Logistics & Administration Coordinator
Reference: JO/LOG/NI
Country: Niger
Job Title: Logistics and admin Coordinator Tahoua
Date requested: 01 February 2014
Contract Grade: B
Contract Length: 12 months
Date Needed By: ASAP
New Post or Replacement: New post
Accompanied / Unaccompanied: Unaccompanied
Exact Job Location: Based in Tahoua
Reports To: ACDS
Liaises With:
• Programme Coordinator, ACD-S and programme managers, for technical and programmatic aspects related to all sectors.
• Other members of SMT when needed
The logistic and Admin Coordinator in Tahoua a member of the country management team and shares responsibility for the effective and efficient delivery of Concern’s programme activities in Tahoua, Niger. Specifically, the role of the logistic and admin Coordinator is to manage and continuously improve the support systems required to achieve this objective. In performing this role the holder will be required to provide strong leadership to those working within the support systems functions, to build team capacity and to document and implement procedures which will meet the accountability requirements of Concern Worldwide and donor organisations. In addition, the post holder will ensure adherence to Concern Worldwide and donor policies and standards.
The normal duties and responsibilities attached to the role are as follows:
Main duties & Responsibilities:
Logistics
Management of regional logistics and related administration function
Ensure proper supply chain management practices and procedures are in place and maintained according to Concern standards – to include sourcing and procurement, warehousing, transportation and commodity distribution systems Ensure Request and procurement trackers (SRTS), stocks, assets, DIK and transport report are correct, produced on time and shared with program managers, program coordinator and ACDs.
Ensure accurate and regular analysis of consumption and expenditure related to fuel, administration, phone, security, transport etc and develop a cost effective and efficient support Systems responsive to programme needs
Management responsibility for country transport fleet, ensuring management and operational practices adhere to Concern standard procedures
Ensure regular communication with field management staff, particularly in relation to transport, procurement and delivery of goods and services.
Liaise with Logistics team in other NGOs to compare and contrast material cost and quality to ensure that Concern is getting good value.
Responsible to overseeing the Tahoua logistic and transport budget preparation and monitoring.
Follow-up on previous audit recommendations and ensure corrective measures are in place and understood by all.
Responsible for ensuring donor procurement procedures and other donor guidelines as they relate to logistics activities are strictly adhered to.
Ensure that guidance, mentoring and monitoring in all Concern logistical procedures and policies are given to all the logistics team.
Ensure that adequate anti-fraud procedures are in place and that abuse of Concern’s logistics systems does not occur.
Ensure accurate and regular analysis of consumption and expenditure related to fuel, administration, phone, security, transport etc and develop a cost effective and efficient support Systems responsive to programme needs
Management responsibility for country transport fleet, ensuring management and operational practices adhere to Concern standard procedures
Ensure regular communication with field management staff, particularly in relation to transport, procurement and delivery of goods and services.
Liaise with Logistics team in other NGOs to compare and contrast material cost and quality to ensure that Concern is getting good value.
Responsible to overseeing the Tahoua logistic and transport budget preparation and monitoring.
Follow-up on previous audit recommendations and ensure corrective measures are in place and understood by all.
Responsible for ensuring donor procurement procedures and other donor guidelines as they relate to logistics activities are strictly adhered to.
Ensure that guidance, mentoring and monitoring in all Concern logistical procedures and policies are given to all the logistics team.
Ensure that adequate anti-fraud procedures are in place and that abuse of Concern’s logistics systems does not occur.
Communications and IT
Support the local IT officer and ensure the IT function provides the required communication needs of the staff are met and ensure adherence to relevant IT operating protocols.
Ensuring that all HF, VHF and other communications equipment is operational, used in line with communications policy and that requisite training is provided to staff on usage protocols
Ensuring that the IT planning in Tahoua reflects programme priorities.
Ensure the training of all relevant programme staff and partners in the proper use and maintenance of communications and IT equipment.
Support the local IT officer and ensure the IT function provides the required communication needs of the staff are met and ensure adherence to relevant IT operating protocols.
Ensuring that all HF, VHF and other communications equipment is operational, used in line with communications policy and that requisite training is provided to staff on usage protocols
Ensuring that the IT planning in Tahoua reflects programme priorities.
Ensure the training of all relevant programme staff and partners in the proper use and maintenance of communications and IT equipment.
Administration
To maintain effective systems for the maintenance and security of the Concern Offices and residences and ensure they conform to recommended health and safety standards.
General administration – design, implement, manage and ensure the maintenance of appropriate administrative systems and procedures.
Follow-up on previous audit recommendations and ensure corrective measures are in place and understood by all.
Responsible to support the Tahoua administrator for the administrative budget preparation and monitoring.
To maintain effective systems for the maintenance and security of the Concern Offices and residences and ensure they conform to recommended health and safety standards.
General administration – design, implement, manage and ensure the maintenance of appropriate administrative systems and procedures.
Follow-up on previous audit recommendations and ensure corrective measures are in place and understood by all.
Responsible to support the Tahoua administrator for the administrative budget preparation and monitoring.
Human Resources
To ensure the implementation of all Concern and National policies, procedures and standards in relation to human resources for national staff;
Ensure an efficient and transparent recruitment process.
Ensure staff data bases, documents and files are up to date and properly stored.
Follow-up on previous audit recommendations and ensure corrective measures are in place and understood by all.
