Secours Islamique France (SIF) Latest Jobs Vacancies

Secours
Islamique France (SIF) is a Non-Governmental Organization of international
solidarity based in France. Founded in 1991, SIF is a non-profit and
non-political organization dedicated to alleviate the suffering of the poorest
people. SIF acts wherever humanitarian and social needs require mobilization of
emergency relief and/or implementation of development programs.

We
are recruiting to fill the position below:

Job
Title: Field
Logistics Officer
Location: Ngala, Borno
Reports To: Base Manager
Contract Duration: Until December with possibility of renewal
Joining Date: ASAP

Overall
Objective of the Job

The
Field Logistics Officer will be primarily responsible for ensuring correct
management of stock in Ngala, the entry and exit of stock from suppliers,
SIF Maiduguri, WFP, FAO, etc for distributions and providing logistics
support to on all steps of procurement.
The
Field Logistics Officer will be required to spend 80% of his/her working
time in NGALA giving support to the SIF teams for all logistical needs,
especially procurement, storage, food distribution e.t.c

Tasks
and
Responsibilities
Stock Management:

To
be responsible for the correct storage and management of stock in Ngala
and any other tasked location.
Receive
goods destined for SIF Ngala.
Verify
that all items ordered are received.
Verify
that that the packing lists reflect the actual items received and inform
the carrier / or supplier/ or shipper/ consignor if there are any missing
or damaged items.
Prepare
Goods Received Notes (GRNs).

Maintenance
of the Stock / Warehouse:

Directly
supervise the Storekeepers and Field Logistics Assistants.
To
be responsible for appropriate stocking of all items in the store
including; environment, ventilation, temperature of the store and the
organization of items, separated and arranged appropriately.
Support
the Storekeepers in Creating and maintaining up to date warehouse
documentation thus; Bin Cards, Stock Cards, Warehouse Issue Notes, Goods
Received Notes, Loss & Damage Reports and Warehouse reports.
Ensure
updating of the electronic Stock Report according to actual and theoretic
stock.
Carry
out monthly inventory and ensure the coherence with Stock Report in the
event of record adjustments through the Base Manager notify the Logistics
Coordinator to validate the adjustments/reconciliations as necessary
giving clear justifications.
Control
access to the warehouse and ensure all items are secured at all times.
Ensure
the cleanliness and good order of the warehouse at all times.
Submit
any requests for stock management items (Bin Cards, Stock cards, Padlocks,
Stock Reports etc) to Base Manager or Logistics Coordinator.
Work
with the Logistics Coordinator, Base Manager and Project teams on supply
chain planning to ensure that there is always enough space in the
warehouse to accommodate new orders / consignments.

Dispatch:

Prepare
and package items needed by the project teams, accurately (labeling,
counting) in good time and with great care to avid damage.
Prepare
Packing Lists & Waybills appropriately.
Ensure
Donation Certificates are prepared and issued with each item given to
partners as guided by the Logistics Coordinator.

Administration:

File
all warehouse documents properly for easy reach; waybills, stock cards,
bin cards, supply requests, donation certificates.
Submit
stock report to Base Manager and Logistics Coordinator on a weekly basis.

Procurement:

The
Field Logistics Officer is responsible for all field procurement in Ngala
and liasing with the Logistics Officer in Maiduguri to purchase items that
are not locally available in Ngala and then ship them.
Respect
and abide by the SIF Procurement procedures.
Assist
with the development and management of supplier database and price lists.
Collect
quotations from suppliers and prepare all procurement documentations as
outlined in the Procurement Thresholds.

Fleet
Management:

Manage
Ngala vehicles and drivers.
Communicate
with program team regarding field movement schedules and also inform all
field teams any changes in the vehicle movement schedules.
Conduct
regular meetings with drivers emphasizing the importance of Safety &
Security.
Ensure
all vehicles are very well maintained and keep communicating with the
supplier as regards to the maintenance of the vehicles.
Ensure
that all vehicles must have first aid kits, fire extinguisher, spare tires
and an emergency kit.
Ensure
that all drivers maintain the daily log sheets signed at all times of
movement.

Others:

Be
aware of the security context within SIF working areas and wider region,
providing information to the Base Manager and Logistics Coordinator.
Attend
to any other logistical or program duties as deemed necessary by the Base
Manager / Logistics Coordinator.

