Solidarités Intl. Administrative and Logistics Manager Job

Position: Administrative and Logistics Manager

Line Manager: Field Coordinator

Location: Various FIELD Locations in Kenya and Somalia

Duration of contract: 6 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 30 years, Solidarités has concentrated its action on meeting three vital needs: water, food and shelter.

By carrying out emergency programmes, Solidarités has acquired extensive experiences and expertise in the fields of promoting access to clean drinking water and sanitation.

The joint Kenya / Somalia mission is relatively young (started in March 2007) and includes 2 projects in Somalia, and 2 projects in Kenya.

Description of the position:

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

Hierarchy of management

The Administrative and Logistics Manager will be under the supervision of the Field Coordinator. S/he will collaborate with Program Managers and field staff. And S/he will collaborate with Administrative Coordinator and Logistic Coordinator (technical referees respectively in Administrative and Logistics maters).

Keys responsibilities:

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

Human Resources

• Ensure the respect of Solidarités International rules and regulations for the national staff.
• Manage local recruitments.
• Ensure that formats of contract of employment are relevant to the context and to Solidarités International procedures.
• Follow up the data base and issue monthly salary payslips.
• Ensure 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 the 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 and identified.
• 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 ensure that donor’s rules and regulations are respected.
• Responsible to ensure that cash flow between Nairobi and the field, is properly organized, planned and that all payment made by the local transfer companies are duly documented.

Logistic follow up

• Responsible of the fleet management, whether for passengers or freight.
• Ensure 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 International and donors procedures.
• Responsible for the durable equipments and stock materials in the base. Monthly durable equipment and stock inventory.

Program

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

Reporting

• Prepare weekly report and submit logistic, administrative and financial inputs to the Field Coordinator.
• Send on monthly basis and to Nairobi: accountancy and budget follow up.
• 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 Administrative and Logistics Manager will directly manage 1 Logistics Assistant, 1 Administrative Assistant, 2 domestic staffs as well as guards. This management will include recruitment, training, regular evaluation, planning and supervision of the work.

Qualifications and experience requested:

Education:

• Bachelor Degree or equivalent in Administration or Finance.

Experience:

• At least 3 years of experience in the field of Administration or Finance.
• Experience in Procurement is a clear advantage.
• At least 3 years of experience in NGO.
• Experience of Team Management.

Personality Specification:

Skills and competences:

• At least 30 years old.
• Able to cope with high stress
• High working capacity
• Respect of tight security and behaviour rules

Languages:

• English (working language) : fluent with excellent writing capacities
• Local languages a clear advantage

Computer skills:

• Excellent knowledge of Word and Excel. SAGA is a plus.

How to apply:

Please send cover letter, CV and contact details for 3 referees to the following email address: jobapplication@solidarites-kenya-som.org by closing date, 15th February 2011.

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