Logistician & Administrative Coordinator

<BR>Mission’s Logistics is properly set-up and coordinated <P>To set up Mission’s logistics systems according to ACF standards:<BR>- To implement Mission’s logistics essential procedures<BR>- Organization and supervision of the supply chain ensuring timely and quality provision of supplies to the program and base<BR>- Implementation of standard procurement procedures<BR>- Set up and management of warehouse facilities in accordance project needs<BR>- Equipment assessment, planning, purchase, allocation and management as well as development of tools and procedures of equipment management as needed<BR>- 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<BR>- Organization and subsequent supervision of information management and means of communication ensuring adherence to security procedures</P><P>To recruit and manage logistic departments staff:<BR>- Recruitment, organization of the logistic department; forecast of the HR logistics needs and preparation of organizational chart updates (logistics department)<BR>- Capacity building and training of national logistics team, particularly on ACF and donors guidelines/procedures<BR>- Overall technical support and evaluation of national logistics staff<BR>- Briefing of all new expatriates (security + basic logistic)</P><P>To manage Mission’s logistics properly and efficiently:<BR>- Specification and forecast of further logistics structures, systems, and needs for current and new projects<BR>- Planning and management of the logistic budget lines as well as cost analysis of logistics related expenses<BR>- Implementation and standardization of the logistic procedures and donor-specific regulations; development of additional procedures if required<BR>- Assessment of logistic needs, evaluation of the costs and feasibility for the supplies, draft of the procurement planning & logistic budget<BR>- Liaison with the HQ for all the logistics aspects<BR>- Opening field base in Yobe</P><P>To provide support to the Country Director (CD) and Field Co on security management:<BR>- Development/update and implementation of security-related systems and procedures on the mission under the supervision of the CD / Desk officer<BR>- Organization of training on security for expatriate and national staff in collaboration with CD<BR>- Involvement in crisis and incident management and reporting under the supervision of CD / desk officer</P><P>Mission’s Finance department is properly set-up and coordinated (with the temporary support of Finance & HR Coordinator)</P><P>To set up and ensure proper financial management, in liaison with the Managing HQ and CD:<BR>- Collaborate intensively with all staff to ensure the most effective management of contracts<BR>- Collaborate intensively with all staff to efficiently forecast the budgetary needs of the mission<BR>- Producing monthly accounts using the accountancy program SAGA and methodology of Action Against Hunger USA<BR>- Controlling the expenses of the mission and strictly manage the funds of the mission’s donor contracts<BR>- Provision of updates on rate of expenditure of budgets<BR>- Controlling bank transfers, money withdrawal, ‘in country’ cash management, currency exchanges, etc<BR>- 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<BR>- Coordinate with all staff to establish budgets (and budget amendments if necessary) for new proposals thereby requiring superior knowledge of donor policy and guidelines<BR>- Producing quarterly and final financial reports for donors (and follow-up of Structure budget as necessary)<BR>- Ensuring the correct filing of invoices of the mission’s accounts<BR>- Preparation of reports / information for Auditors (when necessary) and conduct internal audits of the mission itself<BR>- Communicate all expatriate advances to Headquarters and ensure that they have been properly encoded in the accountancy<BR>- Follow the mission’s payables and receivables to certify that the organization remains up-to-date<BR>- Create and implement a mission financial plan</P><P>To set up and ensure proper administrative management, in liaison with Program Manager / Field Coordinator / Technical Coordinator / CD<BR>- Ensure adherence to the administrative and financial conditions of the Donor contracts<BR>- Remain up-to-date with any changes in donor requirements and to be the reference point for donor questions for the mission<BR>- Maintain relations (regarding administrative issues) with other NGOs / international organizations in country<BR>- Negotiation, drafting / checking, and signature, of contracts for renting / purchases / services<BR>- Contract management for all ongoing contracts<BR>- Registration of Organization – ensure adherence to ongoing requirements and procedures</P><P>Mission’s HR department is properly set-up and coordinated (with the temporary support of Finance & HR Coordinator)</P><P>To set-up and ensure proper national HR management<BR>- Coordination 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<BR>- Payment of salaries, and taxes and social charges to the relevant authorities<BR>- Ensure staff files are complete and updated: vacation follow-up, contracts, salaries, warnings, evaluations, etc.<BR>- Producing all staff related documents: salary scale (to be updated every year with market surveys), internal regulations, evaluation forms, recruitment forms, etc.<BR>- 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<BR>- Labour legislation – ensure compliance with national legislation (employment contracts, internal regulations, records of employment taxes and contributions, etc.)</P><P>To set-up and ensure proper international HR management<BR>- Follow-up of expatriates’ contracts: renewal, insurance cover, incoming / returning formalities<BR>- Produce monthly human resources package<BR>- Update of administrative documents: ensure all visas are current, registration at the embassies are submitted; update expatriate record sheets<BR>- Brief, and provide a continued point of reference, for expatriates on the administrative details of the mission and ACF<BR>- Supervise travel arrangements, payment of Per Diem, advances on indemnities, and break allowances<BR>- Responsible to manage medical evacuation (if necessary)</P><P>Education / specific degree / special skills:<BR>- Excellent knowledge of standard logistics procedures and practices<BR>- Minimum of one year of previous experience in Humanitarian/development<BR>- Strong management skills<BR>- High degree of maturity, flexibility and responsibility<BR>- Financial management experience<BR>- NGO safety and security management<BR>- Communication and coordination skills </P>

Logistician & Administrative Coordinator

Mission’s Logistics is properly set-up and coordinated To set up Mission’s logistics systems according to ACF standards: - To implement Mis...

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