Base Manager, Goz Beida

Date requested: 3 Jan 2015

Contract Grade: B

Contract Length: 2 years

Date Needed By: 1st Feb 2015

New Post or Replacement: Replacement

Accompanied / Unaccompanied: Unaccompanied

Exact Job Location: Goz Beida (Eastern Chad)

Reports To: GSM

Responsible For: Management of Goz Beida Logistics and Admin Team; supervision of Goz Beida HR and Finance

Liaises With: Goz Beida Programme Coordinator (Chef de Base), Programme Managers and Deputy PMs, suppliers, government officials, logistics and admin managers at other INGOs and UN agencies, CFC, HRM

Job Purpose:

To lead and manage the logistics (procurement, transport/fleet, warehouse, assets) and administration functions for Concern programme in Goz Beida and provide day to day supervision for IT, Finance and HR. To support the Programme Coordinator in managing the base.

Main Duties & Responsibilities:

PROGRAMME SUPPORT

• Provide technical leadership and advice to department staff and to managers in Goz Beida on specific admin or logistics issues
• Support the GSM at the start of any new donor contract to identify and communicate all donor-specific requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project
• Advise on distribution systems to beneficiaries and ensure that they are in line with Sphere standards and donor requirements
• Support programme teams in developing accurate budgets for donor proposals and as part of Concern’s annual budget processes

PROCUREMENT

• Ensure Concern and donor procurement procedures are understood and complied with by all relevant personnel
• Ensure the Goz Beida Logistics team maintains a clear, well-documented paper trail in their files
• Work with the programme teams to develop realistic annual procurement plans and ensure that these are maintained and updated

WAREHOUSE AND ASSET MANAGEMENT

• Ensure that all procedures and controls are in place for warehouse management in Goz Beida, including storage and movement of goods and programme materials.
• Conduct physical stock and inventory counts when necessary.
• Ensure all assets lists and inventories are properly recorded and maintained

TRANSPORT MANAGEMENT

• Ensure effective fleet management is in place in Goz Beida in accordance with Concern procedures
• Ensure all monthly transport reports on fuel usage, mileage, repairs and maintenance for each vehicle are accurate and submitted in a timely manner and review these for any potential issues
• Assess the transport requirements of the Goz Beida programme on a regular basis and ensure that appropriate solutions (eg vehicle rental arrangements, vehicle procurement to increase the fleet and vehicle procurement to replace old assets) are implemented on a timely basis to meet these needs

ADMINISTRATION

• Oversee the on-going maintenance and running of  Concern’s Goz Beida premises (offices, stores and residences) ensuring that adequate supplies, staffing and support systems are in place and that appropriate cleanliness and health and safety standards are maintained
• Ensure the leases for all premises are actively managed, ensuring payment requests (including taxes) are processed on a timely basis and that contract renewals are assessed and implemented or amended on a timely basis

OTHER SUPPORT DEPARTMENT SUPERVISION

• Supervise day-to-day and provide support to the IT officer (managed by the GSM), Cashier (managed by the CFC) and HR Officer (managed by the HRM)
• Ensure that all Goz Beida staff understand and comply with IT, Finance and HR policies and procedures
• Ensure that the IT, communication, Finance and HR needs of all Goz Beida staff are met on a timely basis, liaising as necessary  with the GSM, CFC and GSM in N’Djamena
• Ensure that all communication equipment (radios, satellite phones)  is operational and used in line with communication protocol policy and that requisite training is provided to staff

FINANCIAL MANAGEMENT

• Develop accurate transport and administration budgets for donor proposals and as part of Concern’s annual budget processes
• Manage transport and administration expenditure and budgets, ensuring resources are optimally utilized and spending is in line with Concern financial procedures and Donor requirements
• Monitor transport and administration monthly expenditure reports, investigating all significant variances to budget

STAFF MANAGEMENT

• Lead and manage the Goz Beida Logistics and Administration staff, contributing to their capacity building and career development through on-the-job training and coaching, including in particular a thorough induction at the start of their contract
• Ensure that all positions in the department have accurate job descriptions
• Ensure each member of the team fully understands outcomes which are expected of them by setting SMART objectives, and that they are aware of the success criteria relating to their work
• Monitor and review performance and hold staff accountable for meeting the success criteria; give corrective feedback where required and take decisive action in the case of poor performance
• Support the GSM, CFC and HRM in providing performance feedback (on the job and in formal PDRs) and day to day coaching and support to the Goz Beida IT Officer, Cashier and HR Officer
• Ensure that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently while also ensuring appropriate segregations of duty for control purposes
• Identify and take appropriate action to fill resource gaps (create new roles or launch timely recruitment to replace a leaver)

Other:

• Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives.
• Contribute to on-going security management and planning as necessary.
• Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).
• Support the Goz Beida Programme Coordinator in the security management of Concern staff and assets on a day to day basis as the Goz Beida Deputy Security Focal Point

• Take active measures to address equality issues, particularly relating to gender, in programme as well as operational (eg HR) activities.
• Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the programme and enabling staff, beneficiary and other stakeholder participation at all stages of the project cycle.
• Be aware of, understand and comply with all of Concern’s policies and procedures (P4, finance, logistics, HR, security management etc).

• Undertake other related duties as may reasonably be assigned by the Country Director

PERSON SPECIFICATION

Education, Qualifications & Experience Required: 

Essential

• Degree in logistics, management, business administration or a relevant profession
• Two years overseas experience in a systems management role with an international NGO
• Fluent French

Essential:        

• Cross cultural awareness and sensitivity.
• Empathy with Concern’s goals and a commitment to capacity building, protection and participation.
• Good communication and training / capacity building skills.
• Ability in team building and working in a participatory/integrated manner.
• Ability to work on own initiative.
• Good sense of humour.
• Flexible, patient and adaptable to a changing environment.
• Ability to work under pressure with numerous deadlines.
• Knowledge of computer applications i.e. Microsoft word, Excel, communications systems.
• Ability to live and work in a close team environment.
• Prepared to work and live in a challenging and remote location.

Desirable:  

• Ability to communicate in Arabic is an advantage.

Any Other Special Requirements:

-

All applications should be submitted through our website at https://jobs.concern.net by closing date 25TH January 2014.  CV’s should be no more than 4 pages in length.

Due to the urgency of this position, applications will be short listed on a regular basis and we may offer posts before the closing date.

Concern Worldwide is an Irish-based non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.

Concern has a Staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected of them.  In this context staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract of employment.   By signing the Programme Participant Protection Policy and the Concern Staff Code of Conduct candidates acknowledge that they have understood the contents of both the Concern Staff Code of Conduct and the Programme Participant Protection Policy and agree to conduct themselves in accordance with the provisions of these two documents.

Concern receives a substantial amount of funding from external donors each year.  Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).  Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant.  For additional information please consult our web site or contact the Human Resource Division in our Head Office.

Concern Worldwide is an equal opportunities employer and welcomes applications from all sections of the community.