Administrative and Logistics Manager Job in Kenya - NGO

Position: Administrative and Logistics Manager

Line Manager: Field Coordinator

Location: Dadaab with regular travel in Somalia

Duration of contract: 6 months with possibility of extension

Solidarites International is an international humanitarian aid organisation which provides assistance to populations who are victims of armed conflict or natural disaster.

For 29 years, Solidarités International has concentrated its action on meeting three vital needs: water, food and shelter. By carrying out emergency programmes, Solidarités International 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 3 projects in Somalia, and 2 projects in Kenya.

1/ Description of the position

The Administrative and Logistics Manager will manage the field project administrative and logistics issues.

Ensure Solidarites International 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 
  • Ensure the respect of Solidarités International rules and regulations for the national staff.
  • Manage local recruitments.
  • Ensure 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.
  • Ensure 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 the program.
  • Organize the sending of field accounting files to Nairobi on a regular basis (each month)
  • Ensure that accounting files are properly followed up and identified.
  • Check field invoices to ensure Solidarites International 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 is 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.
  • Ensure 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 and budget follow up.
  • 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 Log / Admin Assistant based in Somalia.
  • This management will include recruitment, training, regular evaluation, planning and supervision of the work.
4/ Qualifications and experience requested

Education: 
  • Bachelor Degree or equivalent in Administration or Finance.
Experience: 
  • At least 3 years of experience in the field of Administration or Finance.
  • Experience in Procurement is a clear advantage.
  • At least 3 years of experience in NGO.
  • Experience of Team Management.
5/ Personality Specification

Skills and competences:
  • At least 30 years old.
  • Resistant to high stress
  • High working capacity
  • Respect of tight security and behaviour rules
Languages:
  • English (working language) : fluent with excellent writing capacities
Computer skills:
  • Excellent knowledge of Word and Excel. SAGE 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, 22nd June 2011.

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 international is an equal opportunity employer

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