Requirements

Qualification:Degree
Level
Experience:At
least 3 years logistics / procurement experience in the field preferably
with an INGO.
Languages:English
is mandatory (fluency in writing, reading & speaking).

Job
Title: Logistics
Assistant
Location: Maiduguri, Borno
Reports To Logistics Coordinator
Duration of Contract: Until December 31, 2017 with possibility of extension

Overall
Objective of the Job

The
Logistics Assistant will be primarily responsible for supporting the
Logistics Officer in the purchasing and receiving materials ordered in
Maiduguri and by extension Abuja ensuring that all SIF procurement
policies and procedures are followed at all times.
The
Logistics Assistant under guidance from the Logistics Officer will ensure
correct management of stock in Maiduguri, the entry and exit of stock from
suppliers, SIF Maiduguri, WFP, FAO, etc for distributions and providing
logistics support on all steps of procurement.
The
Logistics Officer will be required to spend 80% of his/her working time in
MAIDUGURI & 20 % in NGALA giving support to the SIF teams for all
logistical needs, especially procurement, storage, food distribution e.t.c

Task
and Responsibilities
Procurement:

The
Logistics Assistant directly reports to the Logistics Officer.
The
Logistics Assistant under the supervision of the Logistics Officer is
responsible for all mission procurement in Maiduguri for items requested
for Maiduguri and some requested for Ngala.
Maintain
proper filing of “procurement files” ensuring their completeness in both
hard copies and soft copies.
Assist
the Logistics Officer with the development and management of supplier
database and price lists.
Collect
quotations from suppliers and prepare all procurement documentations as
outlined in the Procurement Thresholds.
Collect
quotations from various vendors and then make a price list that is updated
regularly.
Assist
the Logistics Officer to prepare a pre-qualified vendor list for all
categories; goods/services/works.
Comply,
respect and abide by the SIF Procurement procedures & Donor
Procurement guidelines.
Ensure
that purchasing requests are updated and follow-up information sent to the
field.
Collect
quotations from suppliers and prepare all procurement documentations as
outlined in the Procurement Thresholds.
Prepare
contracts, framework agreement in liaison with the Logistics Coordinator.
Collect
quotations from various vendors and then make a price list that is updated
regularly.
Prepare
a pre-qualified vendor list for all categories; goods/services/works.
Preparation
of the Monthly report on the Logistics of the Base (Order Follow up, fuel
consumption, Mechanical fleet, movement of stock etc.)
Liaise
with Finance Admin Department on all procurement and payment activities.
Provides
regular detailed reports on all logistics operations of the base.

Stock
Management:

Plan
and manage monthly inventory inventories of the Stock and equipments
To
be responsible for the correct storage and management of stock in and any
other tasked location.
Receive
goods destined for SIF Ngala.
Verify
that all items ordered are received.
Verify
that that the packing lists reflect the actual items received and inform
the carrier / or supplier/ or shipper/ consignor if there are any missing
or damaged items.
Prepare
Goods Received Notes (GRNs).

Maintenance
of the Stock/Warehouse:

Directly
supervise the Logistics Assistant.
To
be responsible for appropriate stocking of all items in the store
including environment, ventilation, temperature of the store and the
organization of items, separated and arranged appropriately.
Support
the Logistics Assistant in Creating and maintaining up to date warehouse
documentation thus; Bin Cards, Stock Cards, Warehouse Issue Notes, Goods
Received Notes, Loss & Damage Reports and Warehouse reports.
Ensure
updating of the electronic Stock Report according to actual and theoretic
stock.
Carry
out monthly inventory and ensure the coherence with Stock Report in the
event of record adjustments notify the Logistics Coordinator to validate
the adjustments/reconciliations as necessary giving clear justifications.
Control
access to the warehouse and ensure all items are secured at all times.
Ensure
the cleanliness and good order of the warehouse at all times.
Submit
any requests for stock management items (Bin Cards, Stock cards, Padlocks,
Stock Reports etc) to Logistics Coordinator.
Work
with the Logistics Coordinator, Ngala Field Logistics Officer and Project
teams on supply chain planning to ensure that there is always enough space
in the warehouse to accommodate new orders / consignments.

Dispatch:

Prepare
and package items needed by the project teams, accurately (labeling,
counting) in good time and with great care to avid damage.
Prepare
Packing Lists & Waybills appropriately.
Ensure
Donation Certificates are prepared and issued with each item given to
partners as guided by the Logistics Coordinator.

