Base Manager – South Sudan – South Sudan

About the role: This is a 12 month replacement position (renewable), with unaccompanied terms based in Nyamlel, Aweil West, NBeG State, with occasional travel to Juba, with a grade 3 salary of €39,911 at €44,346.

You will report to the Area Coordinator (AC), based in NBeG and manage logistics, HR and administration, ICT staff of the Nyamlel office in NBeG State and support program coordination. You will work closely with the Program Director, Roving Area Coordinator, Systems Director (SD), Program Managers (PM), Country Financial Controller (CFC), and Logistics Coordinator.

Your goal: is to provide day-to-day support for the implementation of the program by ensuring that the systems (logistics, administration, HR and finance) are functioning in accordance with the needs of the program. Under the supervision of the Area Coordinator, you will improve the management and planning skills of Concern’s logistics and administrative staff and develop an efficient and cost-effective logistics system that meets logistics guidelines, policies and procedures. You will lead the continuous improvement of the logistical, financial and administrative systems in place and modify them if necessary. You will support program coordination and provide efficient and timely logistical and financial support to all programs. The Base Manager will be based in Nyamlel, NBeG State and will make support visits to other field bases in NBeG State as required.

You will be responsible for:

Logistics and financial management

  • With the support of the Area Coordinator and Systems Manager, ensure that the program and NBeG office implement and maintain Concern’s standard systems and best practices for logistics, administration, budgets and HR functions;
  • Liaise with the Juba office to ensure effective and timely systems support and collaboration required for program implementation;
  • Develop accurate transport and administration budgets for donor proposals and as part of Concern’s annual budget processes;
  • Manage transportation and administration expenses and budgets;
  • In collaboration with Program Managers, ensure cash forecasts and cash requests are submitted on time to ensure timely transfer of funds;
  • Oversee the fleet management function to ensure transport procedures are followed with respect to transport reporting, movement planning and vehicle maintenance;
  • Oversee the management of logistics functions to ensure that Concern’s assets are properly managed;
  • Ensure compliance with administrative procedures relating to donations in kind; effective management of Concern warehouses and stores, tracking DIK documentation and reconciliation with donors on a quarterly basis;
  • In conjunction with ICT and Finance, maintain fixed asset register and inventory list in accordance with Concern policy and advise managers on disposal of assets and expired items;
  • Advise on distributions of relief items to beneficiaries and ensure they comply with Sphere standards and donor requirements;
  • Oversee the ongoing maintenance and operation of Concern premises in NBeG and potentially other field bases in NBeG State (office, residence and stores) ensuring that supplies, staff and adequate supports are in place;
  • Oversee the compilation and submission of monthly and quarterly logistics reports to the relevant office;
  • Participate in inter-agency logistics meetings as required and provide timely reports to the Systems Director and Country Director;
  • In close coordination with the Systems Manager, provide logistical support to Juba and NBeG State Concern offices;

Procurement management

  • In collaboration with the Systems Director, ensure the development and implementation of procurement policies and procedures in accordance with Concern’s Procurement Manual;
  • Work with program teams and Area Coordinator to develop realistic annual sourcing plans and ensure they are maintained, adhered to and regularly updated;
  • Manage the pre-qualification of the supplier database and prepare the framework supply agreements with the identified suppliers;
  • Help develop an efficient and effective supply chain with the aim of reducing operational costs and maintaining a database of suppliers and prices for frequently needed goods and services;
  • Ensure that all Concern staff are trained in order planning and are familiar with procurement procedures and notify staff of any revisions;

