Activities :
• To recruit train and manage the State Logistic departments staff:
• Recruitment, organization of the logistic department.
• Capacity building and training of logistics team.
• Overall technical support and evaluation of logistics staff
• Briefing of all new expatriates on basic logistics procedures
• To set up logistics systems according to ACF standards:
• To implement logistics essential procedures based on Kit-Log 3.
• Organization and supervision of the supply chain ensuring timely and quality provision of supplies to the programmes.
• Implementation of standard procurement procedures in accordance with Kit Log and donors standards
• Set up and management of warehouse facilities in accordance with Kit Log and project needs
• Equipment assessment, planning, purchase, allocation and management
• Organization and supervision of the fleet and its management (rental contracts, movements follow up, report, log book maintenance) in accordance with Kit Log and security regulations
• Ensure safety and quality of any vehicles in Base Fleet and security awareness of drivers in consultation with Log Co
• Ensure proper functioning and support (power, water supply, repairs, etc) of all base premises, offices, guest houses;
• Organization and subsequent supervision of information management and means of communication ensuring adherence to security procedures and the Kit Log
• To manage logistics properly and efficiently:
• Specification and forecast of further logistics structures, systems, and needs for current and new projects
• Implementation and standardization of the logistic procedures as defined in the Kit Log and donor-specific regulations; development of additional procedures if required
• Assessment of logistic needs, evaluation of the costs and feasibility for the supplies, draft of the procurement planning & logistic budget.
• Submit Monthly Logistics Report (including narrative, and PFUs, Stock Reports, Fleet Costs Report, Base Asset List, in-kind donations, maintenance/rehabilitation report, comms. Report, and any other relevant documentation)
Objective 2: State level ACF Financial administration systems are properly set-up and managed (with support of Fin Co)
Activities :
• To recruit train and manage the State Administration departments staff:
• Recruitment, organization of the admin staff.
• Capacity building and training of admin staff.
• Overall technical support and evaluation admin staff.
• Briefing of all new expatriates on admin rules and procedures.
• To set up and ensure proper financial management, in liaison with the Fin Co:
• Implement and ensure adherence to the mission’s financial procedures
• Manage the base accountancy through regular reviews of budgetary allocation and accounting code utilization
• Ensure that all budgetary allocations made at base level are in accordance with donor financial rules and internal procedures
• Approve base expenses in accordance with donor financial rules, internal procedures and the approved monthly forecast
• Ensure that end of month accounting balances correspond to physical cash balances
• Ensure the proper archiving of the base financial records
• Submit the monthly accounting
• Cash Management
• Ensuring that best practices are implemented to minimize risk to cash and staff by
• Maintaining a minimum balance of cash at the base level and, where possible, using
• Appropriate banking systems to reduce physical cash management
• Manage the treasury for the base, including preparing the monthly and weekly cash
• Forecasts for the base with and Program Managers then transmitting them to the Fin Co
• Perform daily cash counts
• Transmit end of month cash counts and bank statements to the Fin Co
Objective 3: State level ACF HR and Administration systems are properly set-up and managed (with support of Fin & HR Co)
Activities:
• To set up and ensure proper administrative management, in liaison with Fin Co/HR Co:
• Briefing of all new expatriates on base level admin rules and procedures.
• Briefing of all recruited national staff on relevant administrative procedures
• Ensure proper filing of taxes, visas etc with the relevant administrative authorities
• Ensure the implementation of all Administrative follow up such as managing contracts, payments etc.
• To set-up and ensure proper national HR management:
• Ensure that all mission HR policies are implemented and followed
• Prepare the monthly payroll documents for all national staff
• Ensure that all employee files are kept up-to-date and that all necessary documents are sent to the capital
• Submit the monthly HR report to the HR Co
• Ensure the implementation of all mission HR tools such as timesheets, leaves planning and ¾ evaluation follow up
Objective 4: Staff and assets safety and security is ensured (with support of CD and Log Co)
Activities :
• Identify, quantify and assess the risks
• Data collection, research and analyze
• Develop of an information network
• Support and encourage program managers and support departments in their humanitarian and situation analysis
• Redaction in collaboration with PM and support team of a field Weekly SITREP
• Ensure that the field office has and respect security plan validated by Log Co & CD
• Update security plans (every 6 months) in coordination with the field team and seek validation from Log Co & CD
• Stress the security rules to the teams.
• Incident reports and crisis management
Objective 5: State level operational strategy is properly and effectively implemented
Activities :
• Initiate the development of field office strategy in line with the overall country Mission strategy and in collaboration with the field team and local community when relevant.
• Oversee the successful implementation of the field programme strategy in liaison with the Programme Managers.
• In liaison with Programme department oversee good compliance of the implemented activities with the objectives of the mission and of the proposals.
• To visit regularly programs activities;
• Overlook the good cohesion between program needs and support department (log/fin/HR)
• Informing/updating CD and Coordination team on the field situation–by providing a monthly comprehensive situation report
• Ensure that each programme activity progress reports are timely done and disseminated to the coordination team.
Objective 6: Representation
Activities :
• Act as the senior representative of ACF in the state and liaise/exchange information with CD to ensure common ACF positioning in humanitarian issues.
• Promotion of humanitarian principles towards all stakeholders.
• Lead field-level advocacy undertakings with the support of the CD
• Maintenance/expansion of regular relations with field-based donors, authorities and partners.
• Compliance with national laws, regulations and best practices.
• Participation in communication activities with Country Office and HQ.
• Ensure respect of ACF Code of Conduct by all ACF staff.
• Meet regularly with all relevant stakeholders (State / LGA authorities, local and international humanitarian and development actors, beneficiaries, etc.)
• Development of an information (formal/informal) network. Qualifications
Education / Specific Degrees / Special Skills :
• Substantial experience in logistics, administration & staff management, project support and follow up, security management
• Previous experience with ACF as HoB
• Staff management experience and strong HR Management skills
• Rigorous organizational (definition of priorities, delegation, training)
• Good computer skills (Word, Excel, Accountancy packages, and system management)
• Initiative and flexibility – and wider vision of further impact of the administrative issues
• Ability to adapt, multitask and deal with stressful situations
• High cultural sensitivity.
• Team player and good communication skills
• Humanitarian field experience requested: YES .
How to apply:
please apply online at: http://www.actionagainsthunger.org/about/employment/job-opportunities
Closing Date: Friday, 31 August 2012
