Base Manager 54 views0 applications

About the role:

This is a 12 month, replacement role with unaccompanied terms based in Kouango, Ouaka Prefecture, CAR with a salary of Band 3 €39,911 – €44,346.

You will report to the Area Coordinator (AC) in Kouango and will line manage the Log Officer, the Radio Operator and the HR/Amin Officer. You will work closely with the Logistic Coordinator, the HR-admin Manager and the Systems Director (SD) based in Bangui, as well as the PMs based in Kouango (Social Cohesion PM, WASH PM, FSL PM, etc).

We would like you to start on 15th February 2023.

Your purpose: is to provide day-to-day support to the implementation of the programme by ensuring that the systems (logistics, administration, and HR) are functioning according to the needs of the programme and in line with Concern’s policies, procedures and standards. Under the supervision of the AC, you will enhance managerial and planning skills of Concern logistics and admin staff in Kouango and contribute to the development of an efficient and cost effective logistics system that meets the logistics guidelines, policies and procedures. You will lead the continuous improvement of logistics, HR and admin systems that are in place and suggest amendments as necessary. You will support projects implementation, and provide effective and timely logistics and HR-admin support to all programmes in Kouango. The Base Manager will assist the Area Coordinator in the overall security management for Concern’s field operations in Kouango and act as deputy Security Focal Point.

You will be responsible for:

Logistics, HR and Administration

• Ensuring adherence to Concern’s systems and procedures for logistics, HR and administration functions, with support from the AC and the SD.
• Liaise with the Bangui office to ensure efficient and timely systems support and collaboration necessary to implement the programme.
• Managing logistics functions (procurement, transport, storage, asset management) in Kouango (and potential sub-office), ensuring all tasks are carried out in a timely manner and in line with Concern’s and donor procedures.
• Fleet management: overseeing and maintaining the programme transport management system, including vehicle movement planning, Kouango transport report, etc. and scheduling maintenance/repairs in coordination with the Logs Co based in Bangui.
• Managing Concern’s assets in Kouango (and potential sub-office) ensuring all assets are recorded, tracked, marked and monitored using a full inventory and asset register.
• Overseeing the efficient management of Concern warehouses and stores in Kouango (and potential sub-office) and ensuring they are operating in accordance with Concern procedures.
• Overseeing the maintenance and running of Concern premises (office/stores and residence) in Kouango (and potential sub-office) ensuring that adequate supplies, staffing and support systems are in place. Special attention will be paid to generator management, maintenance, and fuel consumption.
• Contribute to the development of accurate budgets particularly in relation to logistics, transport, stores, administration, communications, security and human resources, for donor proposals and as part of Concern’s annual budget process.
• Directly manage and monitor the Kouango (and potential sub-office) transport and admin expenditure and budget.
• In collaboration with the AC and PMs, ensure that cash forecast and cash request are submitted on time to ensure timely transfer of funds.
• Work with the programme teams and the Area Coordinator to develop realistic annual procurement plans and ensure that these are maintained, adhered to, and regularly updated.
• Ensure all Kouango Concern staff are trained in order-planning and are aware of the procurement procedures; inform staff about each revision.
• Advice on distribution of relief items to beneficiaries and ensure they are in line with Sphere standards and Concern procedures.
• Ensure that logs, transport and admin reports are compiled and produced to a good standard on a regular basis as required.

Human Resources management

• Providing management oversight to the programme’s Logistics and HR/Administration staff. Assist in recruitments (as necessary) and provide training to relevant staff on Concern’s systems and policies 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. Ensure that the Performance Development Reviews of base staff are done in a timely and proper manner.
• Contribute to the periodic review of logistical capacity to ensure that CAR maintains capacity to respond to emergencies as effectively and as timely as possible.
• Effectively manage and support staff reporting to this position through a yearly Performance Development Review and periodic one-to-one meetings.
• Advise on and monitor the implementation of Concern’s HR policy and procedures with respect to both international and national personnel.

Communications and IT systems support

• In liaison with and support of the National IT Officer, ensuring that computer and communication needs of the staff are regularly reviewed, budgeted for, and met, while ensuring that relevant operating protocols are adhered to.
• Ensure that all HF, VHF and other communications equipment are operational, used in line with communication policies and provide requisite training to staff on correct use and 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.

Security

• Support the AC in the day-to-day application of the Concern CAR Security Management Plans (SMP) and Standard Operating Procedures (SOPs) in Kouango and sub offices through collaboration with the Security Focal Group.
• As asked and/or delegated by the AC:
• Provide briefing to staff and visitors on the SMP and SOPs and ensure all staff are fully aware of their duties and responsibilities related to security.
• Represent Concern with local authorities and/or the UN OCHA Security meetings and other members of the humanitarian community in Kouango.
• Under the supervision of the AC, undertake analysis of security incidents and trends in the zone of intervention and surrounding areas, ensuring that line management is regularly briefed on the security situation and advise as necessary in relation to adaptation of workplans and movement plans.
• Ensure that residences, offices and vehicles have a list of goods and equipment required in case of emergency.
• Attend the internal security meetings as member of the local Security Focal Group (SFG) and actively contribute to a consistent analysis of security incidents and trends.
• Ensure that any relevant security information and/or security incident you are aware of is reported to the AC in a timely manner. This is a responsibility of every Concern staff.

Representation and External Coordination

• Assist the AC in developing relationships/contact list of other INGOs, OCHA and external stakeholders to follow the evolution of security situation and regularly report feedback to management.

Accountability

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, M&E);
• Work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
• Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Other

• Attend regular logistics cluster meetings to ensure effective coordination and implementation of efficient support to the programme.
• Support and contribute to the implementation and the update of Concern’s CAR strategy.
• Contribute to organisational accountability initiatives, including overseeing the roll out of commitments of Concern under the CHS (Core Humanitarian Standards).
• Adhere fully to the commitments and rules of Concern’s Code of Conduct (CoC) and its affiliated safeguarding policies, including the respect of confidentiality and duty to report.
• Report to the appropriate manager any violations of Concern’s CoC and Safeguarding Policies, as well as Anti-Fraud and Whistleblowing Policies; this is a mandatory duty of all staff.
• Undertake any other additional duty that is identified by the AC or the SMT.

Your skills and experience will include:

Essential:

• Primary degree in logistics, supply chain management or associated discipline
• At least 3 years’ Systems/Logistics experience, with management experience, of which at least two years’ working overseas with an NGO; Logistics/Procurement/Transport/fleet management experience; stores management experience
• Proven ability in report writing
• Excellent communication skills in French, good level of English, both written and verbal
• Strong communication, problem solving and analytical skills. Able to prioritise and handle a diverse and heavy workload.
• Proven analytical, planning and time management skills
• Willingness and ability to communicate with people and to contribute to local staff capacity development
• Good team player, flexible and capable of working with a multinational country team
• Politically and culturally sensitive
• Ability and willingness to live in basic conditions for long periods of time
• Excellent computer skills, including Microsoft Word, PowerPoint and Excel.

Desirable:

• MSc or A degree in development studies or relevant field
• 2 years’ experience in management role
• Outgoing personality with excellent training skills
• Experience of working/living in an insecure environment
• Experience or knowledge of international standards such as SPHERE and Core Humanitarian Standard
• Ability to work under pressure to meet tight deadlines

CCoC

Concern has an organizational 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 accessible here. 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 organization, and the standards of behavior expected of them. In this context, staff have a responsibility to the organization 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. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

Your Personal Data

During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.

For additional information please consult our web site or contact the Human Resource Division in our Head Office.

You have certain rights under data protection legislation.

Concern Worldwide is an Irish-based non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.