Administration:

Ensure
all warehouse documents properly for easy reach; waybills, stock cards,
bin cards, supply requests, donation certificates including electronic
copies.
Receive
stock report from Logistics assistant and after verification submit to the
Logistics Coordinator on a weekly basis.

Fleet
Management:

Support
the Logistics officer in the management of Maiduguri vehicles and drivers.
Communicate
with program team regarding vehicle movement schedules and also inform all
Maiduguri staff any changes in the vehicle movement schedules.
Coordinate
all flight bookings from staff both for fixed wing & helicopter.
Conduct
regular meetings with drivers emphasizing the importance of Safety
& Security.
Ensure
all vehicles are very well maintained and keep communicating with the
supplier as regards to the maintenance of the vehicles.
Ensure
that all vehicles must have first aid kits, fire extinguisher, spare tires
and an emergency kit.
Ensure
that all drivers maintain the daily log sheets signed at all times of
movement.

Others:

Be
aware of the security context within SIF working areas and wider region,
providing information to the Logistics Coordinator.
Attend
to any other logistical or program duties as deemed necessary by the
Logistics Coordinator.
Make
regular / frequent field visits to give support to Ngala Field Logistics
Officer and Storekeepers

Qualifications

Degree
Level

Experience:

At
least 2 years Logistics/Procurement experience in the field preferably
with an INGO.

Languages:

English
is mandatory (fluency in writing, reading & speaking).

Job
Title: Logistics
Officer
Location: Maiduguri, Borno
Reports To Logistics Coordinator
Duration of Contract: Until December 31, 2017 with possibility of extension

Overall
Objectives of the Job

The
Logistics Officer will be primarily responsible for the purchasing and
receiving materials ordered in Maiduguri and by extension Abuja ensuring
that all SIF procurement policies and procedures are followed at all
times.
Will
ensure correct management of stock in Maiduguri, the entry and exit of
stock from suppliers, SIF Maiduguri, WFP, FAO, etc for distributions and
providing logistics support on all steps of procurement. The
Logistics
Officer will be required to spend 60% of his/her working time in MAIDUGURI
& 40 % in NGALA giving support to the SIF teams for all logistical
needs, especially procurement, storage, food distribution e.t.c

Task
and Responsibilities
Procurement:

The
Logistics Officer directly reports to the Logistics Coordinator.
Responsible
for all mission procurement in Maiduguri and liaising with the Field
Logistics Officer in Ngala to purchase items that are not locally
available in Ngala and then ship them.
Comply,
respect and abide by the SIF Procurement procedures & Donor
Procurement guidelines.
Maintain
proper filing of “procurement files” ensuring their completeness in both
hard copies and soft copies.
Ensure
that purchasing requests are updated and follow-up information sent to the
field.
Assist
with the development and management of supplier database and price lists.
Collect
quotations from suppliers and prepare all procurement documentations as
outlined in the Procurement Thresholds.
Prepare
contracts, framework agreement in liaison with the Logistics Coordinator.
Collect
quotations from various vendors and then make a price list that is updated
regularly.
Prepare
a pre-qualified vendor list for all categories; goods/services/works.
Preparation
of the Monthly report on the Logistics of the Base (Order Follow up, fuel
consumption, Mechanical fleet, movement of stock etc.)
Liaise
with Finance Admin Department on all procurement and payment activities.
Provides
regular detailed reports on all logistics operations of the base.

Stock
Management:

Plan
and manage monthly inventory inventories of the Stock and equipments
To
be responsible for the correct storage and management of stock in and any
other tasked location.
Receive
goods destined for SIF Ngala
Verify
that all items ordered are received.
Verify
that that the packing lists reflect the actual items received and inform
the carrier / or supplier/ or shipper/ consignor if there are any missing
or damaged items.
Prepare
Goods Received Notes (GRNs).

Maintenance
of the Stock/Warehouse:

Directly
supervise the Logistics Assistant.
To
be responsible for appropriate stocking of all items in the store
including; environment, ventilation, temperature of the store and the
organization of items, separated and arranged appropriately.
Support
the Logistics Assistant in Creating and maintaining up to date warehouse
documentation thus; Bin Cards, Stock Cards, Warehouse Issue Notes, Goods
Received Notes,
Loss
& Damage Reports and Warehouse reports.
Ensure
updating of the electronic Stock Report according to actual and theoretic
stock.
Carry
out monthly inventory and ensure the coherence with Stock Report in the
event of record adjustments notify the Logistics Coordinator to validate
the adjustments/reconciliations as necessary giving clear justifications.
Control
access to the warehouse and ensure all items are secured at all times.
Ensure
the cleanliness and good order of the warehouse at all times.
Submit
any requests for stock management items (Bin Cards, Stock cards, Padlocks,
Stock Reports etc) to Logistics Coordinator.
Work
with the Logistics Coordinator, Ngala Field Logistics Officer and Project
teams on supply chain planning to ensure that there is always enough space
in the warehouse to accommodate new orders / consignments.

