Field Coordinator – Logistician / Administrator - Bentiu

MISSION

Solidarités International is an international humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 30 years the association has focused on meeting three vital needs - water, food and shelter - by carrying out emergency programmes followed by longer-term reconstruction projects. Whilst fully respecting the assisted populations’ customs and culture, Solidarités International’s programmes are implemented through the joint expertise of around 180 expatriates and 1500 local managerial staff and employees.

Solidarités International is currently present in Africa (Central African Republic, South Sudan, Kenya, Somalia, Mali, Niger, Mauritania, Chad, Democratic Republic of the Congo, Ivory Coast), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar and Pakistan), in the Middle East (Syria and Lebanon) and in Haiti.

The conflict between Northern and Southern Sudan is known as the longest war in Africa. Six and half years after the signing of the Comprehensive Peace Agreement (CPA) signed in Nairobi in January 2005, South Sudan became the youngest country in the World on July 9th 2011. A new highlight for a country familiar with extreme figures : among others, a challenging environment with only 60 km of asphalt road in a country bigger than France, a complex social environment with more than 60 ethnic groups and dialects and a high level of illiteracy. On a humanitarian point of view, the country can be characterized by the acute needs of its population in having access to basic services, due to the lack of infrastructure, and lack of qualified persons to run these structures (hospital, schools, etc.). These needs have been compounded by massive influxes of returnees from North to South Sudan, numbering an estimated 400,000 since October 2010. This is the reason why South Sudan is considered as one of the most challenging humanitarian country in the world.

Solidarités International (SI) currently implements 2 kinds of programs:

• Rural and semi-urban WaSH activities in three states in the North East part of the country: Jonglei, Upper Nile and Unity, targeting counties prone to receiving IDPs and/or returnees and prone to natural disaster (namely flooding). SI is also deeply involved in the coordination of the WaSH actors in Unity and Upper Nile States by being the State Focal Point for the WaSH cluster. Upper Nile and North Jonglei programs are operated out of Malakal, the Upper Nile State capital, while Unity State programs are administrated from an office in Bentiu, the Unity State capital.
• Emergency WaSH interventions in the camps welcoming Sudanese refugees in Upper Nile and Unity States (Yusuf Batil – Upper Nile State & in Unity State, Yida). These projects started respectively in June and July 2012, following the rapid assessments made by the WaSH Emergency, Preparedness and Response (EP&R) team that is in place since September 2011. The objective is to improve the basic living conditions for refugees and to mitigate the Hepatitis E outbreak in both Yida and Yusuf Batil. SI intends to extend its refugee response to a new camp, Ajuong, located in Unity State and aiming at relocating refugees from Yida camp.

Objectives of the Position

Field coordinator

• To closely monitor the program under the responsibility of the Programme Manager. With operations in areas far away from the home-base, the FC will have a more important supervising and context follow-up role and in addition, the current project should be completed before the rainy season
• The SI Field Coo is the deputy Security Focal Point for the NGO Forum in Unity state and recognized by the other NGOs like that;
• To support the SFP in identifying the next steps in UNICEF project especially on the core pipelines management
• To define with the team timeframe/plan for the rainy season – SI programs and WASH Cluster

Logistician - Administrator

• To implement the radio setup and train the users, some materiel are missing and radio and material need to be programmed
• To manage the living conditions improvement on the compound, especially regarding the secure of the guesthouse, the rehabilitation of the GH & office has already been rehabilitated but there is still some improvement to be done
• To carry out administrative, accounting and financial management the base, in compliance with donor and SOLIDARITES INTERNATIONAL, all the files from 2012 are already in JUBA
• To supervise accounting operations and cash management, and carries out budget follow up in conjunction with the program managers’ needs. There is no bank transfer of check payment for salary or supplier so a good cash management is required
• To ensure that SOLIDARITES INTERNATIONAL’s human resources policy is properly implemented at the base level. New HR policy has been defined in January and in March with a potential new salary grid to be implemented. Currently, in Bentiu, there are 23 national staff and 4 expatriates.

MAIN TASKS

Coordination and strategic orientation

• Within his/her intervention zone, monitor and analyse the humanitarian, political, cultural, social and economic context.
• Within his/her intervention zone, propose and develop an operational strategy in line with the association's policies and the population's needs.
• Within his/her intervention zone, propose new operational directions according to how the context develops
• Monitor and analyse financial donor strategies in his/her intervention zone
• Participate, at the request of the HoM, in the search for funding and ensure the financial stability of the organisation and the programmes implemented in his/her intervention zone
• Strengthen relations between SOLIDARITES INTERNATIONAL and donor representatives in his/her intervention zone

Relevance and operational quality / operation monitoring

• Ensure the coordination, development, monitoring and evaluation of the programmes implemented within his/her intervention zone in coordination with the Programme Managers.
• Ensure that the programmes in his/her intervention are relevant and consistent.
• Ensure that the programmes in his/her intervention zone are implemented in accordance with the annual operational strategy, SOLIDARITES INTERNATIONAL's technical requirements and financial donor' criteria.
• Propose the human, financial and logistical scale for his/her intervention zone and its organisation
• Ensure that financial resources and other means necessary for accomplishing projects in his/her intervention zone are mobilized.
• Guarantee the appropriate use of resources in his/her intervention zone

