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Logistics & Administration Manager Job Vacancy

Position: Logistics & Administration Manager 
 
Location: Burao, Somaliland
 
Reports To: Country Director, Somaliland    
 
Job Summary: The post holder will provide management support to Hargeisa & Burao Office by setting the logistics strategies and implementing the logistics activities for the whole program, giving technical support and supervision to all the logistics team, and ensuring that necessary internal controls are in place.

S/he will also contribute to the security management of the Program. 

The Logistics & Admin Manager will be part of the overall Country Management Team of World Concern Somalia Program.
 
Essential Functions:

Logistics:
  • Management of World Concern vehicles and rented vehicles by:
  1. Ensuring that all vehicles are safe and road-worthy, they all have proper on-board vehicle documentation, and maintaining separate vehicle files.
  2. Continuous tracking of vehicle log-sheets, monthly compilation, analysis, and reporting on spares & fuel consumption, and general vehicle usage
  3. Organizing regular timely and professional servicing and maintenance
  4. Tracking vehicle leases/agreements and payments
  5. Scheduling vehicles to meet programmatic and operational needs,
  • Management of World Concern’s inventory/stock and assets lists, ensuring frequent scheduled updates
  • Supporting Programs with required logistics/procurements information and support (costs, availability of products, organizing workshops/meetings, etc)
Procurement:
  • Identifying and planning the procurement needs in collaboration with the country team as well as for each project
  • Day-to-day procurement of requested program items and services in a timely manner, ensuring that World Concern procurement procedures are followed (in-country and area office)
  • Preparing status reports on deliveries for procurement, logistics, office management, and receipt of supplies
  • Ensuring all procurements have necessary support documents, and are duly reviewed and approved before payments are processed
  • Calling and moderating bid analysis/tender committee meetings
  • Maintain systematic procurement records (requisitions, meeting minutes, contracts, LPOs, GRNs etc)
  • Capacity-building staff on good procurement practices, and unique donor-regulations
Administration:
  • Prepare monthly cash forecasts for logistics and other operational activities
  • Maintaining a petty cash float for office operations, and ensure accounting is done as per World Concern’s accounting procedures
  • Ensure the organization’s goods are stored under suitable conditions and monitored for expiration dates where applicable. This includes establishing a stock management system, as well as monthly physical inventory
  • Oversee the cleanliness and maintenance of the office & guest house. This includes ensuring water, electricity, and other utilities are available and working well
  • Oversee local and international staff travel arrangements, including visas, flights, and accommodations needs
  • Ensure incident and accident reporting is conducted as necessary. This includes completion of incident report forms, informing necessary actors, and maintaining incident report files
  • Carry out backups of information held by all staff computers, and implement data protection procedures
  • Identify office (communication/IT, other) equipment needs and oversee sourcing
  • Coordinate staff recruitment, new staff orientation, staff training needs, staff performance reviews
  • Maintain human resource management documents/files (staff contracts, JDs, leave schedules, etc) and ensure that these are relevant and up to date on a monthly basis
  • Keep abreast and updated on local regulations and laws and advise the Country Director and other staff as and when needed, while ensuring that all the country office procedures and guidelines are updated and adhered to accordingly.
  • Day-to-day supervision & management of the Logistics and Administration department staff
  • Participation in regular internal project management meetings, as well as external meetings at local level (NGO coordination, etc.)
  • Monitor local and international news (radio, television, and print) and translate appropriate information in daily updates
Measurability
  • Fulfill functions as listed above.
  • Accuracy and utility of financial activities
  • Ability to manage and resolve conflicts in a mutually respectful manner
  • Maintain a positive and constructive attitude.
  • Operate within World Concern communications standards for timeliness.
Working Conditions:
  • The position is based in Burao, Somaliland, and may involve travel to the other World Concern field offices as need arises.
  • The Hargeisa & Burao offices have a multicultural international work environment.
  • The official working hours are Sunday - Thursday between 8.00 am – 5.00pm. However, the job may require the person to work extra hours to meet deadlines
Interested candidates should submit their applications and CV to worldconcernhr@wcdro.org   not later than 25th August 2014.  


Please note that the position needs to be filled urgently as such candidates who meet the requirements will be contacted immediately for interviews.

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