Logistics and admin Coordinator Tahoua

Date requested:  22 December 2014

Contract Grade:

Contract Length: 12 months

Date Needed By: 01 February 2015

New Post or Replacement: Replacement

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 is 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.

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.

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.

Human resources

• To ensure the implementationof all Concern and National policies, procedures andstandards in relation to humanresourcesfor 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.

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.

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.

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

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.

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

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.

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.