Dispatch:

Prepare
and package items needed by the project teams, accurately (labeling,
counting) in good time and with great care to avid damage.
Prepare
Packing Lists & Waybills appropriately.
Ensure
Donation Certificates are prepared and issued with each item given to
partners as guided by the Logistics Coordinator.

Administration:

Ensure
all warehouse documents properly for easy reach; waybills, stock cards,
bin cards, supply requests, donation certificates including electronic
copies.
Receive
stock report from Logistics assistant and after verification submit to the
Logistics Coordinator on a weekly basis.

Fleet
Management:

Manage
Maiduguri vehicles and drivers.
Communicate
with program team regarding vehicle movement schedules and also inform all
Maiduguri staff any changes in the vehicle movement schedules.
Coordinate
all flight bookings from staff both for fixed wing & helicopter.
Conduct
regular meetings with drivers emphasizing the importance of Safety
& Security.
Ensure
all vehicles are very well maintained and keep communicating with the
supplier as regards to the maintenance of the vehicles.
Ensure
that all vehicles must have first aid kits, fire extinguisher, spare tires
and an emergency kit.
Ensure
that all drivers maintain the daily log sheets signed at all times of
movement.

Others:

Be
aware of the security context within SIF working areas and wider region,
providing information to the Logistics Coordinator.
Attend
to any other logistical or program duties as deemed necessary by the
Logistics Coordinator.
Make
regular / frequent field visits to give support to Ngala Field Logistics
Officer and Storekeepers

Qualification

Degree
Level.

Experience:

At
least 3 years logistics / procurement experience in the field preferably
with an INGO.

Languages:

English
is mandatory (fluency in writing, reading & speaking).

Job
Title: Base
Manager
Location: Ngala, Borno
Duration of contract: 4 months with possibility of extension
Expected starting date: ASAP

Overview

Under
supervision of the Head of Mission (HoM), the Base Manager is overall
responsible for effectively managing and administrating SIF base in Ngala.
S/he will be required to work closely with all SIF
departments,
including Administration (Finance and Human Resources) and Logistics, to
ensure the proper implementation and development of SIF programs while
maintaining full compliance with established policies and procedures.
The
Base Manager will directly supervise base admin and base logistics
officer. S/he will also manage administratively all base staff, including
program and support teams.

Responsibilities
Program Management:

Support
the activity implementation of the programs:
Participate
in the elaboration of the projects: situation analyses, needs assessments,
beneficiary selection, proposal of actions.
Provide
technical guidance to program teams to ensure the timely and quality
implementation of the projects: planning of activities, follow-up of the
implementation, collection of sources of verifications.
Participate
in the definition of partnership modalities for the implementation of the
projects when relevant.

Support
the monitoring of the programs:

Make
frequent field visits to monitor program implementation and to identify
opportunities/ constraints/ adjustments needed.
Participate
in planning and progress review meetings with local authorities, community
leaders, and operational partners.
Support
the elaboration of an M&E plan and tools (including baseline
surveys, endline surveys, Post-Distribution Monitoring (PDM), satisfaction
surveys, etc).
Ensure
relevance of the activities, quality control of the projects, and respect
of agreed standards (including mainstreamed gender and protection,
beneficiary participation, accountability, etc).
Support
the administrative management of the programs, with the base admin.
Support
the logistics management of the programs, with the base logistician.

Reporting:

Inform
immediately (verbally and in written if requested) the HoM and Program
Coordinator of any delay, conflict, problem encountered regarding the base
and/or program management.
Prepare
daily/ weekly/ monthly written reports according to the schedule defined
by the HoM.
Participate
to monthly reporting to HQ.
Participate
in the elaboration of internal and external reports with program teams
(quantitative and qualitative monthly activity progress reports,
assessment reports, training reports, evaluation reports with lessons
learnt and best practices, etc).
Participate
in drafting monthly, quarterly, interim, and final donor reports according
to the requested deadlines, guidelines, and requirements.
Ensure
supporting documents are properly stored (beneficiary lists, procurement/
distribution documents, training attendance sheets, reports, pictures,
etc).

