Sub Office Manager 21 views0 applications


The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Niger, Republic of Congo, South Sudan, Tanzania, and Uganda. AIRD’s objective is to offer operational support, including but not limited to supply chain, logistics, construction, infrastructure, environment, livelihoods and WASH in partnership with relief and development organizations that focus on disaster-affected and development-oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments

Job Summary

To provide overall management, logistical, financial, and administrative services to support the operations of the Suboffice.

Job Roles

Operational Management
· Ensure operations receive timely, effective, and efficient management, administrative, financial, and logistical support services to meet project objectives

· Ensure management, administrative, and logistical support systems and procedures are followed

· Implement appropriate management, administrative, and logistical support systems and procedures in coordination with the Operation Manager

· Manage the support and administration team

· Oversee cashbook entries and financial coding at the Sub Office

· Foster good communication and coordination between the support, administration team, and the technical operational team

· Implement the Human Resources, Procurement, Logistics, and Financial SOPs throughout AIRD programs

· Participate in meetings, networks, seminars, and conferences which relevant and beneficial to AIRD and its mission and mandate

· Contribute to fundraising initiatives where appropriate

Warehouse Management

· Supervise, monitor, and coordinate movements of supplies

· Maintain proper documentation and update of stock cards and bin cards

· Ensure the proper storage of items according to each reference requirements

· Prepare and submit consolidated stock movement reports on a monthly basis

Workshop Management

· Supervise, monitor, and coordinate the activity of the workshop in the Sub Office

· Ensure that the workshop inventory list for all equipment and spare parts is updated on monthly basis.

· Ensure that maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client/partners.

Fleet and fuel management

  • Plan transport and fuel operations in coordination with logistics officer in the Sub Office
  • Monitor vehicle movement to ensure timely delivery of services to the client and beneficiaries
    Ensure that drivers comply with the laws of the countries and at all times act with courtesy and professionalism

Human Resources

· Participate in the induction of new staff in the Sub Office

· Conduct appraisals of line-managed staff as per AIRD systems

· Support the selection, recruitment, and disciplinary systems and procedures of Sub Office staff

· Participate in the national staff capacity building, identification of staff training needs, and providing mentoring support where appropriate

Reporting and Communications
· Ensure daily communication and coordination with the Country Management Team, participate in CMT meetings, and coordinate Sub Office management meetings and briefings

· Ensure timely and detailed production of AIRD program internal reports as directed by the CPD;

· Ensure close monitoring of the ERP system

Representation

· Represent AIRD when dealing with local authorities, other organizations, and NGOs within the Sub Office area of operations

· Ensure all relevant parties are kept informed of AIRD activities as appropriate

· Support the CPD in his/her in-country Public Relations/Communications role

Donor and partner-related activity

· Coordinate the collection of information, and draft funding proposals and budgets for submission to Head Office for approval

· Identify and collect information on possible future donors and funding opportunities

· Create and maintain relationships with donors, partners, and other parties

Information Management
· Develop and maintain systems for recording program activities, outputs, and impact
· Provide relevant materials, case studies, photographs, events, and media contacts in line with AIRD’s corporate profile, identity, and message as directed by the CPD and Head Office Communications Department

· Develop appropriate internal reporting formats and ensure effective internal information flows

Finance Management

· Implement the Finance Policies and Procedures Manual as per the AIRD requirements

· Update the CPD with accurate information regarding the budget balances of the project(s) on a monthly basis

· Submit financial reports to UNHCR and other donors after endorsement by the CPD as per the UNHCR and AIRD rules and regulations

· Monitor the cash flow and budget utilization at the country program

· Remit timely payments of staff salaries and all other staff obligations as per the labor laws of the country

· Ensure an accurate budget coding of all financial documents on file

· Conduct monthly trial balance for both local & foreign currencies on monthly basis

Business Planning

· Contribute towards program business plans and budgets as directed by the Operations Manager

· Support the Operations Manager as required in the planning and implementation of activities and events within the program area

· Support in the monitoring and evaluation of program activities

· Undertake any other duties appropriate to the post as may be required

Qualifications and Education Requirements:

  • “Minimum bachelor’s degree and/or postgraduate degree in Supply Chain Management, Logistics, Mechanical Engineering, or related fields.”

General Work Experience:

  • At least 10 years of practical experience in humanitarian response
  • Experience in operations management or implementation within the humanitarian sector.
  • Experience in coordinating group activities and managing cross-functional teams.
  • Knowledge of project management techniques.
  • Relevant experiences with UNs and/or major donors

Skills:

  • Strong organizational and coordination skills.
  • Competence in managing budgets efficiently.
  • Ability to work independently and as part of a team.
  • Good communication and interpersonal skills.
  • Proficiency in MS Office and other relevant software.

Languages:
Must be conversant with English and French (written and spoken)

More Information

  • Job City Uganda
Share this job


AIRD is a non-political, non-religious and non-profit making African NGO. AIRD’s objective is to promote human dignity and equity and achieve peace, democracy and environmental sustainability in Africa in particular and the world at large. AIRD is currently implementing the Repatriation, Reintegration, Rehabilitation, Logistic and Infrastructure and Constructions in Uganda, Chad, DRC, Republic of the Congo, Tanzania and Burkina Faso. Transparency, accountability and flexibility, have been AIRD’s main achievements as reflected in the trust of the governmental counterparts and UNHCR

The African Initiatives for Relief and Development (AIRD) was founded in 2006 and is a non-political, non-religious and non-profit making International NGO. AIRD is currently working in 8 African countries in East, Central and West Africa.

AIRD’s objective is to offer operational support, including but not limited to: supply chain, logistics, construction, infrastructure, environment, livelihoods and WASH in partnership with relief and development organizations that focus on disaster-affected and development oriented areas.

