Finance and Logistics Coordinator – Chad 119 views3 applications


Background. The MENTOR Initiative (MENTOR) is a “not for profit”, charitable, non-governmental organization devoted to reducing death and suffering from malaria in humanitarian crises. MENTOR is currently providing ongoing emergency support to the most vulnerable communities in Liberia, Angola, Kenya, South Sudan, the Central African Republic and Southern Chad.

MENTOR Chad. MENTOR implemented malaria control programmes for ten years in Eastern Chad (2007 to 2011 – malaria epidemic) and in Southern Chad (2006 to 2016 – malaria endemic) among displaced people and surrounding host population. A new programme was implemented in 2017 in Southern Chad.

Overall Job Purpose

The Finance and Logistics Coordinator will assist MENTOR Chad in the overall implementation of programme support operations/services. The consultant will be the support manager for the national staff Head of Departments for Logistics, Finance and Administration. Reporting to the Country Director (CD), and will assist the CD in overseeing the management of financial aspects of the progarmme and will ensure that MENTOR Finance, Logistics, HR and Admin policies are adhered to. The Fin/Log’s Co will closely support the MENTOR technical team with other specialists including vector control, VBD prevention, IEC/BCC, and medical teams. The critical task is to ensure the programme achieves its objectives in all support related activities in accordance with the programme grant/award(s).

Responsible with the CD for compliance with the policies and procedures set out in MENTOR’s Programme Finance, Logistics, HR/Admin manuals and other policy/procedure guidelines that are applicable to a specific activity or situation (e.g. Security, Finance, HR policies and Logistics).

The main responsibilities of this post include the following:

Logistics Management

  • Assist the CD to ensure proper implementation of logistics procedures for warehousing and asset management, fleet and fuel management, communications systems and maintenance, local procurement and overall programme logistics support for activities.
  • Assist the CD in the coordination and insurance of the maintenance, repair and installation (when necessary), of all vehicles, generators, communication equipment and IT materials.
  • Support the CD with daily management of the running, maintenance and security of MENTOR real-estate.
  • Coordinate the logistical filing system to include all equipment manuals, maintenance schedules and logs documentation e.g. way bills, stock cards/requests, etc.
  • Assistance for programme Asset Management and disposal. Ensure all programme assets are fully recorded, monitored and maintained as required.
  • Keep current documentation, maintenance and insurance of all MENTOR vehicles and ensure a proper usage of vehicle log books, fuel consumption, daily / weekly routine checks (incl. fuel stocks and logs completed and recorded daily).

· Oversee selection/identification and maintenance of the office/accommodation facilities and their related utilities, ensuring safe and standard living and working conditions for all MENTOR sites.

Logistics Procurement

· Ensure that standard MENTOR procurement procedures are followed at all MENTOR offices in Chad

  • Assist, with the logistics team, to coordinate in-country procurement of programme entrants and operational support items.
  • Ensure consignment and Customs clearance of goods for their expected arrival in Juba and follow up on tax exemptions process.
  • Work with the Programme Support Officer and Grants Manager at HQ on international procurement.

Financial Coordination

  • In collaboration with the CD and HQ GM, provide assistance for ensuring the financial integrity of programmes.

· Assist the CD with the proper implementation of MENTOR finance field systems to ensure that timely and accurate financial reporting is sent to the HQ as required as well as to oversee adequate cash flow and regular follow up on budget expenditure and planning.

· Assist in accounting for all grants and in accordance with the grant agreement(s).

  • Assist to ensure good quality finance and administration systems as per the standard MENTOR guidelines are set up and functioning in field programmes.
  • Communicate with different department to oversee that program departments, including logistics, submit monthly budget forecasts and, on the basis of these, prepare monthly planned expenditure, to be sent electronically to HQ.
  • On the basis of internal cash available and planned expenditure, send monthly requests for cash (RCA) to HQ.
  • Prepare monthly paper and electronic reports on expenditures against the project budget(s) and send these together with copies of all hardcopy receipts and other expenditure-related paperwork to HQ, according to deadlines.
  • Prepare monthly payroll with the finance assistants, verify it with CD and send electronic as well as paper version to HQ.
  • Assist and provide on-going trainings to local administrators in the MENTOR Initiative procedures and ensure that all members of the MENTOR team are trained and respect the Finance, Administration and Logistics guidelines.
  • Responsible for payment of all local team members including daily workers when necessary.
  • Oversee allocation of ICLA and security cash to international team members as well as reimbursement of approved expenses.
  • Maintain all MENTOR bank accounts in-country and set-up new accounts according to programme needs.
  • Ensure that monthly bank statements are obtained and are legible and submit with monthly financial documentation

Administration

· Oversee with the CD that standard MENTOR administrative procedures and forms are adhered to and used for regular administrative matters including provision of documents as requested by relevant official authorities.

