CHARITY JOBS IN AFRICA

Organization: Concern Worldwide
Country: South Sudan
Closing date: 24 Sep 2014

****Contract Grade****: B

****Contract Length****: 1 year

****Date Needed By****: immediately

****New Post or Replacement****: replacement

****Accompanied / Unaccompanied****: Unaccompanied

****Exact Job Location****: Bentiu, Unity state, with frequent travel to Koch in Unity state and to Juba

****Reports To****: Area Coordinator, Unity

****Liaises With****: Country Director, Emergency Coordinator, General Systems Manager, PMs, HR/Admin –officer, logs and admin/HR staff

****Responsible for (staff):**** The Base Manager will directly manage the Logistics, HR and Admin staff in Bentiu office in Unity state and support programme coordination. Logistics, HR and Admin staff are functionally accountable to the Base Manager and are coached and technically supported by him.

****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, administration, HR and finance) are functioning in accordance to the needs of the programme. Under the supervision of the Area Coordinator, s/he will enhance managerial and planning skills of Concern logistics and admin staff and develop an efficient and cost effective logistics system that meets the logistics guidelines, policies and procedures. The position holder will lead the continuous improvement of logistics and admin systems that are in place and amending as necessary. He/she supports programme coordination and provides effective and timely logistics support to all program in relation to procurement, stocks and property management and communications. The base manager will initially be based in Bentiu, Unity state, but possibly be transferred at a later stage depending on programme expansion, and carry out regular support visits to other field bases in Unity state. Guided by the Area Coordinator, the Base Manager will be responsible for security management in Bentiu, Unity state.

****Main Duties & Responsibilities:****

Logistics, Finance and Administration:

• With support from the Area Coordinator, ACDS/GSM, ensure that the Unity programme and office implements and maintains standard Concern systems and best practice for logistics, administration, and HR 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 Bentiu, 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 overseeing and maintaining the programme transport management system, including vehicle movement planning and scheduling maintenance/repairs etc.
• Control Concern’s assets in Bentiu and potential other field bases in Unity state 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 Bentiu 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 Bentiu and potentially other field bases in Unity state (office, residence and stores) ensuring that adequate supplies, staffing and support systems are in place.
• Assist the Area Coordinator, ACDS/General Systems Manager in logistics budget preparation and tracking;
• Oversee the compilation and submission of monthly and quarterly logistics reports to the concerned office;
• Liaise with UN agencies like UNICEF, WFP, UNHCR, Logistics Cluster and other UN agencies and Cluster leaders and co-leaders and RRC or other relevant authorities
• Participate in interagency logistics meetings as applicable and provide timely reports to the Area Coordinator, ACDS/General Systems Manager and the Country Director.
• in close coordination with the GSM provide logistics support to the Juba and Unity state Concern offices

Procurement Management

• In collaboration with ACDS/GSM: development and implementation of supply policies and procedures for the South Sudan programme as per the Concern Worldwide procurement manual.
• Preparing tender documents and supply contracts
• Preparing supply framework agreement with identified suppliers
• Assist in developing an efficient and effective supply chain with the aim of reducing operational cost and keep database of suppliers and prices of frequently needed goods and services;
• Ensure extensive supplier and market reviews are carried out and a preferred supplier list is established;
• Ensure all Concern 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 established and exercised in Concern South Sudan.

Human Resources management

• Provide management oversight to the programme’s Logistics and Admin/HR 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 to build their capacities
• Adhere fully to the commitments and rules laid out in the Programme Participant Protection Policy (P4) and Code of Conduct, including respecting confidentiality.
• Report to the appropriate manager, all 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 base 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 Area Coordinator and ACDS/GSM, assist in recruitments (as required), train and develop national systems staff (logistics, HR, admin etc)
• Ensure staff records of staff in Unity state are up to date, and regular staffing updates are provided to the HR manager and CD in Juba, advising on replacement needs, extensions, terminations, holidays, R & R, etc, in consultation with the GSM

Communications and IT systems support:

• In liaison with and support of the National IT officer, ensure that computer and communication needs of the staff are met and that relevant operating protocols are adhered to;
• Ensure that all communications equipment is operational, used in line with communication policies and that requisite training is provided to staff on usage protocols.
• In conjunction with the National IT 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 program

Security Management

• Performing security management tasks as delegated by Area Coordinator. Ensure that relevant standard operation procedures (SOPs) 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 Juba and filed offices and compile reports and submit to the Area Coordinator, ACDS/GSM and Country Director.

****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, admin and HR staff
• To proactively advice and act on security and implement as agreed

****PERSON SPECIFICATION****

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

Some programme experience to understand, and prioritize programme needs and effectively support the coordination of programmes

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

TECHNICAL 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 by closing date. 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 post 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.