Base Manager, Port Loko
Reports to: Area Coordinator
Direct reports: Logistics Officer, Finance Officer, HR/Admin Office and working closely with Program Managers.
Liaises with: Country Director, Programmes Director, Systems Coordinator, Country Financial Controller & HR Coordinator
Job Location: Port Loko District (with Frequent travel to Magburaka & Freetown as required)
Contract Details: Fixed Term (1 year)
Your purpose is to provide day to day support to the implementation of the Base by ensuring that the systems (logistics, administration, HR and finance) are functioning in accordance to the needs of the programme.
Main duties &
Logistics, Finance and Administration:
- With support from the Area Coordinator and Systems Coordinator, to ensure that the Port Loko programme and office implements and maintains standard Concern systems and best practice for logistics, administration, finance and HR functions;
- To liaise with the Magburaka office to ensure efficient and timely systems support and collaboration necessary to implement the programme
- Develop accurate transport and administration budgets for donor proposals and as part of Concern’s annual budget processes
- Manage transport and administration expenditure and budgets
- Oversee finance function to ensure that all spending is in line with Concern financial procedures and Donor requirements
- In collaboration with programme managers, ensure that cash forecast and cash request is submitted on time to ensure timely transfer of funds.
- Oversee the fleet management function to ensure transport procedures are followed in relation to transport reports, movement planning and vehicle servicing
- Oversee the management of the Logistics function to ensure Concern’s assets are correctly managed; adherence to donations-in-kind paperwork procedure; efficient management of Concern warehouses and stores
- Advise on distributions of relief items to beneficiaries and ensure that they are in line with Sphere standards and donor requirements
- Oversee the on-going maintenance and running of Concern premises in Port Loko (office, residence and stores) ensuring that adequate supplies, staffing and support systems are in place.
- Oversee the compilation and submission of monthly and quarterly logistics reports to the Logistics Freetown office with copy to Magburaka office;
- Liaise with UN agencies like UNICEF, WFP, UNHCR, Logistics Cluster and other UN agencies and Cluster leaders, co-leaders or other relevant government departments and authorities
- Participate in interagency logistics meetings as applicable and provide timely reports to the Area Coordinator and the Systems Coordinator.
- In close coordination with the Area Coordinator and the Systems Cordinator provide logistics support to the Magburaka and Freetown Concern offices
- In collaboration with Systems Coordinator, develop the implementation of supply policies and procedures as per the Concern Worldwide procurement manual
- Work with the programme teams and the Area Coordinator Magburaka to develop realistic annual procurement plans and ensure that these are maintained, adhered to, and regularly updated
- Preparing supply framework agreement with identified suppliers
- Assist in developing an efficient and effective supply chain with the aim of reducing operational cost and keep database of suppliers and prices of frequently needed goods and services
- Ensure all Concern staff are trained in order-planning and are aware of the procurement procedures and inform staff about each revision
Human Resources management
- Provide management oversight to the Programs, Logistics, finance and Admin/HR staff;
- Provide training to relevant staff on Concern’s logistics systems and ensure standards of transparency and accountability are in line with Concern policy and donor requirements. In particular work closely with logistics staff to build their capacities
- Adhere fully to the commitments and rules laid out in the Programme Participant Protection Policy (P4) and Code of Conduct, including respecting confidentiality.
- Report to the appropriate manager, all violations of the P4 or CoC, this is a mandatory duty of all staff.
- Assist with planning and identification of staffing needs
- Advise on career planning of systems staff
- Ensure that the Performance Development Reviews (PDR’s) of base staff is done in a timely and proper manner.
- Advise on and monitor the implementation of Concern's HR policy and procedures with respect to both international and national personnel.
- Assist in recruitments (as required), train and develop national systems staff (logistics, HR, admin etc.)
- Ensure staff records of staff in Port Loko Office are up to date, and regular staffing updates are provided to the SC and AC in Magburaka, advising on replacement needs, extensions, terminations, holidays, R & R etc.
Communications and IT systems support:
- In liaison with and support of the National IT officer, ensure that computer and communication needs of the staff are met and that relevant operating protocols are adhered to;
- Ensure that all communications equipment is operational, used in line with communication policies and that requisite training is provided to staff on usage protocols.
