Logistician administrator- Malakal

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, brought on by a long history of colonial policies of British and Egyptian influence, marginalization by powerful northern regimes and cultural and traditional clashes. 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 & 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.

Objectives of the Position

The logistician administrator carries out administrative, accounting, financial and logistics management of his/her base, in compliance with donor and SOLIDARITES International procedures

• He/she organizes logistics and administrative support to the programs
• He/she ensures that Solidarités International’s Human Resources policy is properly implemented
• He/she assists the Field Coordinator to implement the security procedures

MAIN TASKS

Team management

• Define the needs of administrative and logistics personnel at his/her base, and recruit according to the resources allocated
• Train, support and evaluate the administrative and logistics team at his/her base
• Plan and direct the activities of the administrative and logistics teams
• Lead meetings for the administrative and logistics teams
• Conduct performance reviews for members of the administrative and logistics teams

Reporting/communication:

• Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force
• Take part in meetings relating to administrative and logistics aspects, represent Solidarités International on request and/or by order
• Supervise the sending of administrative and procurement files of the closed programs to the Coordination according to the defined calendar
• Ensure that administrative and logistics reports are made to the coordination according to the Solidarités administrative calendar
• Consolidate logistics and administrative packs monthly and pass on to the logistics and administrative coordinators
• Provide to the logistics and Administrative coordinators with all information needed to draft intermediary and final reports

Administration:

Administrative management of personnel:

• Assist in welcoming and integrating new personnel, ensure they receive administrative briefing
• Supervise the administrative management of personnel recruitment and hiring at his/her base
• Supervise the archiving, handling and security of Solidarités International personnel files
• Ensure that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel
• Centralise training requests from teams and set up a training plan
• Assist in ordering and determining disciplinary measures
• Apply the formalities provided for sanctions and for termination or breach of contract
• Supervise the collection of elements needed to establish wages and monitor their proper implementation
• Assist in defining and applying Solidarités International’s salary and social policies
• Conduct meetings and communication with personnel
• Track the cost of living
• Update the mission organization chart

Cash-flow/bookkeeping:

• Manage his/her base's cash-flow and ensure that banks and cash boxes are well supplied
• Manage transfers and monitor the security of funds
• Formulate cash-flow forecasts with the program manager
• Supervise the upkeep and security of safes and cash-boxes
• Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures
• Supervise account keeping at his/her base, monitor cash balances
• Monitor bank books for his/her base
• Prepare and supervise the monthly closing, review and integration of the accounting for his/her base
• Verify the accounting files before they are sent to coordination

Budgetary / financial monitoring:

• Update allocation boards for his/her base
• Update and analyze budget follow up in conjunction with the program manager
• Make connections between budgetary consumption and activity progress. Propose solutions if necessary
• Monitor functioning costs at his/her assignment base
• Oversee adherence to donor administrative procedures
• Aid the administrative coordinator in formulating financial reports and carrying out audits

Administrative management of the mission

• Assist in selecting Solidarités International premises
• Ensure administrative monitoring of rental contracts

Logistics:

Supply Management

• Carry out a purchasing environment analysis at the local level
• Supervise the update of price lists and supplier files
• Manage the Solidarités International purchasing procedures and those from donors funding the programs
• Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Receive, approve and process requests for quotes and internal order forms
• Supervise the preparation of purchasing documents and draft the contracts
• Participate in drafting the calls for tenders
• Select suppliers and negotiate prices, deadlines and delivery methods
• Ensure that purchasing documents are complete and archived in keeping with Solidarités International procedures
• Ensure that dealings with suppliers are monitored

Vehicle Fleet Management

• Negotiate vehicle rental contracts
• Supervise the planning and execution of maintenance and repair work on mission vehicles
• Support the Fleet Manager in compiling lists of spare parts and consumables
• Supervise the planning of vehicle movement
• Ensure that a complete breakdown kit is available on board all vehicles
• Permanently ensure that all drivers have received general training and carry out regular testing
• Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures
• Check that vehicle log books are in place and are used correctly
• Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded
• Prevent the misappropriation of fuel and spare parts
• Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored

Equipment/Telecommunications Management

• Update inventory in real time
• Optimize distribution of materials according to task needs
• Organize the installation, safe-guarding and monitoring of materials
• Ensure that communication means are regularly maintained
• Train teams in the use of these communication means

Management and Monitoring of IT Equipment

• Update antivirus software
• Follow the implementation of backup and data-protection with Field coordinator
• Ensure the maintenance and correct use of IT equipment, including restrictions on internet usage by the national staff
• Provide technical assistance to teams and organize training sessions

Stock Management

• Ensure the upkeep of all stocks and regular clean-up of the compounds
• Ensure material is stored under suitable conditions and monitor expiry dates
• Ensure procedures are followed as stock is checked in and out
• See that all documentation linked to stock is complete and up to date
• Ensure that field equipment/accommodation kits are always checked and kept in good working condition
• Ensure that minimum stocks are monitored and requests for replenishment are followed
• Supervise monthly physical stock inventory

Security

• Implement team safety measures as determined by the coordination team
• Train teams in safety rules and procedures
• Pass on any security-related information to his/her line manager

PROFILE

Qualifications

Experience:

• Bachelor’s degree or equivalent
• Minimum of 1 year administrative AND logistics management experience in humanitarian relief contexts
• Demonstrated knowledge of Solidarites procedures
• Team management and supervisory experience
• Previous experience in South Sudan is major advantage

Skills:

• Strong management and training skills
• Strong initiative with solid organisational, diplomacy and communication skills
• Stress management skills
• Ability to work well within a team
• Strong capacity of adaptation, ideally from working/living in a developing country
• Ability to live in insecure environments

Language:

• Fluent English – written and spoken
• Arabic is an asset

Computer skills:

• Proficiency in Microsoft Office Suite, working knowledge of spread sheet and database management.
• Knowledge of SAGA and Homere is mandatory.

STATUS:

Salaried post: According to experience from 1440 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 04/04/2013

CONTACT:

Marie Beatrix Carrale

How to apply:

CV and Cover letter

https://emea3.recruitmentplatform.com/syndicated/private/syd_apply.cfm?I...