Reports to: Area Coordinator Marsabit for day-to-day operational matters and technically to the Logistics Coordinator based in Nairobi
Direct Reports: Senior Officer(s) – Logistics and Officer – Finance and Administration
Contract Details:
Starting Salary of the Pay Grade – Kes 291,637
One (1) Year Fixed Term Renewable Contract
Medical Cover (Principal + 2 Dependants)
Pension After Confirmation of Appointment
Group Life Assurance Cover
Group Personal Accident Cover
Job Summary:
To provide day to day support to the implementation of the programme by ensuring that the systems (Logistics, Administration, HR and finance) are responsive to the needs of the programme. S/he will enhance managerial and planning skills of Concern the Systems Team and develop an efficient and effective programme support systems that meet the guidelines, policies and procedures of Concern. S/he will lead the continuous improvement of the systems that are in place and amend as necessary and will support programme coordination and provides effective and timely support to all programmes.
Main Duties & Responsibilities:
Logistics, Finance and Administration:
With support from the Area Coordinator, to ensure that the Unity programme and office implements and maintains standard Concern systems and best practice for logistics, administration, finance and HR functions;
To liaise with the Nairobi office to ensure efficient and timely systems support and collaboration necessary to implement the programme
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
Oversee finance function to ensure that all spending is in line with Concern financial procedures and Donor requirements
In collaboration with programme managers, ensure that cash forecast and cash request is submitted on time to ensure timely transfer of funds.
Oversee the fleet management function to ensure transport procedures are followed in relation to transport reports, movement planning and vehicle servicing
Oversee the management of the Logistics function to ensure Concern’s assets are correctly managed; adherence to donations-in-kind paperwork procedure; efficient management of Concern warehouses and stores
Advise on distributions of relief items to beneficiaries and ensure that they are in line with Sphere standards and donor requirements
Oversee the on-going maintenance and running of Concern premises in Marsabit and other field bases in in the county (office, residence and stores) ensuring that adequate supplies, staffing and support systems are in place.
Oversee the compilation and submission of monthly and quarterly logistics reports to the concerned office;
Participate in interagency logistics meetings as applicable and provide timely reports to the Area Coordinator.
Procurement Management
In collaboration with Logistics Coordinator, development and implementation of supply policies and procedures as per the Concern Worldwide procurement manual
Work with the programme teams and the Area Coordinator to develop realistic annual procurement plans and ensure that these are maintained, adhered to, and regularly updated
Preparing supply framework agreement with identified suppliers
Assist in developing an efficient and effective supply chain with the aim of reducing operational cost and keep database of suppliers and prices of frequently needed goods and services
Ensure all Concern staff are trained in order-planning and are aware of the procurement procedures and inform staff about each revision
Human Resources Management
Provide management oversight to the programme’s Logistics, finance and Admin/HR staff;
Provide training to relevant staff on Concern’s logistics systems and ensure standards of transparency and accountability are in line with Concern policy and donor requirements. In particular work closely with logistics staff to build their capacities
Assist with planning and identification of staffing needs
Advise on career planning of systems staff
Ensure that the Performance Development Reviews of base staff is done in a timely and proper manner.
Advise on and monitor the implementation of Concern’s HR policy and procedures at field level
Assist in recruitments (as required), train and develop national systems staff (logistics, HR, admin etc.)
Ensure staff records of staff in Marsabit are up to date, and regular staffing updates are provided to the Human Resource Coordinator and Country Director in Nairobi, advising on replacement needs, extensions, terminations, holidays, R & R, etc.
Communications and IT Systems Support:
In liaison with and support of the IT officer, ensure that computer and communication needs of the staff are met and that relevant operating protocols are adhered to;
Ensure that all communications equipment is operational, used in line with communication policies and that requisite training is provided to staff on usage protocols.
In conjunction with the IT officer and programme management staff, ensure the training of all relevant programme staff in the use and maintenance of communications and IT equipment.
Assess maintenance requirements of communication equipment and provide recommendations; assist in the development of communication guidelines for the country program
Security Management
Performing security management tasks as delegated by the Country Director
Ensure that relevant standard operation procedures (SOP’s) are up to date and adhered to
Ensure all staff and visitors are briefed on the SMP and SOPs and are fully aware of their duties and responsibilities related to security.
Ensure that residences, offices and vehicles have a list of goods and equipment required in case of emergency;
Update emergency and medical contact list on a regular basis and take part in security coordination meetings
Safety & security incident reporting in Marsabit County and furnishing the Area Coordinator and Country Director with the same
Responding to Emergencies:
Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
Comply with Concern’s health, safety and security guidelines during emergencies
Programme Participant Protection Policy
To adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct.
To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment.
To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6).
Job Specification:
A Degree in Logistics, Procurement, Supply Chain Management, Operations Management, Business Administration, Management or relevant field
Relevant professional certification in supply chain management, business administration or relevant field and security training
At least seven (7) years’ experience with at least two (2) years supervisory/managerial experience in a similar role. Experience in implementing programme support systems and in emergency response programming including setting up emergency logistics operations.
Some programme experience to understand and prioritize programme needs and effectively support programmes or familiarity with humanitarian law and principles of humanitarian action (international code of conduct and humanitarian charter, Sphere Guidelines and the Core Humanitarian Standard (CHS).
Experience of working in insecure environments and knowledge of security management systems and approaches for NGO’s.
Experience in people management and development including coaching, mentoring and training.
Knowledge of operational/business support systems and proficient in the use of computer applications with experience in the following areas: electricity, ICT, supply, communication HF and VHF communication system
Excellent interpersonal, communication, planning, organizational, team, networking and negotiation skills
Ability to work under pressure
Fluent in both spoken and written English and Kiswahili. Fluency in the local language is an added advantage.
Possessing a driver’s license is an added advantage
Disclaimer Clause
This job description is not exhaustive and may be revised by the line manager from time to time
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