Connect with us
More jobs from African Initiatives for Relief and Development
0 USD Uganda CF 3201 Abc road Fixed Term , 40 hours per week African Initiatives for Relief and Development

The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Niger, Republic of Congo, South Sudan, Tanzania, and Uganda. AIRD’s objective is to offer operational support, including but not limited to supply chain, logistics, construction, infrastructure, environment, livelihoods and WASH in partnership with relief and development organizations that focus on disaster-affected and development-oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments

Job Summary

To provide overall management, logistical, financial, and administrative services to support the operations of the Suboffice.

Job Roles

Operational Management · Ensure operations receive timely, effective, and efficient management, administrative, financial, and logistical support services to meet project objectives

· Ensure management, administrative, and logistical support systems and procedures are followed

· Implement appropriate management, administrative, and logistical support systems and procedures in coordination with the Operation Manager

· Manage the support and administration team

· Oversee cashbook entries and financial coding at the Sub Office

· Foster good communication and coordination between the support, administration team, and the technical operational team

· Implement the Human Resources, Procurement, Logistics, and Financial SOPs throughout AIRD programs

· Participate in meetings, networks, seminars, and conferences which relevant and beneficial to AIRD and its mission and mandate

· Contribute to fundraising initiatives where appropriate

Warehouse Management

· Supervise, monitor, and coordinate movements of supplies

· Maintain proper documentation and update of stock cards and bin cards

· Ensure the proper storage of items according to each reference requirements

· Prepare and submit consolidated stock movement reports on a monthly basis

Workshop Management

· Supervise, monitor, and coordinate the activity of the workshop in the Sub Office

· Ensure that the workshop inventory list for all equipment and spare parts is updated on monthly basis.

· Ensure that maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client/partners.

Fleet and fuel management

  • Plan transport and fuel operations in coordination with logistics officer in the Sub Office
  • Monitor vehicle movement to ensure timely delivery of services to the client and beneficiaries Ensure that drivers comply with the laws of the countries and at all times act with courtesy and professionalism

Human Resources

· Participate in the induction of new staff in the Sub Office

· Conduct appraisals of line-managed staff as per AIRD systems

· Support the selection, recruitment, and disciplinary systems and procedures of Sub Office staff

· Participate in the national staff capacity building, identification of staff training needs, and providing mentoring support where appropriate

Reporting and Communications · Ensure daily communication and coordination with the Country Management Team, participate in CMT meetings, and coordinate Sub Office management meetings and briefings

· Ensure timely and detailed production of AIRD program internal reports as directed by the CPD;

· Ensure close monitoring of the ERP system

Representation

· Represent AIRD when dealing with local authorities, other organizations, and NGOs within the Sub Office area of operations

· Ensure all relevant parties are kept informed of AIRD activities as appropriate

· Support the CPD in his/her in-country Public Relations/Communications role

Donor and partner-related activity

· Coordinate the collection of information, and draft funding proposals and budgets for submission to Head Office for approval

· Identify and collect information on possible future donors and funding opportunities

· Create and maintain relationships with donors, partners, and other parties

Information Management · Develop and maintain systems for recording program activities, outputs, and impact · Provide relevant materials, case studies, photographs, events, and media contacts in line with AIRD’s corporate profile, identity, and message as directed by the CPD and Head Office Communications Department

· Develop appropriate internal reporting formats and ensure effective internal information flows

Finance Management

· Implement the Finance Policies and Procedures Manual as per the AIRD requirements

· Update the CPD with accurate information regarding the budget balances of the project(s) on a monthly basis

· Submit financial reports to UNHCR and other donors after endorsement by the CPD as per the UNHCR and AIRD rules and regulations

· Monitor the cash flow and budget utilization at the country program

· Remit timely payments of staff salaries and all other staff obligations as per the labor laws of the country

· Ensure an accurate budget coding of all financial documents on file

· Conduct monthly trial balance for both local & foreign currencies on monthly basis

Business Planning

· Contribute towards program business plans and budgets as directed by the Operations Manager

· Support the Operations Manager as required in the planning and implementation of activities and events within the program area

· Support in the monitoring and evaluation of program activities

· Undertake any other duties appropriate to the post as may be required

Qualifications and Education Requirements:

  • “Minimum bachelor’s degree and/or postgraduate degree in Supply Chain Management, Logistics, Mechanical Engineering, or related fields.”

General Work Experience:

  • At least 10 years of practical experience in humanitarian response
  • Experience in operations management or implementation within the humanitarian sector.
  • Experience in coordinating group activities and managing cross-functional teams.
  • Knowledge of project management techniques.
  • Relevant experiences with UNs and/or major donors

Skills:

  • Strong organizational and coordination skills.
  • Competence in managing budgets efficiently.
  • Ability to work independently and as part of a team.
  • Good communication and interpersonal skills.
  • Proficiency in MS Office and other relevant software.

Languages: Must be conversant with English and French (written and spoken)

2024-12-28

NGO Jobs in Africa | NGO Jobs

Ngojobsinafrica.com is Africa’s largest Job site that focuses only on Non-Government Organization job Opportunities across Africa. We publish latest jobs and career information for Africans who intends to build a career in the NGO Sector. We ensure that we provide you with all Non-governmental Jobs in Africa on a consistent basis. We aggregate all NGO Jobs in Africa and ensure authenticity of all jobs available on our site. We are your one stop site for all NGO Jobs in Africa. Stay with us for authenticity & consistency.

Stay up to date

Subscribe for email updates

December 2024
MTWTFSS
« Jan  
 1
2345678
9101112131415
16171819202122
23242526272829
3031 
RSS Feed by country: