Country: South Sudan
Closing date: 26 Feb 2016
Reference:
DK/SS/BMB
Country:
South Sudan
Job Title:
Base Manager Unity state
Contract Grade: B
Contract Length: 12 months
New Post or Replacement: Replacement
Exact Job Location: Bentiu, Unity state, with occasional travel within Unity State
Reports To: Area Coordinator (AC), based in Bentiu
Liaises With: Programme Director – Emergencies (EPD), Systems Director (SD), Programme Managers (PMs), Country Financial Controller (CFC), Logistics Coordinator
Responsible for (staff): The Base Manager will directly manage the Logistics, HR, Finance and Admin staff in Bentiu office in Unity state and support programme coordination. Finance assistant is functionally accountable to the Base Manager and is 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, administration, HR and finance) are functioning in accordance to the needs of the programme. Under the supervision of the AC 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, finance and admin systems that are in place and amend as necessary. He/she supports programme coordination and provides effective and timely logistics and finance support to all programmes. The base manager will initially be based in Bentiu, Unity state, but possibly be working in other counties of Unity State depending on development of the security situation in country, and carry out support visits to other field bases in Unity State, as required.
Main Duties & Responsibilities:
Logistics, Finance and Administration:
With support from the Area Coordinator and Systems Director, to ensure that the Unity programme and office implements and maintains standard Concern systems and best practice for logistics, administration, finance and HR functions;
To liaise with the Juba office to ensure efficient and timely systems support and collaboration necessary to implement the programme
Develop accurate transport and administration budgets for donor proposals and as part of Concern’s annual budget processes
Manage transport and administration expenditure and budgets
Oversee finance function to ensure that all spending is in line with Concern financial procedures and Donor requirements
In collaboration with programme managers, ensure that cash forecast and cash request is submitted on time to ensure timely transfer of funds.
Oversee the fleet management function to ensure transport procedures are followed in relation to transport reports, movement planning and vehicle servicing
Oversee the management of the Logistics function to ensure Concern’s assets are correctly managed; adherence to donations-in-kind paperwork procedure; efficient management of Concern warehouses and stores
Advise on distributions of relief items to beneficiaries and ensure that they are in line with Sphere standards and donor requirements
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.
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 Systems Director and the Country Director.
In close coordination with the Systems Director provide logistics support to the Juba and Unity state Concern offices
Procurement Management
In collaboration with Systems Director, development and implementation of supply policies and procedures as per the Concern Worldwide procurement manual
Work with the programme teams and the Area Coordinator to develop realistic annual procurement plans and ensure that these are maintained, adhered to, and regularly updated
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 all Concern staff are trained in order-planning and are aware of the procurement procedures and inform staff about each revision
Human Resources management
Provide management oversight to the programme’s Logistics, finance 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.
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 SD and CD in Juba, advising on replacement needs, extensions, terminations, holidays, R & R, etc
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 Systems Director and Country Director 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 Juba and filed offices and compile reports and submit to the AC/SD 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
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
Some programme experience to understand, and prioritize programme needs and effectively support the coordination of programmes
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 SKILLS REQUIRED
Experience of working in insecure environments and knowledge of security management systems and approaches for NGO’s
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
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
- 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. All candidates who are short-listed for a first round interview will be notified via email after the application deadline.
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.
