Base Manager – South Sudan – South Sudan | #itsecurity | #infosec


About the role: This is a 12 replacement month (renewable) role, with unaccompanied terms based in Nyamlel, Aweil West, NBeG state, with occasional travel within Juba, with a salary of Grade 3 €39,911 – €44,346.

You will report to the Area Coordinator (AC), based in NBeG and will line manage Logistics, HR and Admin, ICT staff in Nyamlel office in NBeG state and support programme coordination. You will work closely with the Programme Director, Roving Area Coordinator, Systems Director (SD), Programme Managers (PMs), Country Financial Controller (CFC) and Logistics Coordinator.

Your purpose: is to provide day-to-day support to the implementation of the programme by ensuring that the systems (logistics, administration, HR and finance) are functioning in accordance to the needs of the programme. Under the supervision of the Area Coordinator, you will enhance managerial and planning skills of Concern logistics and admin staff and develop an efficient and cost effective logistics system that meets the logistics guidelines, policies and procedures. You will lead the continuous improvement of logistics, finance and admin systems that are in place and amend as necessary. You will support programme coordination and provide effective and timely logistics and finance support to all programmes. The Base Manager will be based in Nyamlel, NBeG state, and carry out support visits to other field bases in NBeG State, as required.

You will be responsible for:

Logistics & Financial Management

  • With support from the Area Coordinator and Systems Director, ensure that the NBeG programme and office implements and maintains standard Concern systems and best practice for logistics, administration, budgets and HR functions;
  • Liaise with the Juba 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;
  • In collaboration with Programme Managers, ensure that the cash forecast and cash requests are 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 functions to ensure Concern’s assets are correctly managed;
  • Ensure adherence to donations-in-kind paperwork procedures; efficient management of Concern warehouses and stores, follow ups DIK documentations and reconciliation with Donors on a quarterly basis;
  • In collaboration with ICT and Finance maintain updated Fixed Asset Register and Inventory List in accordance with Concern’s policy and advise Managers on disposal of assets and expired items;
  • 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 NBeG and potentially other field bases in NBeG state (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 Systems Director and the Country Director;
  • In close coordination with the Systems Director provide logistics support to the Juba and NBeG state Concern offices;

Procurement Management

  • In collaboration with Systems Director, ensure the development and implementation of supply policies and procedures as per the Concern 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;
  • Manage pre-qualification of suppliers database and prepare supply framework agreements with identified suppliers;
  • Assist in developing an efficient and effective supply chain with the aim of reducing operational costs and maintain a 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 any revisions;

Human Resources & Administration 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 policies and donor requirements. In particular work closely with logistics staff to build their capacities;
  • Adhere fully to the commitments and rules laid out in the Programme Participant Protection Policy (P4) and Code of Conduct, including respecting confidentiality;
  • Report to the appropriate manager, all violations of the P4 or CoC, this is a mandatory duty of all staff;
  • Assist with planning and identification of support staffing needs;
  • 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 with respect to both international and national personnel;
  • Assist in recruitment (as required), train and develop national systems staff (logistics, Finance, HR, admin etc);
  • Ensure records of staff in NBeG state are up to date, and regular staffing updates are provided to the SD and CD in Juba, advising on replacement needs, extensions, terminations, holidays, R & R, etc;

Communications and IT systems support:

  • In liaison with and support of the National IT officer, ensure that IT 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 National 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 communications equipment and provide recommendations; assist in the development of communication guidelines for the country programme;
  • Responsible for safety, issuance and recovery of all Concern assets and inventory in NBEG State and ensure all required documentation are completed at issuance and recovery and filed appropriately;

Security Management

  • Performing security management tasks as delegated by Systems Director and 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;
  • Assist the Security Focal Point (SFP) and the Security Focal Group (SFG) in security management related matters as needed;
  • Ensure that residences, offices and vehicles have a list of goods and equipment required in case of emergency;
  • Update the emergency and medical contact list on a regular basis and take part in security coordination meetings;
  • Follow up on incident reporting (safety & security incidents) in Juba and filed offices and compile reports and submit to the AC/SD and Country Director;

Accountability

In line with Concern’s commitments under the Core Humanitarian Standard (CHS):

  • actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
  • Work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
  • Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities;

Your skills and experience will include:

Essential:

  • A degree in Logistics, Business Administration or Management
  • Training or qualifications in logistics systems, stock control, store management, supply chain management and/or business administration
  • Security training
  • A minimum of 5 years of overseas logistics and admin experience with an International NGO with at least 3 years’ experience at Base Manager level
  • Experience in emergency response program and setting up emergency logistics operations

Desirable:

  • Training in HR management
  • Some programme experience to understand, and prioritize programme needs and effectively support the coordination of programmes

We would also like:

  • Experience of working in insecure environments and knowledge of security management systems and approaches for NGO’s
  • Appropriate skills and experience in the capacity building and training of staff and of developing and implementing systems;
  • Knowledge of communications systems, IT, procurement, stock control and transportation systems;
  • Demonstrable experience in supervising, managing/coaching and training others (people management);
  • Demonstrable experience on setting-up of logistical systems and related administrative procedures (knowledge of international ordering procedures and documents i.e. cargo manifests, warehouse management skills, good understanding of in-country custom clearing procedures and supply line to projects from capital, ability to design air, water or land logistical systems);
  • Proven experience in the following areas: electricity, ICT, supply, communication HF and VHF communication system
  • Ability and willingness to travel, including to insecure environments;
  • Strong computer skills in Microsoft packages, including Word, Excel, and Outlook
  • Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions
  • Familiarity with IT equipment and security issues; familiarity with humanitarian law and principles of humanitarian action (international code of conduct and humanitarian charter), familiarity with Sphere Guidelines and People in Aid, Code of Best Practice.
  • Fluent spoken and written English. Possessing a driver’s license could be an advantage

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.



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