Logistics & Administration Coordinator

Abuja (regular field visits)

Job Objectives:

Objective 1: Mission’s Logistics is properly set-up and coordinated
Activities :
• To set up Mission’s logistics systems according to ACF standards:
- To implement Mission’s logistics essential procedures based on Kit-Log 3.
- Organization and supervision of the supply chain ensuring timely and quality provision of supplies to the program and base
- 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 as well as development of tools and procedures of equipment management as needed
- 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
- Organization and subsequent supervision of information management and means of communication ensuring adherence to security procedures and the Kit Log
• To recruit and manage logistic departments staff:
- Recruitment, organization of the logistic department; forecast of the HR logistics needs and preparation of organizational chart updates (logistics department).
- Capacity building and training of national logistics team, particularly on ACF and donors guidelines/procedures.
- Overall technical support and evaluation of national logistics staff
- Briefing of all new expatriates (security + basic logistic)
• To manage Mission’s logistics properly and efficiently:
- Specification and forecast of further logistics structures, systems, and needs for current and new projects
- Planning and management of the logistic budget lines as well as cost analysis of logistics related expenses
- 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.
- Liaison with the HQ for all the logistics aspects
- Opening field base in Yobe
• To provide support to CD and Field Co on security management:
- Development/update and implementation of security-related systems and procedures on the mission under the supervision of the CD / Desk officer
- Organization of training on security for expatriate and national staff in collaboration with CD
- Involvement in crisis and incident management and reporting under the supervision of CD / desk officer

Objective 2: Mission’s Finance department is properly set-up and coordinated (with the temporary support of Finance & HR Coordinator)
Activities :
• To set up and ensure proper financial management, in liaison with the Managing HQ and CD:
- Collaborate intensively with all staff to ensure the most effective management of contracts
- Collaborate intensively with all staff to efficiently forecast the budgetary needs of the mission
- Producing monthly accounts using the accountancy program SAGA and methodology of AAH/USA
- Controlling the expenses of the mission and strictly manage the funds of the mission’s donor contracts
- Provision of updates on rate of expenditure of budgets
- Controlling bank transfers, money withdrawal, ‘in country’ cash management, currency exchanges, etc
- Security of the money in the premises and during transfers into and within the country ensuring that a minimum of cash remains in the bases and the mission in general
- Coordinate with all staff to establish budgets (and budget amendments if necessary) for new proposals thereby requiring superior knowledge of donor policy and guidelines
- Producing quarterly and final financial reports for donors (and follow-up of Structure budget as necessary)
- Ensuring the correct filing of invoices of the mission’s accounts
- Preparation of reports / information for Auditors (when necessary) and conduct internal audits of the mission itself
- Communicate all expatriate advances to Headquarters and ensure that they have been properly encoded in the accountancy
- Follow the mission’s payables and receivables to certify that the organization remains up-to-date
- Create and implement a mission financial plan
• To set up and ensure proper administrative management, in liaison with PM / Field Co / Tech Co / CD
- Ensure adherence to the administrative and financial conditions of the Donor contracts
- Remain up-to-date with any changes in donor requirements and to be the reference point for donor questions for the mission
- Maintain relations (regarding administrative issues) with other NGOs / international organizations in country
- Negotiation, drafting / checking, and signature, of contracts for renting / purchases / services
- Contract management for all ongoing contracts
- Registration of Organization – ensure adherence to ongoing requirements and procedures

Objective 3: Mission’s HR department is properly set-up and coordinated (with the temporary support of Finance & HR Coordinator)
Activities :
• To set-up and ensure proper national HR management
- Co-ordination and implementation of national human resources policy and procedures – to ensure fair, consistent and coherent decisions and actions regarding categories, salaries, promotions, trainings, evaluations and disciplinary sanctions
- Payment of salaries, and taxes and social charges to the relevant authorities
- Ensure staff files are complete and updated: vacation follow-up, contracts, salaries, warnings, evaluations, etc.
- Producing all staff related documents: salary scale (to be updated every year with market surveys), internal regulations, evaluation forms, recruitment forms, etc.
- Providing support and guidance to all managers in human resource management including, but not limited to, warnings, dismissals, recruitment, promotion, evaluation, resolution of conflicts, and the like
- Labour legislation – ensure compliance with national legislation (employment contracts, internal regulations, records of employment taxes and contributions, etc.)
• To set-up and ensure proper international HR management
- Follow-up of expatriates’ contracts: renewal, insurance cover, incoming / returning formalities
- Produce monthly human resources package
- Update of administrative documents: ensure all visas are current, registration at the embassies are submitted; update expatriate record sheets
- Brief, and provide a continued point of reference, for expatriates on the administrative details of the mission and ACF
- Supervise travel arrangements, payment of Per Diem, advances on indemnities, and break allowances
- Responsible to manage medical evacuation (if necessary)

Objective 4: Other
Activities :
• Involvement in the coordination team
- To ensure good team work and communication with the other team members of the coordination team
- To replace the the HoM in case of absence from the mission
- To provide support to the HoM in donor representation if necessary
- To remain aware of the programs and the technical aspects of the programs
- To manage relations with authorities and donors when related to tasks (for example: justice department, donors for financial issues, etc)
• Training
- Train and continually develop the administrative / financial capacity of the administration staff of the mission
- Train the expatriates in financial / HR procedures (sensitization to budget follow-up, recruitment, evaluation, etc)
- Formally evaluate their staff
- Travel to bases to form staff, offer support and/or audit as necessary
Qualifications:

Education / Specific Degrees / Special Skills :
• Excellent knowledge of standard logistics procedures and practices
• Strong financial background (accountancy or financial management). Ability to analyze budgets and make financial forecasts.
• 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
• Team player and good communication skills
Humanitarian field experience requested: YES