  • Follow up on all rental agreements including the MENTOR house(s), office(s), and vehicles, etc. and renew rental agreements when necessary.
  • When necessary, follow-up on The MENTOR Initiative’s registration in country with the Ministry of Foreign Affairs and other local actors.
  • Assist the CD with any other administrative tasks as required.

Human Resources

  • In collaboration with the CD, management of field logisticians and administrators, drivers, guards and cook/cleaners.
  • In collaboration with the CD, responsible for all administrative aspects of the local staff HR management systems. Ensuring systems are implemented properly (in line with local labour laws) to ensure transparent recruitment procedures, set up of internal rules and regulations, performance reviews, complaints systems, salary scale, local payroll .
  • Implement and develop (as needed) local staff policy in line with national labour law.
  • Help the CD to ensure compliance with all local government taxation and labour regulations concerning employment contracts.
  • Coordinate actions related to the administration of human resources activities ensuring consistency in the application of The MENTOR Initiative rules and procedures and local labour law.
  • Review and amend the Internal Rules and Regulations for MENTOR national staff in accordance with national labour law.
  • In collaboration with the CD, ensure that standard salary scale and per diem polices are in place and updated, upon validation from MENTOR HQ, regularly.
  • In collaboration with the CD, ensure that national staff adhere to The MENTOR Initiative contracts, policies and internal rules.
  • This includes set up of non-technical job descriptions and assisting with the editing of technical job descriptions, posting adverts, organizing interviews, etc.
  • In collaboration with the CD, ensure the effective implementation of national staff performance reviews in a timely manner in coordination with respective line managers.
  • In collaboration with the CD, ensure that international team members respect internal rules and policies in relation to the management of national staff under their responsibility.

Programme Support

· 50% time of travel to all sites within programme to monitor compliance with policies and procedures, review operational activities and work closely with field staff to enhance the operational support given.

  • At the request of the CD, provide Logistic/HR/finance/admin support during field missions.

Communication

Internal:

· Maintain regular communication and collaboration with the Technical and Project Field Coordinators

  • Organize regular general team meetings as well as operational support meetings.
  • Submit a summary report of activities carried out on a weekly basis. This report shall include identification of areas of weakness and strengths and recommendation for improvement in implementation and performance of the related tasks.
  • As requested work with MENTOR HQ to share best practice across the organization.
  • Possibility of conducting short Logistic and administrative/finance trainings in multiple countries.
  • Take part in Annual report on the overall accomplishments, challenges and general analysis of the ongoing objectives in relation to the programme achievement.

External:

  • Support the CD in assessment missions when required.
  • Assist the CD with field related information for external reports and/or donor proposals and in the creation of viable new proposals and budgets for future grants or Memorandums of Understanding.
How to apply:

[email protected] and send us your CV and a letter of motivation.

More Information

  • Job City Chad
  • This job has expired!
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The MENTOR Initiative saves lives in emergencies through tropical disease control and then stays to help people recover from crisis with dignity, working side by side with communities, health workers and health authorities to leave a lasting impact. Our PurposeThe MENTOR Initiative is a discrete and agile humanitarian organisation purpose built to relieve human suffering from tropical diseases. We act in some of the world’s most austere and vulnerable communities, who are often devastated and forgotten.  Regardless of race, creed or nationality, MENTOR strives to deliver disease control to populations at greatest risk of suffering and death. Our first and last considerations are the needs of the people we serve.smiles WMDAs signatories of the International Committee of the Red Cross Code of Conduct, we believe that aid should be given to everyone who is in need, and not be used to further a particular political, social or religious viewpoint.Experts in malaria and neglected tropical diseases, we establish large scale control during humanitarian emergencies to save lives and reduce suffering, whilst concurrently developing indigenous capacity and long term sustainable control of these diseases. Collaborating with communities, health workers, health authorities and international organisations, MENTOR leaves a lasting impact ensuring effective disease control surveillance, preventative and curative services, and providing learning for the future.We invest in targeted operational research to bring evidence based and proven disease control solutions to all our programmes. MENTOR use this learning to innovate, influence and implement international policy and practice.In all our endeavours, we strive to attain the highest professional values and standards, quality, accountability and our teams are committed to stay until the job is done. Notre VisionThe MENTOR Initiative sauve des vies pendant les situations d’urgences par le contrôle des maladies tropicales puis reste sur le terrain pour aider les gens à se remettre de la crise avec dignité, travaillant côte à côte avec les communautés, les personnels sanitaires et les autorités sanitaires pour avoir un impact durable.Notre ObjectifThe MENTOR Initiative est une organisation humanitaire discret et agile, conçue pour atténuer la souffrance humaine causée par les maladies tropicales. Les équipes de MENTOR agissent au sein de communautés qui sont parmi les plus austères et les plus vulnérables du monde, souvent dévastées et oubliées. Quelle que soit la religion ou la nationalité d’une population, MENTOR fait tout son possible pour lutter contre les maladies qui leur posent les plus grands risques de souffrance et de mort. Les premières et les dernières considérations sont les besoins des personnes que MENTOR sert.En tant que signataires du code de conduite du Comité international de la Croix-Rouge, MENTOR croit que l’aide doit être donné à chacun qui en a besoin, et ne doit pas être utilisé pour promouvoir un point de vue politique, social ou religieux.MENTOR utilise son expertise dans le paludisme et les maladies tropicales pour établir des programmes de lutte à grande échelle pendant des crises humanitaires afin de sauver des vies et réduire la souffrance. Il cherche en même temps à développer la capacité indigène et la lutte durable des maladies. En collaborant avec les communautés, les personnel sanitaires, les autorités sanitaires et les organisation internationales, MENTOR laisse un impact durable qui assure des services de contrôle, de surveillance, de prévention et de traitement efficaces, et qui fournit un apprentissage pour le futur.MENTOR investit dans la recherche opérationnelle ciblée afin que ses programmes de lutte contre les maladies utilisent des solutions basées sur des preuves et éprouvées. MENTOR utilise cette apprentissage pour innover, influencer et mettre en œuvre la politique et la pratique internationale.Dans tous ses efforts, MENTOR cherche à atteindre des valeurs et des normes de qualité et de responsabilité professionnelles les plus élevées ; les équipes de MENTOR s’engagent à rester jusqu’à ce que le travail soit terminé.

