Country: South Sudan
Closing date: 02 Sep 2015
Contract Grade: B
Contract Length: 1 year
Date Needed By: 1st of January 2016
New Post or Replacement: Replacement
Accompanied / Unaccompanied: Unaccompanied
Exact Job Location: Nyamlel, Aweil West, Northern Bahr el Ghazal (NBeG)
Reports To: Area Coordinator
Liaises With: Country Director (CD), Programme Director (PD), Systems Director (SD), Country Financial Controller (CFC), Programme Managers (PMs)
Responsible for (staff): The Base Manager will directly manage the Logistics, HR, ICT, Admin and Finance staff in Nyamlel office in NBeG. Logistics, HR, ICT, Admin and Finance staff are functionally accountable to the Base Manager and are coached and technically supported by him/her.
Job Purpose:
The purpose of the Base Manager is to provide day to day support to the implementation of the programme by ensuring that the systems (logistics, HR, ICT, administration and finance) are functioning in accordance to the needs of the programme. Under the supervision of the Area Coordinator (AC) S/he will enhance managerial and planning skills of Concern support function staff and develop an efficient and cost effective system that meets the organisational guidelines, policies and procedures. The position holder will lead the continuous improvement of support functions that are in place and amending as necessary. He/she will ensure that support functions provide effective and timely support to all programmes. The position holder will be based in Nyamlel, the main field office of Concern in NBeG. In addition, the Base Manager will be responsible for security management in NBeG.
Main Duties & Responsibilities:
Logistics, Finance and Administration:
- With support from the AC, to ensure that the NBeG programme and office implements and maintains standard Concern systems and best practice for logistics, finance and administration functions;
- To liaise with the Juba office to ensure efficient and timely systems support and collaboration necessary to implement the programme
- Responsible for overall management of logistics functions (procurement, transport, storage, asset management) in NBeG, ensuring that all tasks are carried out on timely manner and in line with Concern’s and donor procedures.
- A specific attention will be brought to the fleet management, to ensure oversight of the programme transport management system, including vehicle movement planning and scheduling maintenance/repairs etc.
- Control Concern’s assets in NBeG ensuring that all assets are recorded, tracked, marked and monitored using a full inventory and asset register.
- Ensure correct and adequate management of donations-in-kind paperwork, procedures and reporting.
- Oversee the efficient management of all Concern warehouses and stores in NBeG through regular spot checking and ensure they are operating in accordance with Concern Worldwide procedures and ensure that staff skills on stock management and inventory are up to date;
- Oversee the on-going maintenance and running of Concern premises in NBeG (office(s), residence(s) and stores) ensuring that adequate supplies, staffing and support systems are in place.
- Ensure that the Finance function operates in line with Concern procedures.
- Ensure that regular cash counts are carried out and that Concern NBeG complies with safe and in-transit cash holding limits.
- Assist the Area Coordinator in logistics budget preparation and tracking;
- Oversee the compilation and submission of monthly and quarterly logistics reports to the concerned office;
- In case of emergency interventions: liaise with UN agencies like UNICEF, WFP, UNHCR, Logistics Cluster and other UN agencies and Cluster leaders and co-leaders and RRC;
- Participate in interagency logistics meetings as applicable and provide timely reports to the Area Coordinator and the Country Director.
Procurement Management
- Preparing tender documents and supply contracts for local tendering
- Preparing supply framework agreement with identified suppliers
- Ensure all Concern NBeG staff are trained in order-planning and are aware of the procurement procedures and inform staff about each revision.
- Ensure that all standards and specifications of supplies as well as procurement good practices are established and exercised in Concern NBeG.
Human Resources Management
- Provide management oversight to the NBeG support function staff
- Provide training to relevant staff on Concern’s logistics systems and ensure standards of transparency and accountability are in line with Concern policy and donor requirements. In particular work closely with logistics staff in NBeG to build their capacities
- Adhere fully to the commitments and rules laid out in the Programme Participant Protection Policy (P4) and Code of Conduct (CofC), including respecting confidentiality.
- Report to the appropriate manager, any violations of the P4 or CofC, this is a mandatory duty of all staff.
