Base Manager - CAR
About the role: This is a 12 month role with unaccompanied terms based in Kouango, Ouaka Prefecture, CAR with a salary of €35,811- 39,790
You will report to the Area Coordinator (AC) in Kouango and will line manage the Logistics Officer, the Liaison Officer (based in Bianga),and the HR/Amin Officer and the Finance Officer. You will work closely with the Logistic Coordinator and the Systems Director (SD) based in Bangui, as well as the PMs based in Kouango (Cash PM; WASH PM, FSL PM and potential others).
We would like you to start on 1st December 2018.
Your purpose: is to provide day-to-day support to the implementation of the programme by ensuring that the systems (logistics, administration, HR and finance) are functioning according to the needs of the programme and in line with Concern’s policies, procedures and standards. Under the supervision of the AC you will enhance managerial and planning skills of Concern logistics and admin staff in Kouango and contribute to the development of an efficient and cost effective logistics system that meets the logistics guidelines, policies and procedures. You will lead the continuous improvement of logistics, finance and admin systems that are in place and suggest amendments as necessary. You will support projects implementation, and provide effective and timely logistics and finance support to all programmes in Kouango. The Base Manager will assist the Area Coordinator in the overall security management for Concern’s field operations in Kouango.
You will be responsible for:
Managing logistics functions (procurement, transport, storage, asset management) in Kouango (and potential sub-office), ensuring all tasks are carried out in a timely manner and in line with Concern’s and donor procedures.
Fleet management: overseeing and maintaining the programme transport management system, including vehicle movement planning, Kouango transport report, etc. and scheduling maintenance/repairs in coordination with the Logs Co based in Bangui.
Managing Concern’s assets in Kouango (and potential sub-office) ensuring all assets are recorded, tracked, marked and monitored using a full inventory and asset register.
Overseeing the efficient management of Concern warehouses and stores in Kouango (and potential sub-office) and ensuring they are operating in accordance with Concern procedures.
Work with the programme teams and the Area Coordinator to develop realistic annual procurement plans and ensure that these are maintained, adhered to, and regularly updated.
Ensure all Kouango Concern staff are trained in procurement planning and are aware of the procurement procedures and revisions.
Contribute to the development of accurate budgets particularly in relation to logistics, transport, stores, administration, communications, security and human resources, for donor proposals and as part of Concern’s annual budget process.
Directly manage and monitor the Kouango (and potential sub-office) transport and admin expenditure and budget.
Ensuring that logs, transport and admin reports are compiled and produced to a good standard on a regular basis as required.
Liaising with the Bangui office to ensure efficient and timely systems support and collaboration necessary to implement the programme.
Advise on distribution of relief items to beneficiaries and ensure they are in line with Sphere standards and Concern procedures.
Oversee the day-to-day finance function to ensure that all procedures are in line with Concern financial procedures. This includes supporting the Finance Officer in his/her finance duties, ensuring regular cash counts and financial checks are conducted and ensuring that cash transfer requests are submitted on time to ensure timely transfer of funds.
Contribute to planning and ensure the coordination of all payments required in the field, including ensuring that SOPs and security procedures for cash handling are followed. Review cash payments in the field on a regular basis to ensure compliance.
Overseeing the maintenance and running of Concern premises (office/stores and residence) in Kouango (and potential sub-office) ensuring that adequate supplies, staffing and support systems are in place. Special attention will be paid to generator management, maintenance, and fuel consumption.
Human Resources management
Providing management oversight to the programme’s Logistics, Finance and HR/Administration staff. Assist in recruitments (as necessary) and provide training to relevant staff on Concern’s systems and policies and ensure standards of transparency and accountability are in line with Concern policy and donor requirements. In particular work closely with logistics staff to build their capacities. Ensure that the Performance Development Reviews of base staff are done in a timely and proper manner.
Advise on career planning of system staff
Maintaining up to date staff lists and providing regular staffing reports to the AC and HR Department, advising on staffing needs.
Advise on and monitor the implementation of Concern's HR policy and procedures with respect to both international and national personnel.
Communications and IT systems support:
In liaison with and support of the National IT Officer, ensuring that computer and communication needs of the staff are regularly reviewed, budgeted for, and met, while ensuring that relevant operating protocols are adhered to.
Ensure that all HF, VHF and other communications equipment are operational, used in line with communication policies and provide requisite training to staff on correct use and usage protocols.
In conjunction with the National IT Officer and programme management staff, ensure the training of all relevant programme staff in the use and maintenance of communications and IT equipment.
Security and Representation
Support the AC in the day-to-day application of the Concern CAR Security Management Plans (SMP) and Standard Operating Procedures (SOPs) in Kouango and sub offices through collaboration with the Security Focal Group.
As asked and/or delegated by the AC:
Provide briefing to staff and visitors on the SMP and SOPs and ensure all staff are fully aware of their duties and responsibilities related to security.
Represent Concern with local authorities and/or the UN OCHA Security meetings and other members of the humanitarian community in Kouango.
Under the supervision of the AC, undertake analysis of security incidents and trends in the zone of intervention and surrounding areas, ensuring that line management is regularly briefed on the security situation and advise as necessary in relation to adaptation of workplans and movement plans.
Ensure that residences, offices and vehicles have a list of goods and equipment required in case of emergency.
Assist the AC in developing relationships/contact list of other INGOs, OCHA and external stakeholders to follow the evolution of security situation and regularly report feedback to management.
- Attend the internal security meetings as member of the local Security Focal Group (SFG) and actively contribute to a consistent analysis of security incidents and trends.
- Ensure that any relevant security information and/or security incident you are aware of is communicated to the AC in a timely manner.
Specific Safeguarding Policies and CRM (Complaints Response Mechanism) responsibilities:
- Facilitate and coordinate the logistics of the management and extension of the CRM and accountability initiatives
- Assist in annual staff training on Concern’s Safeguarding Policies (P4, Code of Conduct, Child Safeguarding Policy and the Anti-Trafficking policy) and accountability commitments and initiatives.
- Assist PMs in the provision of information to Programmes Director for Annual Accountability Progress Report and ensuring that the accountability implementation plan is being carried out.
- Adhere fully to the commitments and rules laid out in the Safeguarding Policies, including respecting confidentiality.
Report to the appropriate manager, all violations of the Safeguarding Policies, this is a mandatory duty of all staff.
Your skills and experience will include:
Primary degree in logistics, supply chain management or associated discipline
At least 3 years’ Systems/Logistics experience, with management experience, of which at least two years’ working overseas with an NGO; Logistics/Procurement/Transport/fleet management experience; stores management experience
Proven ability in report writing
- Excellent communication skills in French, good level of English, both written and verbal
- Strong communication, problem solving and analytical skills. Able to prioritise and handle a diverse and heavy workload.
- Proven analytical, planning and time management skills
- Willingness and ability to communicate with people and to contribute to local staff capacity development
- Good team player, flexible and capable of working with a multinational country team
- Politically and culturally sensitive
- Ability and willingness to live in basic conditions for long periods of time
- Excellent computer skills, including Microsoft Word, PowerPoint and Excel.
- MSc or A degree in development studies or relevant field
- 2 years’ experience in management role
- Outgoing personality with excellent training skills
- Experience of working/living in an insecure environment
- Experience or knowledge of international standards such as SPHERE and Core Humanitarian Standard
- Ability to work under pressure to meet tight deadlines
All applications should be submitted through our website at https://jobs.concern.net by closing date. CV’s should be no more than 4 pages in length.
Due to the urgency of this position, applications will be short listed on a regular basis and we may offer posts before the closing date.