Administration
(finance and human resources):

Validate
the planning of expenditures, the budget forecast, the cash flow plan and
requests, for the base according to the allocated budget and to the budget
follow up.
Monitor
the level of expenses of the base based on the budget follow-up.
Define
and update the human resources needs for his/her team.
Organization
of the recruitment for his/her team: short listing of CVs, elaboration and
correction of tests, organization of interviews.
Manage
his/her team: induction briefing, planning, follow-up, capacity building,
performance interviews, disciplinary procedures if needed.
Define,
update and regularly evaluate training plans for his/her team, with
resources available internally.
Sensitize
his/ team and base staff to SIF internal regulations.
Ensure
a good communication/ coordination/ information-sharing within his/ her
team and among the various departments in the base through regular
coordination meetings.
Ensure
feedback towards his/her team and the base staff members about issues
raised by them.
Ensure
conflict resolution (personal and professional) within his/her team and
among the base staff members and to inform the HoM.

Logistics:

Ensure
that Basic standard logistic protocols are well implemented by base
logistician.
Validate
procurement plans for the base, according to the thresholds and
procurement processes.
Support
the management of local contracts for goods and suppliers for programs.
Ensure
a proper stock management system for all equipment in the base.
Validate
the planning of movements and needs for vehicles in the base.
Ensure
good working and living conditions for base staff.

Security
Management:

Strictly
follow internal security rules and regulations.
Monitor
the security situation of the area, including threat assessment, collection
of security related-information with relevant stakeholders (team members,
partner organizations, local authorities, community leaders, etc).
Timely
sharing of security-related information with HoM, with proposition of
security protective measures and security plan updates when necessary.
Coordinate
with security agencies to ensure safe and secure working environment in
the office and at field level.
Ensure
that minimum security operating standards are put in place and respected
by SIF team.

Operational
strategy & coordination:

Support
the preparation and capitalization of documentation on SIF programs’
overall impact.
Propose
new actions to expand SIF Ngala base.
Contribute
to the elaboration and update of the mission’s operational strategy.
Participate
in the analysis and proposal of solutions for all decisions impacting the
mission in general.

Representation:

Represent
SIF and its programs at different levels of coordination (international/
national operational partners, local authorities, community leaders, and
beneficiaries).
Develop
strong networking, coordination, and working relationship with key
stakeholders, specifically aligned with SIF programs.
Share
program progress and challenges with local authorities, community leaders,
other NGOs/ agencies, working groups, and donors.

Other:

Fulfil
any other duty requested and/ or needed by the HoM.

Profile
Academic Qualifications and Professional Experience:

University
degree, preferably related to management or social work;
Minimum
5 years of relevant INGO work experience;
Experience
in emergency contexts.

Required
Skills:

Passionate
about the humanitarian context and serving the most vulnerable
Commitment
to the values, vision, and mission of SIF
Self-motivation
and strong team spirit, with good leadership skills
Ability
to speak Hausa, Kanuri – ability to speak, read and write well in English
Good
communication, representation, and writing skills
Extensive
knowledge of project cycle management and budget holding
Excellent
interpersonal and conflict-resolution skills
Well-developed
organizational and planning skills
Ability
to produce quality work, to make decisions under pressure, and to adhere
totight deadlines
Good
computer skills (PowerPoint, Word, Excel)
Flexibility
in terms of working hours and working locations.

Desired
Skills:

Good
knowledge of Nigerian Humanitarian crisis and NGALA LGA in particular will
be a plus..

Conditions

The
Base Manager will be based in SIF sub-office of Ngala, in Ngala LGA. S/he
will regularly travel to Maiduguri in support of SIF main office, for
coordination purposes.
It
is a full-time position, and working hours are 40 per week. Occasional
evening and weekend work may be required as job duties demand.

How
to Apply
Interested and qualified candidates should send their Applications (CV, 3
references) to: recruitments.ng@secours-islamique.org

Note

Please
clearly mention the job title eg: “Field Logistics Officer” in the subject
line.
SIF
is an equal opportunity employer; only short listed candidates will be
contacted.
This
Job Description is NOT exhaustive, it can be modified at any time to meet
the needs of SIF and the affected employee will be called upon to discuss
the changes / modifications.