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Administrative and Logistics Manager Vacancy Announcement: Solidarités International Jobs

Solidarités is an international humanitarian aid organisation which provides assistance to populations who are victims of armed conflict or natural disaster. For 29 years, Solidarités has concentrated its action on meeting three vital needs: water, food and shelter. By carrying out emergency programmes, Solidarités acquired an extensive experiences expertise in the fields of promoting access to clean drinking water and sanitation.

The joint Kenya / Somalia mission is relatively young (started in March 2007) and includes 2 projects in Somalia, and 2 projects in Kenya. In Somalia, Solidarités has one project in Bardera district (Gedo region) and another one in Afmadow district (Lower Juba). In addition, Solidarités is starting a new programme in Central Somalia (Adaado District) and the main activities that will be implemented are Watsan and

Food Security.

Vacancy Announcement

Position: Administrative and Logistics Manager Line Manager:Field Coordinator
Location:
 Adaado (Central Somalia)
Starting Date:
 26th April 2010
Duration of contract:
 7 months with possibility of extension

1. Description of the position:

The Administrative and Logistics Manager will manage the field project administrative and logistics issues. Insure Solidarités’ logistics and administrative procedures are in place and applied properly by persons involved in the projects implementation. Insure transparency of the whole process and that support to the program is efficient (Finance, Human Resources, Logistic, Supplies …).

2. Hierarchy of management

The Administrative and Logistics Manager will be under the supervision of the Field Coordinator. He/She will collaborate with Program Managers and field staff. And He/She will collaborate with Administrative Coordinator and Logistic Coordinator (technical referees respectively in Administrative and Logistics maters).
3. Keys responsibilities:
 

Note: this list gives the framework of your activities but it is not exhaustive. You may be asked to complete other duties.

Human Resources
 
  • Insure the respect of Solidarités International rules and regulations for the national staff.
  • Manage local recruitments.
  • Insure that formats of contract of employment are relevant to the context and to Solidarités International procedures.
  • Follow up the data base and issue monthly salary payslips.
  • Insure that performance evaluations are conducted regularly and job descriptions are relevant and updated.
  • Coach and build the capacity of local staff under his supervision
Finance 
  • Responsible of the accountancy for Adaado program.
  • Organize the sending of field accounting files to Nairobi on a regular basis (maximum every two months).
  • Ensure that accounting files are properly followed up and identified.
  • Check field invoices to ensure Solidarités’ procedures are followed (BAP, signatures …).
  • Responsible of accounting cashbooks follow up.
  • Supervise the financial follow up (expenses, forecast, variations between lines, amendment needed, cash forecast ...).
  • Responsible to insure that donor’s rules and regulations are respected.
  • Responsible to insure that cash flow between Nairobi and Adaado, and properly organized, planned and that all payment made by the local transfer companies are duly documented.
Logistic follow up
  • Responsible of the fleet management, whether for passengers or freight.
  • Responsible of the base improvement (comfortable, practical, security, ..) through rehabilitation work, furniture and equipment set up, …
  • Insure that the computer and all communication equipment are functional and properly used.
  • Responsible to make sure that contracts of services or procurement are relevant according to Solidarités International and donors procedures.
  • Responsible for the durable equipments and stock materials in the base. Monthly durable equipment and stock inventory.
Program
  • Insure that the program received their needed inputs on the basis of timely order, appropriated transport and respect of Solidarités International and donors regulations. This activity will be done in close coordination with the Logistic Coordinator based in Nairobi.
Reporting
  • Prepare weekly report and submit logistic, administrative and financial inputs to the Field Coordinator.
  • Send on monthly basis and to Nairobi: accountancy, budget follow up and cash flow format.
  • Send all logistics monthly follow up (park statement, asset list, inventories, fleet management, fuel follow up, IOF follow up…)
  • Report any security incident to Field Coordinator immediately.
Management
  • The log admin will directly manage 1 Logistician assistant, 1 Administrative Assistant, 2 domestic staffs as well as 10 guards. This management will include recruitment, training, regular evaluation, planning and supervision of the work.
Monitoring and Assessment
  • Responsible for developing lessons learnt on strategic approaches in Adaado (procurement, payment, recruitment, …)
Communication
  • Share with the Field coordinator every information about security, activities, logistic or administrative needs
  • Participate in the formulation of weekly situation report
  • Participate in the monthly general planning of the program

4. Qualifications and experience requested:
 

Education:
 
  • Bachelor Degree or equivalent in Logistics and/or Finance.
Experience: 
  • At least 3 years of experience in the field of Logistics and/or Administration and Finance in Humanitarian action programs.
  • At least 1 year of field experience with NGOs in Somalia.
  • Previous experience in Security Management with NGOs.
  • Experience of Team Management.
5. Personality Specification:

Skills and competences:
  • At least 30 years old.
  • Excellent writing capacities
  • Resistant to high stress
  • High working capacity
  • Respect of tight security and behaviour rules
  • Reactivity and adaptation to a very moving context
  • Taste for geopolitics and complex contexts
  • A clear taste for tough challenges
Languages:
  • English (working language) : fluent with excellent writing capacities
  • Somali is a clear advantage
Computer skills:
  • Excellent knowledge of Word, Excel, PowerPoint, Internet. SAGA is a plus.
6. How to apply: 

All cover letter, CV and contact details for 3 referees must be sent to the following email address: jobapplication @ solidarites-kenya-som.org by closing date, 19th April 2010.

Please clearly indicate the position you are applying for in the title of your email. Only short-listed candidates will be contacted for an interview.

Solidarites is an equal opportunity employer

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