NGO JOBS

MISSION and FONCTIONSSolidarités International is a French international humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 30 years the association has focused on meeting three vital needs - water, food and shelter - by carrying out emergency programmes followed by longer-term reconstruction projects. Whilst fully respecting the assisted populations’ customs and culture, Solidarités International’s programmes are implemented through the joint expertise of around 180 expatriates and 1500 local managerial staff and employees. Solidarités International is currently present in Africa (Central African Republic, South Sudan, Kenya, Somalia, Liberia, Mali, Niger, Mauritania, Chad, Democratic Republic of the Congo, Republic of Côte d’Ivoire), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar and Pakistan) and in Haiti.Goal/Purpose: Set up Emergency base in Sittwe, recruit local log and admin staff, set up warehousing, train staff, identify the supply chain flow, draw up security guideline and start emergency operations in RKS.Logistics:The Logistician- administrator Base (ELAB) will implement and supervise all logistics operations at his/her assigned base. He/she will organize logistic support for programs, in keeping with Solidarités International procedures.He/she will assist the base manager or the field coordinator in the implementation of safety rules.Administration:Under the supervision of the administrative coordinator, the Logistician- administrator carries out administrative, accounting and financial management of his/her base, in compliance with donor and SOLIDARITES International procedures.He/she supervises accounting operations and cash management, and carries out budget follow up in conjunction with the project managers / Emergency PM.He/she is also one of those charged with ensuring that Solidarités International’s Human Resources policy is properly implemented at the base.He supports monitors and trains the members of his administrative teamFONCTIONS Supply Management- Carry out a purchasing environment analysis at the local level- Supervise the update of price lists and supplier files - Manage the Solidarités International purchasing procedures and those from donors funding the programs.- Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints - Receive, approve and process requests for quotes and internal order forms- Ensure that budgetary lines related to logistics are monitored and observed- Supervise the preparation of purchasing documents and draft the contracts - Participate in the drafting the call for tenders- Supervise purchasing, ensuring that approval rules and procedures are observedVehicle Fleet Management - Negotiate vehicle rental contracts- Supervise the planning and execution of maintenance and repair work on mission vehicles -Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures- Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded - Prevent the misappropriation of fuel and spare parts- Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored Management and Monitoring of IT Equipment-Update antivirus software- Implement backup and data-protection procedures- Ensure the maintenance and correct use of IT equipment- Provide technical assistance to teams and organize training sessions

Store Management- Select storage locations and create a plan for the development and security of these sites- Ensure material is stored under suitable conditions and monitor expiration dates- Ensure procedures are followed as stock is checked in and outHuman Resource Management- Analyse and quantify logistics personnel needs - Recruit, train and supervise the logistics team- Conduct performance reviews for members of the logistics team- Organize formal team meetings at regular intervalsSecurity- Implement team safety measures as determined by the coordination team - Train teams in safety rules and procedures- Pass on any security-related information to his/her line manager Reporting/Capitalization- Consolidate logistics packs monthly and pass on to the logistics coordinator-Provide the logistics coordinator with all information needed to draft intermediary and final reports- Pass on purchasing reports for closed programs to the coordinators at the established frequencyList of main tasks : ADMINISTRATION Administrative management of personnel:- Assist in welcoming and integrating new personnel, ensure they receive administrative briefing - Supervise the administrative management of personnel recruitment and hiring at his/her base- Supervise the archiving, handling and security of Solidarités International personnel filesDraft employment contracts for employees at his/her base, and ensure that they are adhered to- Ensure that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel- Centralise training requests from teams and set up a training plan- Assist in ordering and determining disciplinary measures - Apply the formalities provided for sanctions and for termination or breach of contract - Supervise the collection of elements needed to establish wages and monitor their proper implementation- Calculate taxes, complete returns and make statements and payments to the necessary organizations- Assist in defining and applying Solidarités International’s salary and social policies- Evaluate risks linked to changes in compensation and social policies- Oversee the setting up of legal representation and consultation bodies for personnel at his/her base, and assist in conflict management and resolution - Conduct meetings and communication with personnel- Track the cost of living - Update the mission organization chartTeam management- Define the needs of administrative personnel at his/her base, and recruit according to the resources allocated- Train, support and evaluate the administrative team at his/her assignment base- Plan and direct the activities of the administrative team- Lead meetings for the administrative teamCash-flow/bookkeeping:- Manage his/her base's cash-flow and ensure that banks and cash boxes are well supplied- Manage transfers and monitor the security of funds- Formulate cash-flow forecasts with the logistics officer and the program managers- Supervise the upkeep and security of safes and cash-boxes- Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures- Supervise account keeping at his/her base, monitor cash balances- Monitor bank books for his/her base and keep the safe- Prepare and supervise the monthly closing, review and integration of the accounting for his/her base - Verify the accounting files before they are sent to coordination

FONCTIONS ET PROFILBudgetary / financial monitoring:- Update allocation boards for his/her base- Update and analyze budget follow up in conjunction with logistic and program teams- Make connections between budgetary consumption and activity progress- Propose solutions if necessary - Monitor functioning costs at his/her assignment base- Oversee adherence to donor administrative procedures- Aid the administrative coordinator in formulating financial reports and carrying out audits- Assist in formulating budgets for new projectsAdministrative management of the mission- Verify and validate all contracts drafted at the base- Assist in selecting Solidarités International premises- Ensure administrative monitoring of insurance locations, claims and contractsReporting/communication:- Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force- Take part in meetings relating to administrative aspects, represent Solidarités International on request and/or by order - Supervise the sending of administrative files to the coordination- Ensure administrative and financial reports are made to the coordination according to the Solidarités administrative calendarPROFILEducation: • Bachelor’s degree or equivalent Experience:• At least 2 years of management experience in conflict and/or post-conflict contexts with responsibility over operations, programmes and security • Management experience in emergency response programmes and rapid humanitarian needs assessments particularly in the WASH and Food Security Sectors • Experience in security incident management and security risk analysis • Ability to network and build beneficial professional relationships with donor and partner organizations• Experience in developing programs and writing emergency relief and/or early recovery proposals for external donorsTechnical skills and knowledge:• Strong initiative with solid organisational, diplomacy and communication skills• Strong supervisory and interpersonal skills • Excellent oral and written communication skills • Proficient writing and editing skills in English, ability to accurately summarize information: numerous reports (weekly reports, initial assessment reports and monitoring reports for external circulation, etc) • Stress management skills: Ability to work under pressure, with peak of heavy work load• Driving licence Other desirable qualities: • Commitment to the fundamental principles of Solidarités International charter and ethos• Ability to live in insecure environments and adaptability to changing work environment and possible volatile security situation, • Ability to improvise and take rapid informed decisions• Resourceful and independent Language:• Fluent English : speaking, reading and writing skills, Computer skills:• Computer literacy with proficiency in MS Office Suit; working knowledge of GIS software is desirable

STATUSSalaried post: According to experience from euros gross per month, , plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 500 dollars .Solidarités International will cover accommodation and travel expenses from the expatriate’s home country to the site of the assignment. - Social and medical cover: Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.

DURATION3 months

CONTACTLaudine LANGLOIS