- In conjunction with the National IT officer and programme management staff, ensure the training of all relevant programme staff in the use and maintenance of communications and IT equipment.
- Assess maintenance requirements of communication equipment and provide recommendations; assist in the development of communication guidelines for the country program
- Performing security management tasks as delegated by Area Coordinator Magburaka and Systems Coordinator. Ensure that relevant standard operation procedures (SOP’s) are up to date and adhered to
- In Collaboration with AC/SC you will set-up Port Loko Security Focal GroupEnsure all staff and visitors are briefed on the SMP (Security Management Plans) and SOPs and are fully aware of their duties and responsibilities related to security.
- Ensure that residences, offices and vehicles have a list of goods and equipment required in case of emergency;
- Update emergency and medical contact list on a regular basis and take part in security coordination meetings of Port Loko.
- Follow up incident reporting (safety & security incidents) in Port Loko and its environs and compile reports and submit to the AC/SC.
Emergency response Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Sierra Leone Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.
- A degree in Logistics, Business Administration or Management
- Training or qualifications in logistics systems, stock control, store management, supply chain management and/or business administration
- Security training
- A minimum of 5 years of logistics and admin experience with an International NGO with at least 3 years’ experience at Base manager level
- Experience in emergency response program and setting up emergency logistics operations
- Training in HR management
- Some programme experience to understand, and prioritize programme needs and effectively support the Managers of programmes
We would also like:
- Experience of working in insecure environments and knowledge of security management systems and approaches for NGO’s
- Appropriate skills and experience in the capacity building and training of staff and of developing and implementing systems;
- Knowledge of communications systems, IT, procurement, stock control and transportation systems;
- Demonstrable experience in supervising, managing/coaching and training others (people management);
- Demonstrable experience on setting-up of logistical systems and related administrative procedures (preferred knowledge of international ordering procedures and documents i.e. cargo manifests, warehouse management skills, good understanding of in-country custom clearing procedures and supply line to projects from capital, ability to design air, water or land logistical systems);
- Proven experience in the following areas: electricity, ICT, supply, communication HF and VHF communication system
- Ability and willingness to travel, including to 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
- Familiarity with IT equipment and security issues; familiarity with humanitarian law and principles of humanitarian action (international code of conduct and humanitarian charter), familiarity with Sphere Guidelines and People in Aid Code of Best Practice.
- Fluent spoken and written English.
- Possessing a driver’s license could be an advantage
Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.
I have carefully read the job requirements and hereby commit to upholding the standards of conduct required to support Concern’s core values and mission.
Line Manager’s name Signature:
Last Updated By:
HOW TO APPLY
Interested candidates should apply with:
- An application letter clearly justifying how you meet the selection criteria.
- Recent Curriculum Vitae including names and full contact addresses of three (3) referees, one of whom must be their current
- or most recent employer. Candidates must state the position of each referee and his/her relationship to the candidate.
- A copy of a valid labour card must be attached to ALL applications (written or electronic)
- Police Clearance will be required from the successful candidate
Applications should be either sent through email or by hard copy to the following addresses.
You can send through email to firstname.lastname@example.org OR deliver in Hard copy to the below locations
The HR Department, Concern Worldwide, 20 Old Railway Line - Signal Hill, Freetown
The HR Department, Concern Worldwide, 2B Shamel Street, Magburaka, Tonkolili.
2 New London Avenue, Off Sheriff Street, Port Loko by Advocacy Radio – Port Loko
Please mark your application as per the references stated in each position above
(by email please put the reference in the SUBJECT heading).
Closing date for receipt of applications for the above vacancy is on the 1st April, 2020
This recruitment process is subject to donor approval and funding.
Therefore Concern reserves the right to cancel the process based on this reason.
Only short listed candidates will be contacted.
PLEASE NOTE THAT A COPY OF THE APPLICATION LETTER (written or typed) MUST BE SENT TO THE NGO DESK OFFICER,
MINISTRY OF LABOUR, NEW ENGLAND OR EMAILED TO Email: email@example.com
*PLEASE NOTE: “WOMEN ARE STRONGLY ENCOURAGED TO APPLY”
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