NGO JOBS

Job purpose

To ensure that the Port au Prince base camp provides an effective base for HRC and Federation operations in Haiti and for the safe accommodation of delegates. The Administration/Base Camp Coordinator is accountable, under the direction and guidance of the Support Services Coordinator, for creating administration value, optimising support and positioning the Administration Team as 'business partner'.

Job duties and responsibilities

1)Coordinate administration department (including base camps) and promote cooperation between the Federation and participating national societies.

2)Support, assist and advise the host national society in:

a) developing its administration systems;

b) planning, implementing, monitoring and reporting the administration component of its operations;

c) training its staff and volunteers;

d) ensuring alignment with International Federation guidelines and policies and with national and international standards and laws.

3) Provide hands-on administration management as required by the circumstances and in agreement with the host national society:

a) Define (scope, timeframes deliverables/outcomes, costs et cetera) the administration plan (including base camp management) in accordance with needs and capacities.

b) Initiate, plan, execute, close, and monitor and control the administration plan.

c) Coordinate the definition, management and implementation of base camps, inventory systems, filing systems, accommodations, welcome centres, mail systems, transportation and travel, insurance, visas and other relevant administrative services (and budgets).

d) Ensure achievement of the outcomes/deliverables of the plan in a timely fashion and within budget and quality standards.

e) Oversee preparation of accurate and timely reports.

f) Oversee successful completion and/or transfer and/or hand over of the plan and/or its outcomes/deliverables.

4) Build and maintain knowledge and understanding of the in-country activities of the components of the International Red Cross and Red Crescent Movement.

5) Manage direct line reports and assigned resources (financial, equipment, etc.) soundly.

a) Lead, direct and motivate staff to ensure the highest level of performance in their respective areas of responsibility, ensuring quality service, compliance, accuracy and timeliness.

b) Focus the Administration Team to ensure alignment of the administration function with priorities and objectives.

c) Ensure the Administration Team is adequately resourced with competent personnel who are properly recruited, trained and managed.

d) Ensure the appropriate organisational structure and train, support and advise staff on administrative matters.

e) Be actively involved in succession planning and in ensuring match of skills and experience to positions requirements.

6) Take initiative to raise fund for the administration plan and related efforts.

7) Represent the International Federation and liaise with counterparts from participating national societies and the ICRC as well as external partners, such as UN agencies (especially clusters), NGOs, donors, bilateral and multilateral organizations and missions active in the country within the mandate of the key tasks and responsibilities set in this job description.

8) Work with the Head of Support Services to ensure that appropriate plans are developed for the medium and long-term development of the base camp, and to seek cost-effective solutions for service provision.

9) Manage the operations of the IFRC kitchen, Base Camp technical staff, accommodations, laundry, cleaning, and general maintenance.

10) Ensuring the implementation of monitoring and control systems to manage all staff groupings under span of control.

11) Liaise with appropriate representatives of the Haitian Red Cross on Base Camp issues which will, in any way, concern them.

12) Cooperate with the Staff Health Coordinator to address any issues relating to the health and welfare of camp residents..13) Coordinate with the Fleet Manager to maintain safe access and parking for all vehicles.

14) Liaise with the Security Unit to ensure the implementation of effective security procedures.

15) Assist Logistics in the selection of contractors for work connected to base camp operations, and monitoring of the progress of work on such contracts awarded.

16) Draft the annual “Hurricane Preparedness Plan” for the Base Camp and act as the chief emergency and safety warden for all Base Camp emergency situations.

Duties applicable to all staff

1. Actively work towards the achievement of the Federation Secretariat’s goals

2. Abide by and work in accordance with the Red Cross and Red Crescent principles

   3.Perform any other work related duties and responsibilities that may be assigned by the line manager

Position Requirements

Education:

Relevant university degree or equivalent qualification in administration/management and/or relevant technical qualification (example within engineering or architecture)

Relevant advanced university degree (Master`s or equivalent) or equivalent qualification (preferred)

Basic Delegates Training Course, IMPACT or equivalent knowledge

Experience:

Experience of working at field level in large-scale humanitarian operations5 to 10 years administration experience including base camp management3 to 7 years experience in working for a humanitarian aid organisation in a low-income least-developed countries3 to 5 years experience of managing and supporting expatriate and local staffMinimum 2 years experience of working at field level in large-scale humanitarian operationsAt least 2 years experience in planning, project management and reportingExperience of managing and supporting expatriate and local staffExperience of managing structures and equipmentFamiliarity with current standards and guidelinesPrevious long-term missions in Haiti (preferred)Acquainted with International Federation policies, procedures and systems (preferred)Volunteer and/or work experience at national and/or international level in the RC/RC (preferred)

Knowledge and Skills:

Basic IT competence (Windows, word processing, spreadsheets)Basic knowledge of logistics (preferred)Available to work extra hours during response operationsTraining skillsSkills in planning and administrationPatience and diplomacyAbility to work under pressureGood analytical skills and solution focused personDemonstrate accountability Ability to work well in a multicultural teamExcellent stress management skillsNegotiation and problem solving skillsExcellent communication and coordination skillsValid International driving licenses for light vehicles (manual gears) (preferred)

Languages:

Fluently spoken and written EnglishAdvanced level of French Good command of another IFRC official language (Spanish or Arabic) (preferred)Other languages: Creole (preferred)