Human resources and administrative management

  • Provide management oversight of program logistics, finance and administrative/HR staff;
  • Provide training to relevant staff on Concern logistics systems and ensure transparency and accountability standards are in line with Concern policies and donor requirements. In particular, work closely with logistics staff to build their capacity;
  • Fully adhere to the commitments and rules set out in the Program Participant Protection Policy (P4) and Code of Conduct, including respect for confidentiality;
  • Report all violations of the P4 or the CoC to the appropriate manager, this is a mandatory duty for all staff;
  • Assist in the planning and identification of support staff needs;
  • Ensure that performance development reviews of base staff are conducted in a timely and appropriate manner;
  • Advise and monitor the implementation of Concern’s HR policy and procedures in relation to international and national staff;
  • Assist in recruitment (as needed), train and develop country systems staff (logistics, finance, HR, administration, etc.);
  • Ensure that NBeG state personnel records are up to date and that regular personnel updates are provided to SD and CD in Juba informing them of replacement needs, extensions, redundancies, vacations, R&R, etc. ;

Support for communications and computer systems:

  • In liaison with and with the support of the National Information Technology Officer, ensure that staff IT and communication needs are met and that relevant operating protocols are adhered to;
  • Ensure that all communication equipment is operational, used in accordance with communication policies and that the required training is provided to staff on protocols for use;
  • In collaboration with the national IT manager and program management staff, ensure the training of all relevant program staff in the use and maintenance of communication and IT equipment;
  • Assess communication equipment maintenance needs and provide recommendations; assist in the development of communication guidelines for the country programme;
  • Responsible for the security, issue and retrieval of all Concern assets and stock in NBEG State and ensure that all required paperwork is completed upon issue and retrieval and filed of appropriate manner;

security management

  • Perform security management tasks delegated by the Systems Director and Country Director; Ensure relevant Standard Operating Procedures (SOPs) are up to date and adhered to;
  • Ensure that all staff and visitors are briefed on the SMP and SOPs and are fully aware of their security related duties and responsibilities;
  • Assist the Security Focal Point (SFP) and the Security Focal Group (SFG) in matters related to security management as required;
  • Ensure that residences, offices and vehicles have a list of goods and equipment required in the event of an emergency;
  • Regularly update the list of emergency and medical contacts and participate in security coordination meetings;
  • Follow up on incident reports (safety and security incidents) in Juba and classified offices, compile reports and submit to AC/SD and Country Director;

Responsibility

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, monitoring and evaluation);
  • Work with relevant colleagues to ensure the Complaints and Response Mechanism (CRM) is functional and accessible, feedback and complaints are welcomed and addressed;
  • Work with relevant colleagues to ensure that information on CRM, protection and expected staff behavior is disseminated among program participants and communities;

Your skills and experience will include:

Essential:

  • Degree in logistics, business administration or management
  • Training or qualifications in logistics systems, inventory control, warehouse management, supply chain management and/or business administration
  • Safety training
  • A minimum of 5 years of overseas logistics and administration experience with an international NGO with at least 3 years of experience at base manager level
  • Experience in emergency response program and setting up emergency logistics operations

Desirable:

  • HR management training
  • Some program experience to understand and prioritize program needs and effectively support program coordination

We would also like to:

  • Experience working in insecure environments and knowledge of security management systems and approaches for NGOs
  • Appropriate skills and experience in capacity building and staff training and in systems development and implementation;
  • Knowledge of communication systems, IT, purchasing, inventory control and transportation systems;
  • Demonstrable experience in supervising, managing/coaching and training others (people management);
  • Demonstrable experience in setting up logistics systems and related administrative procedures (knowledge of international ordering procedures and documents i.e. cargo manifests, warehouse management skills, good understanding of customs clearance in the country and the supply line of projects from the capital, ability to design, river or land logistics systems);
  • Proven experience in the following areas: electricity, ICT, food, communication HF and VHF communication system
  • Ability and willingness to travel, including in 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
  • Knowledge of IT equipment and security issues; knowledge of humanitarian law and principles of humanitarian action (international code of conduct and humanitarian charter), knowledge of Sphere and People in Aid guidelines, code of good practice.
  • Fluent spoken and written English. Having a driver’s license could be an advantage

How to register

All applications must be submitted via our website at https://jobs.concern.net before the closing date. Resumes should not exceed 4 pages.

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