Handicap International Logistics administrator - Middle East
MAIN RESPONSABILITIES OF THE EXPATRIATE Under the responsibility of the Emergency Coordinator and with direct technical reference of the Logistics and Administrative Coordinators, the expatriate will ensure all the administrative, Finances and Human Resources tasks, as well as logistics tasks of his/her working area.
MAIN TAKS OF THE EXPATRIATE REPRESENTATION - You are the direct interlocutor of Handicap International towards local authorities, for all issue related to administration and finance; - You are the direct interlocutor of Handicap International towards providers and companies, for all issue related to logistics and security; - You participate actively to admin and logistics coordination and information meetings (NGO coordination, etc.).
ADMINISTRATION MANAGEMENT - Guarantee the application of all administrative, financial and budgetary procedures on the project; - Respect of the expectations derived of the financing contracts in force and support the Project Manager with the monitoring; - Implement administrative and monitoring tools, the reporting and the administrative capitalisation (ex: score board); - File and forward all the documents to the headquarters on monthly basis; - Respect the deadlines setup by the HQ Finance department, in accordance with our donors; - Follow the filing system and all the mission's archives (hard and soft copies); - Write down and follow lease agreements for the infrastructures rental; - Ensure the accordance of other provision contracts (rental, service, etc.) at the administrative level; - Preparing audit (files….) for the Ngo Office at the end the project.
ACCOUNTANCY MANAGEMENT - Validate spending commitments and other sectors' purchase forecasts; - Supervise current financial operations and their appropriate execution implementation; - Ensure specific bank procedure and relative documentation; - Maintain and make connections between the cash flow accounts according to the frequency lay down by the headquarters; - Ensure the good-kept of cash book and advance forms; - Make connections between treasury accounts, cash flow and bank account; - Draw up monthly and cash flow forecast schedule in accordance with the different departments; - Provide the Project Manager and the headquarters with a continue visibility about cash flows; - Monitor and control current advances and accountancy allocations; - Update the accountancy on the ALPAK software; - Report on his/her own to the Project Manager and HQ Finance Department, any difficulty about the implementation of accountancy procedures.
FINANCE MANAGEMENT - Ensure monthly budgetary monitoring of projects; - Prepare financial documents for Donors; - Know and use Donors' reference guidelines; - Control monthly and forecast budget and make connections with current activities (create relative documentation); - Follow and correct budget allocations of the projects; - Take part in files set up in order to draw up financial reports (intermediate and final), amendment requests and contractual files; - Regularly forward a statement of expenditure and consummation of budget lines to the Program Manager and the whole team of the projects; and contribute to its analysis; - Contribute together with the head of mission to the development of budgets for proposals submitted to donors in order to implement new projects.
EXPATRIATE ADMINISTRATIVE MANAGEMENT - Train newly arrived expatriates to the administrative and the financial procedures of the mission; - Follow up administrative management of the expatriates: visas, plane tickets, recording, movement slip, ask of advances on allowances and breaks;
- Set up and update information mission document intended for expatriates.
ADMINISTRATIVE ASSITANCE FOR NATIONAL STAFF MANAGEMENT - Set up individual files for all the staff contracted on the mission; - Draw up employment agreements and HI internal rules in accordance with the country labour law and submit them to the HQ Finance Department before their implementation on the mission; - Register the staff with the different authorities and pay compulsory taxes (National Health Service, Health and Safety Inspection, Income taxes, etc.); - Ensure that local legislation is respected in all the recruitment and contracts break down procedures, for all the national staff; - Respect of HR management tools (wage scales, internal rules…) and make proposals for their improvement.
PURCHASE MANAGEMENT - Ensure the respect of HI/Atlas (and donor if required) purchase procedure; - Identify and plan the mission purchases in collaboration with the rest of the team (PM, HoM, Admin Co, Base Co); - Ensure the quality of the purchase and the delivery deadlines; - Follow up the order/purchase until delivery; - Control the quantities ordered and received; - Ensure regular purchases follow up in close collaboration with the Finance Department for down payments and monthly budget follow up.
STOCKS MANAGEMENT - Ensure the respect of HI/Atlas (and donor if required) stock management procedure; - Provide regular inventory (monthly, quarterly, yearly) for the different items stored within the mission; - Plan the stock supplying according to local constraints ; - In charge of the warehouse management and control system; - Ensure the security and the follow up of the equipment used on the mission (identification, inventory, affectation); - Ensure the security and the follow up of the communication and IT equipments (and supplies) on the mission (identification, inventory, affectation) ;
VEHICLE MANAGEMENT AND MAINTENANCE - Ensure the respect of HI/Atlas (and donor if required) vehicle management procedure; - Supervise the general follow up of the mission vehicles (consummation checks, movement planning, etc.) - Ensure a regular maintenance on the different vehicle of the mission, setup appropriate maintenance contract with supplier or ensure an appropriate repair process with local technicians ; - Handle transport contract negotiation with suppliers and follow up; - Define the more relevant means of transport for goods delivery and process the administrative formalities related to (by road, by plane, by boat, etc.).
SECURITY MANAGEMENT - Ensure the respect of the security guideline adopted on the mission, the good functioning of the relative tools and process and the correct use and acknowledge from all the members of the mission (national & international staff); - Work in close collaboration with the Head of Mission for all security issues (security guidelines updates, geopolitical follow up, incident reports and analysis); - Attend to interagency security meetings; - Ensure that every single incident is reported as fast as possible to the Head of Mission - In charge of the general security on the mission during Head of Mission leaves of absence (in close collaboration with HQ).
TEAM MANAGEMENT - You ensure strict application and respect of the Internal Regulation by your related staff. You can suggest to the administrator precision/adaptation of certain rules taking into account the specific context of the mission (security, social life, leaves, etc.); - You define, with each member of your staff, his action plan and delay for reaching defined goals (IAP); - You support and advise your team in the implementation of their IAP; - You ensure feed back towards your team about issues potentially raised by them; - You ensure a good communication – coordination – information level of each member of your team through regular coordination meetings (or other if needed); - You are concerned and aware on the personal and professional evolution of each member of your staff, and its development within the mission : individual interviews, oral and written evaluations; - You ensure conflict resolution (personal and professional) within your team and inform the head of mission and the administrator; - You propose relevant needed adaptation to the organisational chart of the mission and contribute to its implementation (job descriptions, etc.), in collaboration with the head of mission and the administrator; - You support your staff in their management duty: coordination meetings, individual interviews, etc.
REPORTING - Participate to the monthly situation report (SITREP) by providing relevant data related to your position; - Provide regular reporting on your activities to the Head of Mission upon his/her solicitation (coordination meeting, workshop meeting, etc.); - You provide the desk officer with a mission report and/or handover document at the end of your contract; - Debriefing at HQ at the end of your mission (and during Home-Break).
JOB CONDITIONS - Status: voluntary or salaried contract according to experience - Living conditions: guesthouse shared with other expatriates (no charges) - Security conditions: high level of insecurity - Social insurance: 100% covered
PROFILE REQUIRED - High degree diploma is recommended - Experience in NGO necessary, preferably in emergency context - English mandatory (oral and written) - Strong interpersonal and intercultural skills - Ability to work under high pressure with a great level of personal organisation
To apply, please send your CV and a cover letter to: OfficeRH1 HANDICAP INTERNATIONAL Direction de l’Action d’Urgence Réf : SURMANE/Firstname/LogAdmin/Syrian Crisis E-mail : officerh@handicap-international.org
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