- Assist with planning and identification of staffing needs
- Advise on career planning of systems staff
- Ensure that the Performance Development Reviews of staff is done in a timely and proper manner.
- Advise on and monitor the implementation of Concern's HR policy and procedures with respect to both international and national personnel.
- In consultation with AC, assist in recruitments (as required), train and develop national support function staff
- Ensure staff records at NBeG level are up to date, and regular staffing updates are provided to the HR Manager and SD in Juba, advising on replacement needs, extensions, terminations, holidays, R & R etc., in consultation with the AC
Communications and IT systems support:
- Ensure that the NBeG ICT Officer, meets the computer and communication needs of the staff and adheres to relevant operating protocols;
- Ensure that the NBeG ICT Officer maintains the communication equipment, ensures that it is used in line with communication policies and that the requisite training is provided to staff on usage protocols.
- In conjunction with the NBeG ICT Officer and programme management staff, ensure the training of all relevant programme staff in the use and maintenance of communications and IT equipment.
- Assess maintenance requirements of communication equipment and provide recommendations; assist in the development of communication guidelines for the country programme
Security Management
- Performing security management tasks as delegated by AC/CD.
- Ensure that relevant standard operation procedures (SOP’s) are up to date and adhered to
- Ensure all staff and visitors are briefed on the SMP and SOPs and are fully aware of their duties and responsibilities related to security.
- Ensure that residences, offices and vehicles have a list of goods and equipment required in case of emergency;
- Update emergency and medical contact list on a regular basis and take part in security coordination meetings
- Follow up incident reporting (safety & security incidents) in NBeG and compile reports and submit to the AC, SD and CD.
Work targets/outputs set for this post over the contract period: (Please be specific & realistic)
- An effective base management function that is designed and functions to meet the needs of the organisation and the organisation’s policies;
- Build the capacity of the national Logistics, HR, ICT, Admin and Finance staff
- To proactively advice and act on security and implement as agreed
PERSON SPECIFICATION
****A) Education & Qualifications:****
Required
A degree in Logistics, Business Administration or Management
Training or qualifications in logistics systems, stock control, store management, supply chain management and/or business administration
Security training
Desired
Training in HR management
****B) Experience, Skills and Knowledge:****
A minimum of 5 years of overseas logistics and admin experience with an International NGO with at least 3 years’ experience at base manager level
Experience in emergency response program and setting up emergency logistics operations
****C) Technical and Skills Required:****
Appropriate skills and experience in the capacity building and training of staff and of developing and implementing systems;
Knowledge of communications systems, IT, procurement, stock control and transportation systems;
Demonstrable experience in supervising, managing/coaching and training others (people management);
Demonstrable experience on setting-up of logistical systems and related administrative procedures (knowledge of international ordering procedures and documents i.e. cargo manifests, warehouse management skills, good understanding of in-country custom clearing procedures and supply line to projects from capital, ability to design air, water or land logistical systems);
Proven experience in the following areas: electricity, ICT, supply, communication HF and VHF communication system
Experience of working in insecure environments and knowledge of security management systems and approaches for NGO’s
Ability and willingness to travel, including to insecure environments;
Strong computer skills in Microsoft packages, including Word, Excel, and Outlook
Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions
****Any Other Special Requirements (e.g. international driving licence, specific computer skills etc)****
Familiarity with IT equipment and security issues; familiarity with humanitarian law and principles of humanitarian action (international code of conduct and humanitarian charter), familiarity with Sphere Guidelines and People in Aid, Code of Best Practice.
Fluent spoken and written English
Possessing a driver’s licence could be an advantage
How to apply:
All applications should be submitted through our website at https://jobs.concern.net. CV’s should be no more than 4 pages in length.
Due to the urgency of this position, applications will be short listed on a regular basis and we may offer posts before the closing date.
****Concern Worldwide is an Irish-based non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.****
Concern has a Staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected of them. In this context staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Staff Code of Conduct candidates acknowledge that they have understood the contents of both the Concern Staff Code of Conduct and the Programme Participant Protection Policy and agree to conduct themselves in accordance with the provisions of these two documents.
Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant. For additional information please consult our web site or contact the Human Resource Division in our Head Office.
Concern Worldwide is an equal opportunities employer and welcomes applications from all sections of the community.