The Phone Operator is responsible for the smooth management and follow-up of all movements in Peshawar. He collects information and advice from the security office for all the movement from/to the sites of MSF OCP mission in Pakistan. He keeps the drivers updated on the security situation on the relevant roads.
He is the focal point for passing the security information to all movements. His document of reference is the movement protocol.
- Movement management and follow-up
- Collecting all movement requests of the team in Peshawar on weekly basis and plan vehicles and drivers assignments accordingly.
- Together with Logistic Supervisor, ensure approval from Project Coordinator for movements outside of Peshawar.
- Prepare all movements carefully in all regards : clear security situation for the planned trip with help of security focal person , share all information with driver, inform passengers, ensure that the vehicle is ready for the trip and all equipment is on board - with help of Log supervisor - (technical condition, fuel level, mobile phones, Sat-phone if applicable, road taxes + copy of current insurance and contract, tools, road mappings, travelling areas maps, medical kits, MSF charter and leaflet)
- Ensure that the driver has security envelope for out-of-town-trips, for early/late departures leave car key reachable for drivers.
- Organize movements inside Peshawar city on daily basis with the help of Logistic Supervisor.
- Ensure to follow up all movements of Peshawar vehicles and on request movements of other MSF OCP bases in Pakistan, in detail: Get in touch with the drivers at departure and arrival, contact the driver during the trip according to the travel schedule and movement protocol.
- For movements out of Peshawar: Inform Project Coordinator about every departure and arrival of movement by SMS (needs confirmation) or orally.
- Immediately inform the Project Coordinator in case a due contact cannot be established for longer than 10 minutes – orally.
- Immediately inform the Project Coordinator in case of any problem or incident during the movements – orally.
- If for any reason the driver doesn’t respond, the phone operator will phone immediately to every passenger until he gets the localization of the vehicle.
- Maintain a register for compiling all calls and vehicles departures and arrivals, including name of driver and passengers, time of departure, call times and time of arrival, location of the car, movement interruptions with reason and any abnormal observation (military movements, different situation in markets, unusually many weapons in the streets etc.) in real time in the dedicated soft form and will send this document per e-mail to the LogCo as soon as the movement is finished.
- Report any abnormal observation to Project Coordinator – immediately and orally.
- Contact orally or by SMS (needs confirmation) all movement inside the city after every ten minutes
- Regarding the frequency of movement follow ups of all movements outside of Peshawar city, refer to the movement protocol.
2. Compiling security information
- Constantly monitor the news (newspaper, TV, internet) regarding the security situation in Pakistan.
- Constantly collect security relevant observations and rumours from family, friends and colleagues.
- Communicate the collected information to the Security Officer.
3. Movement information to drivers
- Ensure the circulation of movement related information to and from and within the drivers.
- Reports any absent staff immediately to his supervisor and assists in finding someone to replace him.
- Ensure that the main principles of MSF are respected at any time and continuously communicate them.
4. General communication
- Initiate twice daily a short contact to capital and project sites, collect info about planned movements, share with Logistic Supervisor and Project Coordinator.
- Handle incoming and outgoing phone calls of the main office line, answer callers’ inquiries if possible or
transfer to a responsible colleague.
- Dispatch mails and parcels.
- Maintaining total discretion regarding internal or personnel information he has access to.
Confidentiality regarding OCP movements is a requirement for all expatriate and national staff, any leakage of information without professional need might be taken as serious mistake follow by disciplinary measures according to our Internal Regulations.
- Take over further logistic tasks on request of his supervisors.
- Is in charge of waybill preparation, reception and archiving.
- Manage the mobile phones fleet: keep track of all phones, ensure proper identification on each device, and update on a regular basis the Peshawar contact list.
- Permanently check the state of the drivers’ room in the office and make calls to book the guest house for visitors (drivers, nurses, etc…) in case of necessary external night stays.
- Ensure the closing of the office (doors locked, lights off, etc…) at his end of day shift.