MISSION
Solidarités International is a French 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, Southern Sudan, Kenya, Somalia, Liberia, Chad, Democratic Republic of the Congo, Republic of Côte d’Ivoire, Zimbabwe), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar) and in Haiti.
CONTEXT OF INTERVENTION Solidarités International has been working in Liberia since December 2003 after the end of the civil war, implementing Water, Sanitation and Hygiene Promotion Programs (since 2004) and Food Security Programs (since 2006). The mission has progressively moved from emergency to development approach to support Liberian communities. Lately, with the influx of Ivorian refugees into Liberia, Solidarités International has started to implement emergency programmes at the border with Ivory Coast to respond to the basic needs of the refugees. Solidarités International’s Liberia mission consists of one Coordination Base in Monrovia (the capital of Liberia) with 4 expatriates and 20 national staff, and four Operational Bases: – 1 in Gbarnga: with 2 expatriates and 20 national staff – 1 in Zwedru (opening ongoing): with expected 4 expatriates and 32 national staff – 1 in Harper (scaling up ongoing): with 7 expatriates and 40 national staff – 1 in Barclayville (sub-base of Harper): with 1 expatriate and 20 national staff The Logistician – Administrator will be based in Zwedru, capital of Grand Gedeh, with approximately 26000 inhabitants. So far the situation in Zwedru and Grand Gedeh has been relatively calm but it might change as the security context in Grand Gedeh is uncertain: the conflict in Ivory Coast might destabilize areas at the borders of Liberia, following possible movements of armed elements across the border.
OBJECTIVES OF POST Under the supervision of the Logistic and Administrative Coordinators, the Logistician – Administrator carries out administrative, accounting and financial management of his/her base, in compliance with donor and Soldiarités International’s procedures. He/she supervises accounting operations and cash management, and carries out budget follow up in conjunction with the programme managers. He/she is also one of those charged with ensuring that Solidarités International’s Human Resources policy is properly implemented at the base. He/she supports monitors and trains the members of his administrative team. He/she is directly responsible for the administration, finance and logistics of Zwedru Base and supervises the administration and logistics (under the direct supervision of the Field Coordinator).
The Logistician – Administrator will implement and supervise all logistics operations at his/her assigned base. He/she will organize logistic support for programmes, in keeping with Solidarités International procedures. He/she will assist the Base Manager or the Field Coordinator in the implementation of safety rules.
RESPONSIBILITIES
ADMINISTRATION Administrative management of personnel:
• Monitor the professional development of personnel; set up a training plan
• Assist in defining and applying Solidarités International’s salary and social policies
• Oversee the setting up of legal representation and consultation bodies for personnel and assist in conflict management and resolution
Team management:
• Define the needs of administrative personnel at his/her base, and recruit according to the resources allocated
• Train, support and evaluate the administrative team at his/her assignment base Cash-flow/bookkeeping:
• Manage his/her base’s cash-flow and ensure that banks and cash boxes are well supplied
• Formulate cash-flow forecasts with the Logistics Officer and the Programme Managers
• Supervise the upkeep and security of safes and cash-boxes
• Prepare and supervise the monthly closing, review and integration of the accounting for his/her base Budgetary / financial monitoring:
• Update and analyze budget follow-up in conjunction with logistic and programme teams
• Monitor functioning costs at his/her assignment base
• Oversee adherence to donor administrative procedures, paying particular attention to UNICEF procedures
• Aid the Administrative Coordinator in formulating financial reports and carrying out audits Administrative management of the mission:
• Verify and validate all contracts drafted at the base under the supervision of the Administrative Coordinator
• Ensure administrative monitoring of insurance locations, claims and contracts Reporting/ communication:
• Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force
• Take part in meetings relating to administrative aspects, represent Solidarités International
LOGISTICS Logistics supply Management:
• Carry out a purchasing environment analysis at the local level
• Manage Solidarités International’s purchasing procedures and those of donors funding the programmes
• Ensure that budgetary lines related to logistics are monitored and observed
• Participate in the drafting the call for tenders
• Supervise purchasing, ensuring that approval rules and procedures are observed
• Select suppliers and negotiate prices, deadlines and delivery methods
Vehicle Fleet Management:
• Supervise the planning and execution of maintenance and repair work on mission vehicles
• Establish vehicle movement schedules
• Regularly ensure that all drivers have received general training
• Check that vehicle log books are in place and are used correctly
Equipment/Telecommunications Management:
• Optimize distribution of materials according to operational needs
• Organize the installation, safe-guarding and monitoring of materials
• Install communication means and ensure that they are regularly maintained; train teams in their use
Management and Monitoring of IT Equipment:
• Update antivirus software
• Implement backup and data-protection procedures
• Ensure the maintenance and correct use of IT equipment
• Provide technical assistance to teams and organize training sessions
Supplies Management:
• Select storage locations and create a plan for the development and security of these sites
• Ensure material is stored under suitable conditions and monitor expiration dates
• Supervise monthly inventory
Human Resource Management:
• Analyse and quantify logistics personnel needs
• Recruit, train and supervise the logistics team
• Conduct performance reviews Security:
• Implement team safety measures as
• Pass on any security-related information to his/her line manager
Reporting/Capitalization:
• Ensure the compilation of price and supplier lists, as well as information in use
• Provide the Logistics Coordinator with all information needed to draft intermediary and final reports
CANDIDATE PROFILE
Education: Administration, Finance and/or Logistics-related dipoma (“BTS” / degree / master’s) Experience: Previous experience in administration and logistics management preferable abroad with INGO in emergency context. Experience of team management Technical skills and knowledge: Knowledge of Administration, Finance and Logistics procedures, ideally knowledge of Saga and Homère software Transferable skills: Efficiency, rigorous, organized, strong communication skills, diplomacy, autonomy Languages: English is mandatory, French would be much appreciated. Other desirable qualities: – Adaptability to changing work environment and possible volatile security situation – Ability to work under pressure, with heavy work load
CONDITIONS
Salaried post: from 1400 euros gross per month, according to experience, plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 500 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 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 15-day period after six months spent on the mission (Solidarités will cover travel costs).
DURATION
5 months, beginning as soon as possible.
To apply
Applications and updated CV should be submitted to https://emea2.recruitmentplatform.com/syndicated/private/syd_apply.cfm?ID=P1CFK026203F3VBQB6G8N8NHH&nPostingTargetId=8373&nPostingId=1642