Human resource management

• Build and maintain a team dynamic which enables the objectives of SI to be carried out in his/her intervention zone through training and consultation
• Promote the ethics and values of SOLIDARITES INTERNATIONAL and regulations for the national staff as South Sudan Labour Laws
• Conduct the implementation of SI's human resources policy and procedures (recruitment, EAP, etc.)
• Monitor the personal and professional stability of SOLIDARITES INTERNATIONAL employees and ensure that an adequate living and working environment is maintained
• Manage associates placed under his/her direct supervision
• Maintain up to date job descriptions, employment contracts, staff salaries, holiday schedules, sick leaves etc.
• Follow up with administrative of the whole staff: trainings, salaries, leaves, medical reimbursement, etc.
• Ensure the performance evaluations are conducted regularly

Finance and accountancy

• Manage monthly budget follow up in liaison with the Administrative Coordinator and collaboration with Program Manager in Bentiu
• Insure that cash flow between Juba and Bentiu is properly organized, planned and that all payment are dully documented
• Manage and monitor monthly program and support expenditures, provide monthly a cash forecast, and send regular financial reports to Administrative Coordinator
• Ensure that a proper record of expenditures receipts, requisitions, and all other accountancy documents are clearly managed
• Insure that donors rules and regulations are respected

Logistics

• Organize follow-up tools according SI procedures
• Ensure logistics procedures are respected by everyone
• In charge of the purchase supply, in liaison with the Logistics Coordinator
• Responsible for the stock management
• Responsible of the organization of transport, whether for passengers or freight
• Responsible of the state park management and maintenance of all assets of the project (communication, IT, vehicules etc.)

Security

• Responsibility for the security of teams and property in his/her assigned zone, under the HoM's supervision
• Monitor and analyse the security situation and ensure it is understood by teams
• Ensure that all new arrivals in his/her intervention zone are given a geopolitical and security briefing
• Under the supervision of the Head of Mission, ensure that all documents and procedures relating to security are updated regularly
• Ensure that all security rules and procedures are respected in his/her intervention zone
• Ensure that a permanent security monitoring system is set up
• Ensure the immediate management of any security incidents occurring in his/her intervention zone and immediately notify the HoM

Internal and external communication

• Ensure that documents produced in his/her intervention zone meet deadlines and quality standards
• Ensure that all internal reporting respects the standard formats and procedures
• Organise regular coordination meetings
• Ensure that key operational information circulates properly, in his/her intervention zone and between the bases and the country coordination

Representation

• Be the official representative of SOLIDARITES INTERNATIONAL in his/her intervention zone for aid workers, administrative, political and local authorities, civil society and the media
• Be an active participant in humanitarian forums and relevant coordination meetings in link with the State Focal Point (SFP) for the WASH Cluster

PROFILE

Qualifications

Education:

• Bachelor’s degree or equivalent in Logistics and/or Program Management.

Experience:

• Minimum 2 years with INGO specialized in humanitarian assistance.
• Minimum of 1 year in logistic management experience and some administrative management experience as well in humanitarian relief contexts
• Minimum of 1 year in program management experience is preferable
• Previous experience in team management (including expatriates) and strategic orientation;
• Experience in security management in unstable environments;
• Knowledge of humanitarian and development issues as well as Humanitarian actors, particularly the Cluster system within the UN humanitarian reform
• Previous experience with SI preferable
• Previous experience in South Sudan is major advantage;

Technical skills and knowledge:

• Capacity to provide leadership and be a unifying force;
• Diplomacy and coordination skills to highlight the value of coordinated activities;
• Reporting skills;
• Ability to delegate;
• Interest in and ability to quickly understand complicated political contexts;
• Strong management and training/capacity-building skills;
• Display initiative with solid organisational and communication skills;
• Stress management skills: Ability to work under pressure, with peaks of heavy work loads;
• Adaptability to changing work environment and possible volatile security situation;
• Knowledge of SOLIDARITES INTERNATIONAL’s rules, tools and procedures (logistics and administration) is an asset;

Other desirable qualities:

• Commitment to the fundamental principles of Solidarités International charter and ethos
• Ability to live in remote areas and insecure environments within related restrictions.

Language:

• Fluent English : speaking, reading and writing skills
• Arabic is an asset

Computer skills:

• Knowledge of Saga and Homere is an asset
• Proficiency in Microsoft Office Suite, working knowledge of spread sheet and database management.
• Technical skill require due to difficulty to find qualified technicians (small Network management, Maintenance of Computer Park, Software management).

STATUS

Salaried post: According to experience from 1700 euros gross per month, plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 600 USD.

Solidarités International will cover accommodation and travel expenses from the expatriate’s home country to the site of the assignment.

• Social and medical cover: Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.
• Vacation: During the assignment, a system of alternation between work and time off is implemented at the rate of one break every three months. For a one-year assignment, the expatriate will have a 7-day break during the 3rd and the 9th month (with 500 euros allocated by Solidarités). He or she will also be entitled to go back to his or her home country for a 14-day period after six months spent on the mission (Solidarités will cover travel costs).

DURATION:

6 months beginning 01/ 04/2013

CONTACT:

Marie Béatrix CARRALE

How to apply:

CV and Cover letter

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