also maintaining security and human rights performance information.
- Manning: managing project staffing levels to ensure service delivery, taking into account leavers, joiners and potential departures. Submission of Daily Sitrep to Line Management.
- Resourcing: briefing mobilisation and planning departments in a timely manner of projected manpower requirements.
- Leave: managing the Expatriate, LN and TCN leave plot to ensure full service delivery.
- Records: maintaining training records aligned to Olive Group and project requirements.
- Discipline: ensuring that poor performance and ill-discipline are dealt with promptly and in accordance with the Employee Disciplinary Policy, Disciplinary and Grievance Procedure (Iraq, and the Constellis Code of Business Conduct.
- Harmony: addressing issues in a humane, fair and transparent manner leaving no friction unattended to nor any issue unresolved, or reporting these to Line Management for his/her assistance in their resolution.
- Team Administration (LN Leave Plot): accountable for managing the Local National leave plot to ensure full project service delivery.
- Welfare: as the point of contact for welfare issues on the project.
- Payroll: ensuring all project Local Nationals are paid correctly and on time.
- Recruitment & Mobilisation: selecting and hiring nationals on mobilisation and thereafter in accordance with Olive Group recruiting policies and procedures.
- Personnel Documentation (P-Files): administration and maintenance of local national personnel files.
- Appraisals: ensuring the conduct of performance appraisals on all assigned personnel.
- Compliance: absolute familiarity with Olive Group Standard Operating Procedures (SOPs), Company policies and procedures, international and host state laws.
- Team and individual training: ensuring assigned personnel receive regular training and ongoing education in mandatory subjects.
- Weapons: ensuring that assigned personnel are proficient with their weapons and intimately conversation with Rules for Use of Force (RUF).
- Communications: ensuring assigned personnel can operate and maintain communications systems.
- Transportation: ensuring assigned personnel are proficient in the use and maintenance of their vehicles and conversant with road safety standards and applicable law.
Compliance with health & safety standards consistent with the requirement for assigned personnel to follow such procedures and regulations as may be laid down by Olive Group, its Client or the host state including;
- Vehicle inspections, training and use
- Firearms inspections, training and use
- Fire response drills
- Personal and Catering hygiene
- Olive Group Life Saving Rules
- Prohibition of the abuse of alcohol and narcotics or intoxicating substances.
Compliance with Rules for Use of Force (RUF) and the laws of armed conflict consistent with the requirement for personnel to be intimately familiar with procedures and regulations laid down by Olive Group in conjunction with the Client, host state or international laws including the principles of;
- Graduated and proportional force response (GFR) after warnings
- Last resort
- Right to self-defence
Compliance with rules and requirements laid down by Olive Group, its Client, host state or international laws including the principles of:
- Constellis Anti-Corruption and Bribery Policy requiring rejection of the offer of or acceptance of any favour or any financial or material inducement intended to influence a business decision or official action.
- The International Code of Conduct for Private Security Service Providers, 2010 (ICoC) and associated standards to which Olive Group subscribes;
- The Olive Group Quality Management System ("QMS"), the Company mechanism for setting down its standard approach to business through documented policy and procedure, approved by Senior Management and administered by the Standards Officer and Quality Assurance & Compliance Manager.
- ANSI/ASIS PSC.1, the American standard against which Olive Group’s Quality Management System is measured annually by third-party assessors.
- Float: managing and accounting for the project cash float.
- Personnel Report: submitting the report in the required format and timeframe.
- Billing Sheet: managing and submitting the project billing sheet in the required timeframe.
- Payroll: managing and recording local national contractor payroll.
ESSENTIAL CAPABILITIES & SKILLS:
- Ability to draft detailed and accurate reports, both verbal and written.
- Ability to articulate facts in a timely and accurate manner both orally and in writing.
- Proven command, control and operational experience in a challenging or high risk environment.
- Demonstrable balance with a calm demeanour in response to accident and hostile incident.
- Ability to liaise and interact with Host Nation Security and Law Enforcement agencies.
- Demonstrable initiative and maintenance of accuracy in high pressure situations.
- Ability to identify and react rapidly to security significance issues encountered.
- Understanding of the cultural and diversity issues within a team and promotion of harmony.
- Competency in Information Technology and ability to operate MS Word, Excel and PowerPoint.
- Formal training in the communication systems in operation within the project.
- Fully aware of Olive Group’s obligations under its Quality Management System including all Project specific SOPs, Olive Group Policy and directives and Host Nation Laws.
- Possessing an experienced based knowledge of training procedures in order to maintain the operational effectiveness and compliance of his team.
- Knowledge and experience of working within a Budget.
- Minimum of Sixteen years’ service in a regular army, reaching a minimum rank of senior non-commissioned officer and with at least 4 years in that position.
- Minimum Three years in the private security sector, or other commercial sector (such as health
& safety, or oil & gas) with similar characteristics and challenges
- Experience of conducting tactical and operational risk assessment
- Satisfactory completion of a criminal record check within the recent 6 months
- Previous operational experience relevant to the region
- Previous operational experience in a high threat environment
- Previous operational experience in the client’s sector (e.g. Oil & Gas).