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0 USD Chad CF 3201 Abc road Full Time , 40 hours per week MENTOR Initiative

Background. The MENTOR Initiative (MENTOR) is a “not for profit”, charitable, non-governmental organization devoted to reducing death and suffering from malaria in humanitarian crises. MENTOR is currently providing ongoing emergency support to the most vulnerable communities in Liberia, Angola, Kenya, South Sudan, the Central African Republic and Southern Chad.

MENTOR Chad. MENTOR implemented malaria control programmes for ten years in Eastern Chad (2007 to 2011 – malaria epidemic) and in Southern Chad (2006 to 2016 – malaria endemic) among displaced people and surrounding host population. A new programme was implemented in 2017 in Southern Chad.

Overall Job Purpose

The Finance and Logistics Coordinator will assist MENTOR Chad in the overall implementation of programme support operations/services. The consultant will be the support manager for the national staff Head of Departments for Logistics, Finance and Administration. Reporting to the Country Director (CD), and will assist the CD in overseeing the management of financial aspects of the progarmme and will ensure that MENTOR Finance, Logistics, HR and Admin policies are adhered to. The Fin/Log's Co will closely support the MENTOR technical team with other specialists including vector control, VBD prevention, IEC/BCC, and medical teams. The critical task is to ensure the programme achieves its objectives in all support related activities in accordance with the programme grant/award(s).

Responsible with the CD for compliance with the policies and procedures set out in MENTOR’s Programme Finance, Logistics, HR/Admin manuals and other policy/procedure guidelines that are applicable to a specific activity or situation (e.g. Security, Finance, HR policies and Logistics).

The main responsibilities of this post include the following:

Logistics Management

  • Assist the CD to ensure proper implementation of logistics procedures for warehousing and asset management, fleet and fuel management, communications systems and maintenance, local procurement and overall programme logistics support for activities.
  • Assist the CD in the coordination and insurance of the maintenance, repair and installation (when necessary), of all vehicles, generators, communication equipment and IT materials.
  • Support the CD with daily management of the running, maintenance and security of MENTOR real-estate.
  • Coordinate the logistical filing system to include all equipment manuals, maintenance schedules and logs documentation e.g. way bills, stock cards/requests, etc.
  • Assistance for programme Asset Management and disposal. Ensure all programme assets are fully recorded, monitored and maintained as required.
  • Keep current documentation, maintenance and insurance of all MENTOR vehicles and ensure a proper usage of vehicle log books, fuel consumption, daily / weekly routine checks (incl. fuel stocks and logs completed and recorded daily).

· Oversee selection/identification and maintenance of the office/accommodation facilities and their related utilities, ensuring safe and standard living and working conditions for all MENTOR sites.

Logistics Procurement

· Ensure that standard MENTOR procurement procedures are followed at all MENTOR offices in Chad

  • Assist, with the logistics team, to coordinate in-country procurement of programme entrants and operational support items.
  • Ensure consignment and Customs clearance of goods for their expected arrival in Juba and follow up on tax exemptions process.
  • Work with the Programme Support Officer and Grants Manager at HQ on international procurement.

