Angola Administration and Logistics Coordinator

Title: Administration and Logistics Coordinator Work Base: Huambo, Angola, with travel to Luanda and M'banza Congo Reports to: Country Director; HQ Progamme and Finance staff Duration: 1 year consultancy contract Start date: Immediately Fee Structure: 3500-3700 USD / month consultancy fee; flights to/from Angola if residing abroad.

The MENTOR Initiative is a “not for profit”, charitable, non-governmental organisation devoted to reducing death and suffering from malaria in humanitarian crises. The MENTOR Initiative is currently providing ongoing emergency support to the most vulnerable communities in Liberia, Angola, Kenya, Somalia, the Central African Republic and Eastern and Southern Chad.

The MENTOR Initiative is recruiting a highly skilled individual to oversee grant management and administrative systems for a large-scale operation in Angola. The Administration and Logistics Coordinator will be responsible for all financial, administrative and logistical issues in MENTOR programmes in Angola and will work in collaboration with the CD, and the Public Sector and Private Sector Programme Coordinators to ensure a smooth functioning of all MENTOR programmes in Angola. The ideal candidate will hold Angolan work authorization, an excellent background in finance/admin (in a management capacity) and have spent time working with an International NGO outside of their home country. Please see details below on responsibilities and requirements. Financial Coordination • In collaboration with the CD/PD, directly responsible for ensuring the financial integrity of the programme • Ensure good quality finance and administration systems as per the standard MENTOR Initiative guidelines are set up and functioning in the programme • Ensure accounting for all grants and in accordance with the grant agreement(s) • Prepare monthly electronic reports on expenditures against the project budget(s) and submit these to the UK financial services unit, and when required, prepare this information for Donors • Prepare monthly paper reports on expenditures against the project budget(s) and send these together with copies of all hardcopy receipts and other expenditure-related paperwork to the MENTOR Initiative French office • Ensure that monthly bank statements are obtained and are legible. Send a scanned copy to the UK financial services unit. Send a paper copy along with the monthly expenditure documentation to the MENTOR Initiative HQ in France. • Ensure compliance to all Grant agreements for financial reporting and procurement. Ensure field level compliance to all legal aspects of the grant agreement • Oversee that program departments, including logistics, submit bi-monthly budget forecasts and, on the basis of these, prepare monthly planned expenditure, to be sent electronically to the UK financial services unit. • On the basis of internal cash available and planned expenditure, send monthly requests for cash (RCA) to the UK financial services unit • Prepare monthly payroll and send electronic as well as paper version to the UK financial services. • Supervise and provide training to the local administrator in the MENTOR Initiative finance and administration procedures • Ensure that all members of the MENTOR team are trained and respect the Finance and Administration procedures. • Responsible for payment of all local team members including daily workers when necessary • Responsible for distributing ICLA and security cash (when required) to international team members as well as reimbursement of approved expenses • Set up and maintain a MENTOR bank account in the programme country • When required, assist with the preparation of new proposals and budgets

Administration • Follow up on all rental agreements including the MENTOR Initiative house(s), office(s), and vehicles, etc. and renew rental agreements when necessary • When necessary, follow-up on the MENTOR Initiative’s registration in country with the Ministry of Foreign Affairs and other local actors • Assist the CD/PD with any other administrative tasks as required

Human Resources • Directly responsible for all administrative aspects of local staff management and recruitment. This includes set up of non-technical job descriptions and assisting with the editing of technical job descriptions, posting adverts, organizing interviews, etc. • Ensure that standard salary scale and per diem polices are in place and updated, upon validation from MENTOR HQ, regularly. • Ensure compliance with all local government taxation and labour regulations concerning employment contracts. • Review and amend the internal regulations for MENTOR Initiative national staff in accordance with national labour law. • Ensure that national staff adhere to The MENTOR Initiative contracts, policies and internal rules. • Ensure that international team members respect internal rules and policies in relation to the management of national staff under their responsibility. • Implement and develop (as needed) local staff policy in line with national labour law. • Coordinate actions related to the administration of human resources activities ensuring consistency in the application of The MENTOR Initiative rules and procedures and local labour law. • Ensure the effective implementation of national staff performance reviews in a timely manner in coordination with respective line managers.

Programme Support • Assist the Country Director with writing of Memorandums of Understanding • When required, represent the MENTOR Initiative in external coordination meetings • At the request of the CD/PD, provide finance/admin support during field missions • Work with the logistics team to coordinate procurement activities Logistics • Coordinate all logistical activities including local and international procurement, fleet and equipment maintenance and management to ensure the smooth functioning of all MENTOR programmes in Angola • Work with the Private Sector and Public Sector Programme Coordinators to ensure all logistical support is provided. • Work with the Operations Support Officer at HQ on international procurement. • Coordinate and ensure the installation (when necessary), maintenance and repair of all vehicles, generators, communication equipment and computers. • Coordinate the logistical filing system to include all equipment manuals, maintenance schedules and logs documentation e.g. way bills. • Responsible for the setup of a complete, transparent and detailed list of assets. Ensure all programme assets are recorded and monitored/maintained • Keep current documentation, maintenance and insurance of all MENTOR vehicles • Ensure vehicle fuel logs and fuel stocks are completed daily and recorded • Ensure that standard MENTOR procurement procedures are followed at all MENTOR bases in Angola •
Other • From time to time and as requested work with MENTOR Initiative HQ to share best practice across the organization. • Includes the possibility of transfer to another similar post in another MENTOR Initiative country programme within the period of this contract agreement ESSENTIAL REQUIREMENTS • Fluent in English and good working knowledge of Portuguese required • Minimum 3 years international experience working in NGOs- Preferably abroad • Minimum 3 years experience working in management - finance / admin • Ability to live and work in complex environments • Good communication skills • Works with a high degree of professionalism • Previous experience working in Angola preferred • Previous experience working with health programmes desired • Degree in Accounting / Finance or Business management desired • Must hold Angolan work authorization

Please send CV, letter of motivation and contact information of three recent line managers at HQ to personnel@mentor-initiative.net. Closing Date: December 1st 2011. Candidates will be assessed as they are received and a contract may be offered prior to the closing date.

How to apply:

Please send CV, letter of motivation and contact information of three recent line managers at HQ to personnel@mentor-initiative.net. Candidates will be assessed as they are received and a contract may be offered prior to the closing date.