Country: Chad
Closing date: 18 Apr 2018
About the role: This is a 12 month, replacement role with unaccompanied terms based in N’Djamena (with regular trips to Concern’s field offices) with a salary of €35,981 to €39,979.
You will report to the Country Director and will line manage the N’Djamena Logistics Officer and Admin Executive and indirectly manage the Goz-Beida and Lac Logistics Officers, IT Officer, Warehouse Keepers and Radio Operators (Ndjamena, Goz-Beida and Lac) and work closely with Country Finance Manager, Goz Beida and Lac Area Coordinators, Programme Managers, Suppliers, government officials, logistics and admin managers within other INGOs and UN agencies.
We would like you to start asap as the current post holder has already left at the end of their contract.
Your purpose:
To lead and manage the logistics (procurement, transport/fleet, warehouse, and assets), IT and administration functions for Concern programmes in Chad with frequent and extended visits to the programme area. To manage the day to day security of the country programme as the Security Focal Point. As a member of the Country Senior Management Team (SMT), contributes to the strategic management of the country programme.
You will be responsible for:
Senior Management role
- Participate in the development of Concern Chad’s Country Strategic Plan (CSP) and other strategic frameworks (Preparing for Effective Emergency Response (PEER), Security Management Plan (SMP) etc) in collaboration with all relevant staff and third parties as necessary
- Participate in the management of the country programme’s strategic issues as a member of the Country Senior Management Team (SMT)
- Prepare and roll out country-specific admin and logistics policies and guidelines and provide training to relevant staff
In conjunction with the CD, prepare and roll out country-specific security management policies and guidelines and provide training to relevant staff on relevant management systems
Advise the CMT of admin, logistics and security issues affecting project implementation and find cost effective and timely solutions
Prepare and manage the Admin and Transport budgets, in coordination with the Goz-Beida Base Manager(s) and field logistician(s)
Carry out a logistics, admin and security assessment of any new programme location(s)
Put in place management information systems to monitor and regularly report on the effectiveness of the admin and logistics functions
Liaise with admin and logistics senior managers in other International NGOs, sharing best practice and practical information
Programme Support
Provide technical leadership and advice to department staff and to managers in all locations on specific admin or logistics issues
At the start of any new donor contract 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 Core Humanitarian Standards and donor requirements
Ensure that all procedures in relation to Donations in Kind are complied with and obtain all necessary supporting documentation in relation to these
Procurement
Ensure Concern and donor procurement procedures are understood and complied with by all relevant personnel
Ensure the Logistics teams maintain a clear, well-documented paper trail in their files
Follow the clearance process for imported goods and ensure that all necessary documents are produced to facilitate the process
Ensure the timely order of supplies from Dublin that are in line with approved budget expenditure
Warehouse and Asset Management
Ensure that all procedures and controls are in place for warehouse management, 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
Ensure that items for disposal are identified on a timely basis, an appropriate disposal plan is put in place, and replacements (if necessary) are ordered.
Transport Management
Ensure effective fleet management is in place in all locations 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 country programme on a regular basis and ensure that appropriate solutions (eg vehicle rental arrangements, transfers between country programme locations, 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 premises (offices, stores and residences) ensuring that adequate supplies, staffing and support systems are in place
Ensure the leases for all premises are actively managed, ensuring payments (including taxes) are processed on a timely basis and that contract renewals are assessed and implemented or amended on a timely basis
Ensure compliance with relevant Chadian law in all contractual and taxation matters (other than HR-related) and liaise with the Concern lawyer on all legal matters
Ensure that clear procedures for travel arrangements (national flight bookings, accommodation either in hotels or within Concern residences) are in place and are understood and complied with by all staff
Ensure that all issues related to taxes and government authorisations (such as licences on communications equipment, legal registration, project authorisations etc) are managed proactively
Communication & IT Support
Oversee the IT staff to ensure that IT systems remain effective
Ensure that all staff understand and comply with IT policies and procedures
Ensure that IT and communication needs of all staff are met on a timely basis
Ensure that all communication equipment is operational and used in line with communication protocol policy and requisite training is provided to staff
Security Management
As the Security Focal point for N’Djamena, reporting to the Country Director, ensure that all security protocols are complied with; regular SFG meetings are held and documented; refresher training conducted and necessary action undertaken in the event of security incidents.
Actively participate in collective exercises such as the preparation or updating of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives.
Support best practice in security management procedures and practice ensuring compliance with Concern’s policies and procedures.
Staff management
Lead and manage 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 event of poor performance
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)
Equality and Accountability
- Ensure the highest standards of accountability through ensuring good communication and information sharing within and outside the programme.
- Take active measures to address equality issues, particularly relating to gender, in programme as well as operational (e.g. HR) activities.
- Be aware of, understand and comply with all of Concern’s policies and procedures (P4, finance, logistics, HR, security management etc.). Actively promote understanding and adherence to these policies and procedures among all direct reports and staff for whom they are responsible.
Other
- Undertake other related duties as may reasonably be assigned by the Country Director
Your skills and experience will include:
Essential:
Degree in logistics, management, business administration or a relevant profession
Five years’ experience managing supply chain logistics and transport in an international environment
Three years overseas experience in a systems management role with an international NGO
Experience in managing a team and in staff capacity development
Fluent French and English (both written and oral)
Degree in logistics, management, business administration or a relevant profession
Five years’ experience managing supply chain logistics and transport in an international environment
Three years overseas experience in a systems management role with an international NGO
Experience in managing a team and in staff capacity development
Fluent French and English (both written and oral)
Desirable:
Previous Concern experience
IT, Communications equipment experience
Mechanical knowledge of solar power systems
Financial management skills
Knowledge of humanitarian principles
Experience of working/living in an insecure environment
Ability to communicate in Arabic is an advantage.
We would also like:
Excellent negotiation skills
Ability to work under pressure to meet tight deadlines
Good team worker
Good Communication and Networking Skills
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.
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.