Position: Logistics and Admin officer
Line Manager: Project Coordinator - Boma
Responsible For: Boma Administration and Logistics
Location: Boma, Jonglei State, South Sudan
Start Date: ASAP
Duration: 1 year (possible extension)
Salary: As per Merlin South Sudan salary scale but dependent on relevant experience. Plus a benefits package including accommodation, food, 3 return flights per annum.Context
Merlin has been working in Southern Sudan since 1998 and has had a continuous presence in the country since 2004.
The goal of Merlin projects in South Sudan is to address the humanitarian health needs through supporting essential primary and referral level health care interventions, increasing capacity of local health structures to deliver effective and quality health care services.
In Boma, Jonglei State, Merlin is fully supporting a hospital and conducting outreach services to remote communities.
Responsibilities
Overall responsibilities
- Ensure effective management and implementation of logistics and administration functions in support of programme delivery in the Boma field project in line with Merlin Policies and Procedures
Specific duties responsibilities and accountabilities
Logistics
Logistics
- Implement/maintain Merlin standard practices in all logistics procedures.
- Procure/order goods and services on behalf of Merlin following Merlin standard practises and keeping documentation to full audit trail standards, and provide advice/ negotiate contracts required by the program for goods and services.
- Plan and organise the Merlin transportation requirements, implement/maintain use of transportation management system for any Merlin owned or rented vehicles and planning best use of vehicles.
- Drive Merlin vehicles in accordance with Merlin driver rules and regulations when required
- Plan, organise and maintain any stores/warehouses containing Merlin stock, to Merlin standards, providing timely stock reports to Logs manager / PC
- Provide timely advice and technical support on logistics issues to other functions within the program.
- Ensure appropriate logistics support for effective operation of the hospital
- Support, train and develop national staff and volunteers.
- Liaise with local government and non-government agencies and collaborate with them as appropriate and requested by the project coordinator.
- Produce regular, timely and accurate reports according to Merlin standard for Merlin and for donors.
Lateral relationships
- Establish and ensure effective working relationships with the other staff members.
- Ensure effective working relationships with counterparts and leadership.
Financial Procedure Compliance
- Ensure that proper financial/procurement procedures and systems are followed and maintained for all activities in the field site.
- Ensure compliance with the financial policies and guidelines of Merlin.
- Monitor and ensure compliance with internal controls in Boma with the support of the Project Coordinator
- Ensure compliance with the financial and other requirements of donors
Administration
- Ensure that contractual commitments (e.g. for the rental of vehicles and/or premises) are accurately tracked.
- Ensure effective management of the office and living compound including management of staff, food supplies, security and power supplies
- Ensure that HR files are maintained and issues reported to the PC in a timely manner for action
- Ensure that travel and accommodation is booked for staff travelling to and from Boma
- Keep record of expiry dates of travel and work permits as well as passports of staff on international and regional contracts and ensure they are updated on time.
Security of Boma base
- To report incidents or accidents as they occur directly to the PC
- Support the PC in safety management and act as focal point in the absence of the PC
- Provision of sufficient and functioning communication equipment, including following communication policies and movement control
- Provision and management of sufficient number of day and night guards to protect Merlin offices, houses, stores and other Merlin property
Human Resources
- Manage the project logistics national staff team including recruitment, team building, and conducting appraisals.
- Assess the continuing training needs of the project logistics national staff and ensure training needs are appropriately met and within budget
- Ensure logistics team coordinates with other Merlin teams and the team attend regular staff meetings
- Manage the financial and administrative staff in Boma.
- Provide support, training and advice to staff as required
Programme
- To submit regular written and oral reports to the PC and the Logistics Coordinator
- To assist the PC and others in preparing proposals and donor reports
To undertake other tasks as requested by the PC to support the effective implementation of the projects
Skills Required
Essential
Skills Required
Essential
- Trade or Professional qualification (Diploma)
- Fluency in written and spoken English
- Minimum 5 years previous logistics and administration experience and procurement management (preferably with NGOs)
- Computer skills (Word for Windows, Excel, e-mail)
- Ability to work under stressful conditions in an isolated area
- Excellent interpersonal skills to enable effective teamwork
- Ability and flexibility to understand the cultural and political environment and to work well with the local communities
- Ability to remain calm and to be diplomatic
- Experience in training or capacity building of staff
- Possess and international driving permit
Desirable:
- Mechanical skills
- Working experience in the region
- Advanced IT skills
- Motorcycle driving licence and off road riding experience
Applications should be e-mailed to hr.manager@merlin-southsudan.org and copied to hr.officer@merlin-southsudan.org or hand delivered at Merlin SS Country office located at Block 3K South Plot No.461, Tomping, Juba - Southern Sudan. Closing date for receipt of application will be 22ndSeptember 2010.
Only short-listed applicants will be contacted. Due to the urgency of this position Merlin will short list continually and may interview and offer the position prior to the closing date.
Merlin South Sudan is an equal opportunities employer, and will not discriminate on the basis of tribe, gender, race, creed, religion, pregnancy and colour.
