Salary: €37,988 – €42,209
Based in Country: South Sudan
Job Title: Base Manager
Contract Type: Fixed Term Full Time
Benefits: Please document attached
Closing Date: 3 February 2021
About the role: This is a 12 month, replacement role with unaccompanied terms based in Bentiu, South Sudan with frequent travel to programme sites, including some remote field sites and with a salary of Grade 3 (€37,988 – €42,209)
You will report to the Bentiu Area Coordinator, will directly manage the Logistics, HR, Finance and Admin staff in Bentiu office in Unity state and support programme coordination.
Your direct reports include: Logistics officer, Procurement assistant, HR officer,
You will liaise with: Country Director, Systems Director, Programme Director, Deputy Programme Director, Security Coordinator, Programme Managers, Logistics and Finance team in Juba,
We would like you to start in March 2021
The purpose of the Base Manager 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 (AC) s/he 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. The position holder will lead the continuous improvement of logistics and admin systems that are in place and amend as necessary. He/she supports programme coordination and provides effective and timely logistics and finance support to all programmes. The base manager will be based in Bentiu, Unity state, but travel to other counties of Unity State where Concern is operational.
Main Duties & Responsibilities
Logistics, Finance and Administration:
- With support from the Area Coordinator and Systems Director, 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 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.
- 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 Bentiu and other field bases in Unity 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.
- Assist the Area coordinator in checking the rental charges for the Concern staff accommodation in the humanitarian hub and Concern offices in the logistics base.
- Conduct compound assessments in Bentiu and Rubkona for office and accommodation space.
- Explore the possibility of doing market assessments on the bordering areas of Sudan as an option during the rainy season.
- Liaise with UN agencies like UNICEF, IOM,WFP, UNHCR, Logistics Cluster and other UN agencies and Cluster leaders and co-leaders and RRC or other relevant authorities.
- 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 Unity state Concern offices.
- You will also stand in as Acting Area Coordinator from time to time during his/her absence
- In collaboration with Systems Director and 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 area office’sLogistics, 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.
- Adhere fully to the commitments and rules laid out in the Concern’s Code of Conduct (CoC) and associated policies, including respecting confidentiality.
- Report to the appropriate manager, all violations of the CoC, this is a mandatory duty of all staff.
- Assist with planning and identification of 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 recruitments (as required), train and develop national systems staff (logistics, HR, admin etc).
- Ensure staff records of staff in Unity 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 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 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 communication equipment and provide recommendations; assist in the development of communication guidelines for the country program.
- 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.
- 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.
- Follow up incident reporting (safety & security incidents) in Juba and field offices and compile reports and submit to the AC/SD and Country Director.
- Ensure mainstreaming of cross cutting issues/approaches throughout the programme cycle including: Gender, Protection, HIV and Aids, Rights Based Approach, Accountability and do no harm philosophy.
- Adhere fully to the commitments and rules of Concern’s Code of Conduct and Associated Policies, including the respect of confidentiality.
- Report to the appropriate manager all violations of the CoC
- Other duties as assigned by the Area Coordinator or Systems Director.
Your skills and experience will include:
Education & Qualifications:
- 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
- Training in HR management.
- Some programme experience to understand, and prioritize programme needs and effectively support the coordination of programmes.
- Experience of working in insecure environments and knowledge of security management systems and approaches for NGO’s.
- Experience of work in South Sudan (camp setting) / Horn of Africa region
We would also like:
- 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;
- humanitarian law and principles of humanitarian action (international code of conduct and humanitarian charter),
- Sphere Guidelines and People in Aid, Code of Best Practice.
- Fluent spoken and written English.
- Possessing a driver’s license could be an advantage