1 (one) Logistic / Administration Manager Job: Solidarites

Position: 1 (one) Logistic / Administration Manager
Line Manager: Field Coordinator
Location: Nairobi, Kenya
Closing date: 1st January 2010
Duration of the contract: 12 months with possibility of extension

Solidarités is an international humanitarian aid organisation which provides assistance to populations who are victims of armed conflict or natural disaster. For 29 years, Solidarités has concentrated its action on meeting three vital needs: water, food and shelter. By carrying out emergency programmes, Solidarités acquired experience end expertise in the fields of access to drinking water and sanitation.

The joint Kenya / Somalia mission is relatively young (started in March 2007) and includes 2 projects in South Somalia, and 1 project in Kenya at the moment.

In Kenya, Solidarités has one project in Lodwar focus on Water and Sanitation and Food Security, whether in an emergency context or a recovery context.

In Somalia, Solidarités has one project in Bardera district / Gedo and another one in Afmadow district / Lower Juba.

Solidarités is now starting the phase 3 of its Food Security project in Nairobi Informal settlements. Solidarités’ strategy to improve food security for the urban poor is to capitalize on its former experience in the informal settlement in order to:

• Improve the capacity of the urban poor to produce themselves a part of their food, by expanding the Urban Agriculture approach (“Garden in a sack”) implemented successfully by Solidarités in the slums. Urban agriculture will be complemented by poultry production for the very most vulnerable.
• Enable the beneficiaries to increase their income by selling part of this production (cash crops, poultry).

1/ Objective of the position

Manage the field project logistics and administrative issues. Insure Solidarités’ logistics and administrative procedures are in place and applied properly by persons involved in the projects implementation. Insure transparency of the whole process and that support to the program is efficient (Finance, Human Resources, Logistics, Supplies …)

2/ Hierarchy

• Under the authority of the Field Coordinator
• Collaborate with Administrative Coordinator and Logistic Coordinator (they are your technical referees respectively in Administrative and Logistics matters).
• Collaborate with Field Coordinator and field staff under order departments.
• Responsible of all locally recruited staff working in the Logistics and Administration department.
• Log Admin staffs at the present moment include Administrator Assistant in charge of the cashbox (to be recruited).

3/ Key responsibilities

Note: this list gives the framework of your activities but it is not exhaustive. You may be asked to complete other duties.

Human Resource

• Insure the respect of Solidarités rules and regulations for the national staff
• Follow up the data base and issue monthly salary payslips
• Propose updates concerning HR package according to the needs (salaries, per diem, training, break, medical insurance …)
• Insure that formats of contract of employment are relevant to the context and to Solidarités’ procedures.
• Insure that performance evaluations are conducted regularly and job descriptions are relevant and updated.
• Coach and build the capacity of local staff under his supervision

Finance

• Responsible of the accountancy for Nairobi program.
• Organize the sending of field accounting files to Nairobi on a regular basis (maximum every two months)
• Ensure that accounting files are properly followed up, identified and voucherized
• Check field invoices to ensure Solidarités’ procedures are followed (BAP, signatures, …)
• Responsible of accounting cashbooks follow up
• Supervise the financial follow up (expenses, forecast, variations between lines, amendment needed, cash forecast, ...)
• Responsible to insure that donors rules and regulations are respected
• Responsible to insure that cash flow is properly organized, planned and that all payment made by the local transfer companies are duly documented.
• Logistics follow up
• Responsible of the fleet management, , whether for passengers of freight
• Responsible of the base improvement (comfortable, practical, security, ..) through rehabilitation work, furniture and equipment set up, …
• Insure that the computer and all communication equipment are functional and properly used.
• Responsible to make sure that contracts of services or procurement are relevant according to Solidarités’ and donors procedures.
• Responsible to for the durable equipments and stock materials in the base. Monthly durable equipment and stock inventory.

Program

• Insure that the program received their needed inputs on the basis of timely order, appropriated transport and respect of Solidarités and donors regulations. This activity will be done in close coordination with the Logistics Coordinator based in Nairobi.

Reporting

• Prepare weekly report and submit logistic, administrative and financial inputs to the Field Coordinator.
• Prepare financial report for donors (interim and final reports).
• Send on monthly basis and to Nairobi: cash flow format, percentage of consumption per line of the budget, Budget follow up, accountability on Saga,
• Send all logistics monthly follow up (park statement, asset list, inventories, fleet management, fuel follow up, IOF follow up…)
• Report any security incident to Field Coordinator immediately.

Management

• The log admin will directly manage 1 Logistician assistant, 1 Administrative Assistant, 1 cleaner. This management will include recruitment, training, regular evaluation, planning and supervision of the work.

Communication

• Share with the Field coordinator every information about security, activities, logistic or administrative needs
• Participate in the formulation of weekly situation report
• Participate to the monthly general planning of the program

4/ Qualifications and experience requested

Experience & Qualifications:

• 2 year professional experience in the field of logistics and/or administration and finance in Humanitarian Action programs.
• Bachelor Degree in finance/ accounting or Business Management (minimum title of advanced technician).
• Field experience with other organizations or companies in a developing country as logistician.
• Experience of team Management.

5/ Person Specification

Skills and competences:

• Understanding and interest in emergency humanitarian situations
• Knowledge and Understanding of the humanitarian actors
• Good communicator
• Team leader and coordination ability
• Ability to propose and put into action new ideas
• Ability to negotiate
• Excellent writing capacity

Languages:

• Fluency in English and Kiswahili
• Knowledge of French language is an added advantage

Computer skills:

• Excellent Computer skills (Word, Excel, Outlook)
• Knowledge of SAGA software is a plus

6/ How to apply:

Kindly send your cover letter, CV and contact details for 3 referees to the following email address: jobapplication@solidarites-kenya-som.org by closing date, 1st January 2010.

Please clearly indicate the position you are applying for in the title of your email.

Only short-listed candidates will be contacted for an interview.

Solidarites is an equal opportunity employer

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