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Logistics / Administration Manager Job


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. 

By carrying out emergency programmes, Solidarités acquired experience end expertise in the fields of access to drinking water and sanitation.
 

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
 
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: 
 
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:
 
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
 
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
  • 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. 

Please note that only shortlisted applicants will be contacted for interview.

SOLIDARITES INTERNATIONAL is an equal opportunities employer

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