Nigeria: Field Coordinator

Objective 1: State level ACF Logistics systems are properly set-up and managed (with support of Log Co)

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