To ensure the implementation of all Concern and National policies, procedures and standards in relation to human resources for national staff;
Ensure an efficient and transparent recruitment process.
Ensure staff data bases, documents and files are up to date and properly stored.
Follow-up on previous audit recommendations and ensure corrective measures are in place and understood by all.
Staff Management
Set Objectives, conduct reviews and perform Performance Development Reviews with direct reports.
Work with direct reports to coach and train in order to develop their own management skills.
Ensure that direct reports in turn set objectives, conduct reviews and perform PDRs with their staff.
Ensure that direct reports undertake HAP and P4 training for their reports.
Follow-up on previous audit recommendations and ensure corrective measures are in place and understood by all.
Set Objectives, conduct reviews and perform Performance Development Reviews with direct reports.
Work with direct reports to coach and train in order to develop their own management skills.
Ensure that direct reports in turn set objectives, conduct reviews and perform PDRs with their staff.
Ensure that direct reports undertake HAP and P4 training for their reports.
Follow-up on previous audit recommendations and ensure corrective measures are in place and understood by all.
Preparing for Effective Emergency Response
Support programme staff in preparing and responding to humanitarian emergencies
Support logistics, admin and transport staff on implementing the Niger PEER plan.
Support programme staff in preparing and responding to humanitarian emergencies
Support logistics, admin and transport staff on implementing the Niger PEER plan.
Safety and Security
Ensure periodic security reviews in Tahoua are undertaken and advise the ACD-S on necessary update on the Concern Niger Security Management Plan and Standard Operating Procedures.
Ensure that all staff in Tahoua are familiar with the provisions of the SMP and SOPs and that these are adhered to
Ensure the safety and security of programme offices and houses in Tahoua.
Ensure that staff are trained and familiar with the use of communications systems for security purposes.
Ensure that evacuation measures are in place and periodically checked.
Ensure periodic security reviews in Tahoua are undertaken and advise the ACD-S on necessary update on the Concern Niger Security Management Plan and Standard Operating Procedures.
Ensure that all staff in Tahoua are familiar with the provisions of the SMP and SOPs and that these are adhered to
Ensure the safety and security of programme offices and houses in Tahoua.
Ensure that staff are trained and familiar with the use of communications systems for security purposes.
Ensure that evacuation measures are in place and periodically checked.
Confidentiality
Ensuring the non-disclosure of any information whatsoever acquired in the course of duty, relating to the practices and business of Concern Worldwide, to any other person or organization without authority, except in normal execution of the above duties
Ensuring strict guardianship and security of financial data and documents at all times, including secure storage, accurate & complete filing and limiting access to the finance office to authorised personnel only
Ensuring strict adherence to Concern Niger Financial Procedures and Fraud Policy and remaining within the boundaries of these policies at all times
Ensuring the non-disclosure of any information whatsoever acquired in the course of duty, relating to the practices and business of Concern Worldwide, to any other person or organization without authority, except in normal execution of the above duties
Ensuring strict guardianship and security of financial data and documents at all times, including secure storage, accurate & complete filing and limiting access to the finance office to authorised personnel only
Ensuring strict adherence to Concern Niger Financial Procedures and Fraud Policy and remaining within the boundaries of these policies at all times
PERSON SPECIFICATION Essential
Third level degree in logistics or equivalent qualification/experience
Three years relevant logistics/systems and management experience in emergency and/or development context.
Distribution / warehouse management experience
Transport management experience
Knowledge of HF/VHF radio systems
Procurement and import/export experience
Previous experience in project and/or camp management in emergency programmes
Ability to work as part of a team
Practical, adaptable and resourceful
Good interpersonal and communications skills
Good organisational, planning and management skills
Fluent spoken French
Excellent English communication skills (verbal and written)
Able to live and work in an insecure environment
Dynamic and willing to take initiatives to complete assigned tasks and deal with difficulties encountered in daily work
Strong leadership skills and ability to manage change effectively
Delegation, time management and prioritizing skills and coping with broad range of demands
Strong Analytical and problem solving abilities.
Three years relevant logistics/systems and management experience in emergency and/or development context.
Distribution / warehouse management experience
Transport management experience
Knowledge of HF/VHF radio systems
Procurement and import/export experience
Previous experience in project and/or camp management in emergency programmes
Ability to work as part of a team
Practical, adaptable and resourceful
Good interpersonal and communications skills
Good organisational, planning and management skills
Fluent spoken French
Excellent English communication skills (verbal and written)
Able to live and work in an insecure environment
Dynamic and willing to take initiatives to complete assigned tasks and deal with difficulties encountered in daily work
Strong leadership skills and ability to manage change effectively
Delegation, time management and prioritizing skills and coping with broad range of demands
Strong Analytical and problem solving abilities.
Desirable:
Familiarity with Concern including empathy with Concern’s Vision, Mission, Goals and Objectives
Previous experience working in Africa and in the Sahel particularly
Ability to work under pressure
Cross cultural awareness and sensitivity
Familiarity with Concern including empathy with Concern’s Vision, Mission, Goals and Objectives
Previous experience working in Africa and in the Sahel particularly
Ability to work under pressure
Cross cultural awareness and sensitivity
Concern Worldwide is an equal opportunities employer and welcomes applications from all sections of the community.
How to apply:
All applications should be submitted through our website at https://jobs.concern.net by closing date.
CV’s should be no more than 4 pages in length.
All candidates who are short-listed for a first round interview will be notified via email after the application deadline.
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