Solidarités
International is an international humanitarian aid organization which provides
assistance to populations who are victims of armed conflict or natural
disaster.
For
26 years, Solidarités has concentrated its action on meeting three vital needs:
water, food and shelter.
In
Horn Africa, Solidarités is currently implementing food security, water and
sanitation project in Kenya, South Sudan and Somalia.
We
are seeking a qualified person to fill the following position:
Position: Logistics / Administration Manager
Position: Logistics / Administration Manager
Location: South Central Somalia,
Adaado District
Report
to: Field
Coordinator
Technical
links with: Administrative
Coordinator and Logistics Coordinator, Kenya/Somalia
Supervisor
to: Field
Staff: Log-Admin finance assistant, 2 cook/cleaner, 10 guards
Duration: 6 months with
possibility of extension
Position Objective:
Position Objective:
Manage
the field project logistics and admin finances 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
(Human resources, logistic, supplies, cash flow).
Hierarchy:
Hierarchy:
Under
the authority of the Field Coordinator
Collaborate
with Administrative coordinator and Logistics coordinators (technical referees
respectively in Administrative/Finance/HR and Logistics maters)
Collaborate
with Programme managers and field staff under other departments and,
particularly the Field Officer, Food security assistant.
Responsible
of all locally recruited staff working in the Logistics and Administration
Finance department.
(Log
Admin staffs at the present moment include: Log-Admin finance assistant, 2
cook/cleaner, 10 guards)
Key responsibilities
Key responsibilities
Human
Resource
- Ensure
the respect of Solidarités rules and regulations for the national staff
- Follow
up the data base (Monthly follow up and Homere) and issue monthly salary
payslips
- Propose
updates concerning HR package according to the needs (salaries per diem,
training, break,…)
- Ensure
that formats of contract of employment are relevant to the context and to
Solidarités’ procedures.
- Ensure
that performance evaluations are conducted regularly and job descriptions
are relevant and updated.
- Coach
and build the capacity of local staff under his/her supervision
Finance
- Responsible
of the accountancy for Adaado programs and bases.
- 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, identified and voucherized
- 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 donors rules and regulations are respected
- Responsible
to insure that cash flow between Nairobi and Adaado are properly
organized, planned and that all payment made by the local transfer
companies are duly documented.
Logistics
Procurement
- He/She
is responsible to manage all the procurement done in the field level and
order/follow-up the purchase to be done at Nairobi level.
- He
insures that the SOLIDARITES INTERNATIONAL and/or the donor procurement
are adequately followed at the base level.
- Carry-out
systematically the IOF follow up and report to the coordination about
procurement related issues.
- Where
needed, performs clearance of goods and equipment sent Adaado
Base management
- He/She
will insure the smooth functioning of the office and housing facilities –
repairs, maintenances and improvement of the set up (electricity, water,
internet, house and office structures...)
Equipment
- Supervision
the usage and handling of all SI’s equipment in the base (laptops,
printers, photocopiers, Thurayas, Vsat, cameras, and local GSM...)
- Insure
that the equipments are working properly and well maintained and where
support is needed refer to the coordination.
- Carry
out proper follow-up of the handling and usage of Thuraya phones.
- Carry
out regular inventory of all equipment and report about the needs and
their status.
Transport
- Managing
the project vehicles (planning, rental contracts, maintenance, refuelling)
- Responsible
for submission to the coordination of all flights booking for cargo and
passengers based in Adaado.
- Responsible
for staff movements follow up; organise and supervise drivers and vehicle
movements.
- Responsible
for fuel consumption follow up of vehicles and generators, for the base.
Submit the monthly fuel consumption report and other reports about
vehicles and transport to the coordination.
- Insure
that enough fuel stock is always available for base and project
functioning.
Stock
- Manage
project input and other SOLIDARITES’ INTERNAL office materials –
processing materials order, receiving, dispatching, recording in-and-out
of stock, maintaining, inventorying and reporting according to SOLIDARITES
INTERNATIONAL’s standard.
Program
- Ensure
that the program received their needed inputs on the basis of timely
order, appropriated transport and respect of Solidarités 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 Program Manager.
- Prepare
financial report for donors (interim and final reports).
- Send
on monthly basis and to Nairobi: cash flow format, percentage of
consumption per line of the budget, accountability on Saga, park
statement, Homere payroll
- Send
all logistics monthly follow up (Durable equipment(EDP), Stock inventories,
fleet management, Fuel consumption follow-up, IOF follow-up …)
- Report
any security incident to Nairobi immediately.
Management
- The
log admin will directly manage one Log-Admin assistant, 1 cook, 1 cleaner
and 10 Guards. This management will include recruitment, training, regular
evaluation, planning and supervision of the work.
Monitoring and Assessment
- Responsible
to develop lessons learnt on strategic approaches in Adaado (procurement,
payment, recruitment, …)
Communication
- Share
with the managing team every information about security, activities,
logistic or administrative needs
- Participate
in the formulation of weekly situation report
- Write
final and intermediary activity reports
- Participate
to the monthly general planning of the program
- Participate
to the security meetings
- Participate
and organize meetings with different humanitarian actors (UN, NGOs and
LNGOs etc..) about food security issues seen on the field
Qualifications
- Bachelor
Degree in finance/ accounting or Business Management
- Post
graduate Diploma in management will be an added advantage
Experience
- Minimum
of 2 years professional experience in the field of logistics and/or
administration and finance management, in humanitarian action programs
- Minimum
1 year of experience within an NGO or similar agencies
- At
least 2 years experience in team management in highly insecure
environment(s)
Person Specification:
Skills/Competencies
Skills/Competencies
- Understanding
and interest in emergency humanitarian situations
- Knowledge
and Understanding of the humanitarian actors
- Good
communicator
- Team
leader and coordination ability
- Ability
to propose and put into action new ideas
- Ability
to negotiate
- Excellent
writing capacity
- Fluency
in English and Somali languages
- Knowledge
of French and/or Kiswahili languages is an added advantage
- Excellent
Computer skills (Word, Excel, Outlook)
- Knowledge
of SAGA software
- Diplomatic
- Strong
working capacity
- Strong
taste for very challenging situations
- Ability
to work in a multicultural team
How to apply:
Send
a cover letter and CV to the following email address:
jobapplication@solidarites-kenya-som.org.
Please
indicate the job title and location in the email subject line.
Qualified persons with Somali background will have high consideration for an interview opportunity.
Deadline for applications: 15th June 2012.
Qualified persons with Somali background will have high consideration for an interview opportunity.
Deadline for applications: 15th June 2012.
SOLIDARITES INTERNATIONAL is an equal opportunities employer