Position: Logistics &
Administration Manager
Location: Burao, Somaliland
Reports
To: Country
Director, Somaliland
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:
Logistics:
- Management
of World Concern vehicles and rented vehicles by:
- Ensuring
that all vehicles are safe and road-worthy, they all have proper on-board
vehicle documentation, and maintaining separate vehicle files.
- Continuous
tracking of vehicle log-sheets, monthly compilation, analysis, and
reporting on spares & fuel consumption, and general vehicle usage
- Organizing
regular timely and professional servicing and maintenance
- Tracking
vehicle leases/agreements and payments
- 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.