Pakistan: Head of Base
Country: Pakistan
Closing date: 31 Jan 2014
General Objectives:
The HoB will be responsible for ensuring the necessary support to the programs in terms of HR, Logistics and Finance is provided as per the policies and in an effective and efficient manner. He /She will support the Field Coordinator to ensure the safety and security of all ACF staff, locations, and assets. As determined by the Field Co, the HoB may need to represent ACF and its Mandate and activities to external interlocutors and participate in humanitarian and governmental fora as appropriate. The HoB will ensure that the ACF Mandate, Charter and Code of Conduct in their entirety are applied to all ACF staff and operations in covered areas, as well as operational and internal policies and regulations.
Specific Objectives:
Objective 1: Overall Management of the Support to Programs
Facilitate the good coordination between the various departments in order to support the project objectives as set by the FieldCo and PM'sChair weekly Support teams meeting (of senior Log, HR & Admin staff)Compile sitrep (as per FieldCos reporting timeline) for support teams (Log, HR & Admin)Familiarization with program activities in the field (via regular field visits) to gain better understanding of support required.Provides input in the planning/proposal stages of potential new projects (budget, PPP, logistical practicalities, support staffing needs) that will affect Dadu district operationsAs determined by the Field Co, represent ACF at the local/regional level to humanitarian and government representatives under the supervision and in the absence of the field co.Follow-up and liaison with FieldCo on ACF strategic initiatives, planning and mandate guidelines/methods of work in order to better represent these externally.Support the mission’s requirements as needed regarding donor field visits.Develop an effective organizational structure for the support department depending on needs, avaliable resources and objectives.Objective 2: Ensure proper base Administration & Finance
Ensure all staff, especially senior Admin staff, correctly understand and enforce ACF Administration procedures and protocols, as well as roll-out of changes/clarifications. Facilitate training/capacity building of all staff on administrative processes where identified as necessary.Oversee Base Finance to ensure that financial procedures are respected and understood by all departments’ staff and actively support as needed (with special consideration for Cash-Based Interventions).Collect cash from the bank, with support of Finance Assistant and act as a signatory for ACF Dadu bank accounts.Responsible for the management of the safe keysOversee Base Finance in the management of finances on base (under the technical supervision of the Finance Coordinator) including but not limited to planning, contract/budget follow up, authorization of expenses, and reporting.Objective 3: Ensure proper Human Resources management
Ensure all staff, especially senior HR staff, correctly understand and enforce ACF HR procedures and protocols, as well as roll-out of changes/clarifications. Ensure all recruitment on the base is transparent and fair according to the procedures. Directly support all stages of recruitment activities, in particularly be involved in short listing and interviews.Oversee Base HR in the management of staff files (contracts, amendments, JDs, evaluations, disciplinary action, payslips etc).Ensure the Internal Regulations and Collective Agreement are understood and respected by ALL ACF staff (national and ex-pat). Support the Field Co and HR Co to deal with disputes or sensitive HR concerns in a discreet and timely manner.Oversee Base HR preparation of the monthly HR Report, including organigram, contact list, leave consumption, Evaluation follow up and Mission Training Follow UpEnsure a quarterly General All Staff Meeting takes place to address staff concerns.Objective 4: Ensure proper base Logistics
Ensure correct ACF KitLog3 procedures are followed, in consultation with LogCo and FieldCo at all times.Ensure supply chain management on base (PR, PFU dissemination, timeliness and clarity) is organized and monitored, with delegation where possible.Ensure ACF procedures and donor guidelines for procurement and equipment/asset management are enforced, and understood by all relevant staff.Ensure the setup and monitoring of correct stock management (storage conditions, stock movements, stock reports, expiration dates, etc.), including ensuring transfers and movements of stock between base and field locations are being carried out in the most effective and stringent manner and as per KL guidelines.Ensure transportation and movement procedures for staff, activities and deliveries from/to Base are organized and monitored.Ensure correct, transparent selection of supply, services, works and rental contracts.Ensure base is furnished with required/proper means of equipment to carry out programming and support operations.Ensure Fleet Management is conducted according to ACF procedures (Weekly movement plan, safety & quality of vehicles, driver training, log book maintenance, fleet cost reports, maintenance of fleet paperwork)Monitor the construction, maintenance and rehabilitation of all structures relating to the base (offices, GHs etc), and ensure proper functioning and support of all bases premises (power, water etc).Review and edit Monthly Logistics Report, as prepared by Base LogisticianObjective 5: Give appropriate line management and support to the Support staff
Line Management of senior Logistics, HR and Administration department staff on BaseIdentify gaps, plan and initiate recruitment for hr, logs and admin staffEnsure support and daily management for all support departments including setting objectives and weekly workplansDo regular evaluations , identify areas for improvements, training and other opportunities for all support staffBrief and debrief incoming and outgoing international and senior national staff.Objective 6: Assist the Field co to insure safety/security of ACF personnel and assets
Assist Field co in analysis, identification, quantification and, mitigation of assessed risks through line management,Ensure good implementation of security rules (security plan, SOP) in the base and program areas.Lead the development of SOPs and Security Plans for the base and area of operation, with involvement and support from Security Officer and Field Coordinator.Write and send incident reports to Field co.Development and maintenance of security network (formal/informal) at base level.Closely coordinate with Field co for any developments on the security situation.In coordination with Field co, brief all staff on security and context changes as needed at base levelTake security responsibilities in the absence of Field co.Internal & External relationships
Internal:
All StaffExternal:
DCO, Bank, other District Officers, Other NGOs in District, Beneficiaries, Health Department etc.REPORTING RESPONSIBILITIES
Incident Reports, as needed to Field CoWeekly Situation Report, weekly to FieldCoBase Coordination Minutes, weekly to Field CoMonthly Logistics Reports, Monthly to Log Co, cc to Field t CoAdministration Reports, Monthly to Admin Co, cc to Field t CoHR Report, Monthly to HR Co, cc to Field CoPOSITION REQUIREMENTS
QUALIFICATIONS
College Degree/ University DegreeSKILLS & EXPERIENCE
ESSENTIAL
2 Years of Experience similar positionSignificant experience with INGOs in recovery and complex emergencies.Proven experience in contexts with volatile security and safety issues.Significant safety and security experience.Good knowledge with management of staff and conflict resolution.Ability to lead a multi-departmental team while exhibiting cultural sensitivities.Good diplomatic and negotiation skills.Disciplined and able to work and arrive at decisions autonomously and with minimal guidance.Fluent in English (professional English).PREFERRED
Excellent drafting and written skills.Able to meet own and requested deadlines regularly.Experience in interdepartmental coordination (technical-support)
How to apply:
Apply with resume and cover letter at http://actionagainsthunger.theresumator.com/apply/0ulJMy/Head-Of-Base.ht...