Financial Coordination

  • In collaboration with the CD and HQ GM, provide assistance for ensuring the financial integrity of programmes.

· Assist the CD with the proper implementation of MENTOR finance field systems to ensure that timely and accurate financial reporting is sent to the HQ as required as well as to oversee adequate cash flow and regular follow up on budget expenditure and planning.

· Assist in accounting for all grants and in accordance with the grant agreement(s).

  • Assist to ensure good quality finance and administration systems as per the standard MENTOR guidelines are set up and functioning in field programmes.
  • Communicate with different department to oversee that program departments, including logistics, submit monthly budget forecasts and, on the basis of these, prepare monthly planned expenditure, to be sent electronically to HQ.
  • On the basis of internal cash available and planned expenditure, send monthly requests for cash (RCA) to HQ.
  • Prepare monthly paper and electronic reports on expenditures against the project budget(s) and send these together with copies of all hardcopy receipts and other expenditure-related paperwork to HQ, according to deadlines.
  • Prepare monthly payroll with the finance assistants, verify it with CD and send electronic as well as paper version to HQ.
  • Assist and provide on-going trainings to local administrators in the MENTOR Initiative procedures and ensure that all members of the MENTOR team are trained and respect the Finance, Administration and Logistics guidelines.
  • Responsible for payment of all local team members including daily workers when necessary.
  • Oversee allocation of ICLA and security cash to international team members as well as reimbursement of approved expenses.
  • Maintain all MENTOR bank accounts in-country and set-up new accounts according to programme needs.
  • Ensure that monthly bank statements are obtained and are legible and submit with monthly financial documentation

Administration

· Oversee with the CD that standard MENTOR administrative procedures and forms are adhered to and used for regular administrative matters including provision of documents as requested by relevant official authorities.

  • Follow up on all rental agreements including the MENTOR house(s), office(s), and vehicles, etc. and renew rental agreements when necessary.
  • When necessary, follow-up on The MENTOR Initiative’s registration in country with the Ministry of Foreign Affairs and other local actors.
  • Assist the CD with any other administrative tasks as required.

Human Resources

  • In collaboration with the CD, management of field logisticians and administrators, drivers, guards and cook/cleaners.
  • In collaboration with the CD, responsible for all administrative aspects of the local staff HR management systems. Ensuring systems are implemented properly (in line with local labour laws) to ensure transparent recruitment procedures, set up of internal rules and regulations, performance reviews, complaints systems, salary scale, local payroll .
  • Implement and develop (as needed) local staff policy in line with national labour law.
  • Help the CD to ensure compliance with all local government taxation and labour regulations concerning employment contracts.
  • Coordinate actions related to the administration of human resources activities ensuring consistency in the application of The MENTOR Initiative rules and procedures and local labour law.
  • Review and amend the Internal Rules and Regulations for MENTOR national staff in accordance with national labour law.
  • In collaboration with the CD, ensure that standard salary scale and per diem polices are in place and updated, upon validation from MENTOR HQ, regularly.
  • In collaboration with the CD, ensure that national staff adhere to The MENTOR Initiative contracts, policies and internal rules.
  • This includes set up of non-technical job descriptions and assisting with the editing of technical job descriptions, posting adverts, organizing interviews, etc.
  • In collaboration with the CD, ensure the effective implementation of national staff performance reviews in a timely manner in coordination with respective line managers.
  • In collaboration with the CD, ensure that international team members respect internal rules and policies in relation to the management of national staff under their responsibility.

Programme Support

· 50% time of travel to all sites within programme to monitor compliance with policies and procedures, review operational activities and work closely with field staff to enhance the operational support given.

  • At the request of the CD, provide Logistic/HR/finance/admin support during field missions.

Communication

Internal:

· Maintain regular communication and collaboration with the Technical and Project Field Coordinators

  • Organize regular general team meetings as well as operational support meetings.
  • Submit a summary report of activities carried out on a weekly basis. This report shall include identification of areas of weakness and strengths and recommendation for improvement in implementation and performance of the related tasks.
  • As requested work with MENTOR HQ to share best practice across the organization.
  • Possibility of conducting short Logistic and administrative/finance trainings in multiple countries.
  • Take part in Annual report on the overall accomplishments, challenges and general analysis of the ongoing objectives in relation to the programme achievement.

External:

  • Support the CD in assessment missions when required.
  • Assist the CD with field related information for external reports and/or donor proposals and in the creation of viable new proposals and budgets for future grants or Memorandums of Understanding.
How to apply:

[email protected] and send us your CV and a letter of motivation.

2019-12-21

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