Action Against Hunger | ACF International is a global humanitarian organization committed to ending world hunger. Recognized as a leader in the fight against malnutrition, ACF saves the lives of malnourished children while providing communities with access to safe water and sustainable solutions to hunger. With 30 years of expertise in emergency situations of conflict, natural disaster, and chronic food insecurity, ACF runs life-saving programs in some 40 countries benefiting five million people each year.
Job Title: Logistics and Administration Coordinator
Location: Abuja Nigeria
Languages Required: English
Reference Code: RW_8BQM36-57
Job Objectives:
Objective 1: Mission’s Logistics is properly set-up and coordinated
Activities :
• To set up Mission’s logistics systems according to ACF standards:
- To implement Mission’s logistics essential procedures based on Kit-Log 3.
- Organization and supervision of the supply chain ensuring timely and quality provision of supplies to the program and base
- Implementation of standard procurement procedures in accordance with Kit Log and donors standards
- Set up and management of warehouse facilities in accordance with Kit Log and project needs
- Equipment assessment, planning, purchase, allocation and management as well as development of tools and procedures of equipment management as needed
- Organization and supervision of the fleet and its management (rental contracts, movements follow up, report, log book maintenance) in accordance with Kit Log and security regulations
- Organization and subsequent supervision of information management and means of communication ensuring adherence to security procedures and the Kit Log
• To recruit and manage logistic departments staff:
- Recruitment, organization of the logistic department; forecast of the HR logistics needs and preparation of organizational chart updates (logistics department).
- Capacity building and training of national logistics team, particularly on ACF and donors guidelines/procedures.
- Overall technical support and evaluation of national logistics staff
- Briefing of all new expatriates (security + basic logistic)
• To manage Mission’s logistics properly and efficiently:
- Specification and forecast of further logistics structures, systems, and needs for current and new projects
- Planning and management of the logistic budget lines as well as cost analysis of logistics related expenses
- Implementation and standardization of the logistic procedures as defined in the Kit Log and donor-specific regulations; development of additional procedures if required
- Assessment of logistic needs, evaluation of the costs and feasibility for the supplies, draft of the procurement planning & logistic budget.
- Liaison with the HQ for all the logistics aspects
- Opening field base in Yobe
• To provide support to CD and Field Co on security management:
- Development/update and implementation of security-related systems and procedures on the mission under the supervision of the CD / Desk officer
- Organization of training on security for expatriate and national staff in collaboration with CD
- Involvement in crisis and incident management and reporting under the supervision of CD / desk officer
Objective 2: Mission’s Finance department is properly set-up and coordinated (with the temporary support of Finance & HR Coordinator)
Activities :
• To set up and ensure proper financial management, in liaison with the Managing HQ and CD:
- Collaborate intensively with all staff to ensure the most effective management of contracts
- Collaborate intensively with all staff to efficiently forecast the budgetary needs of the mission
- Producing monthly accounts using the accountancy program SAGA and methodology of AAH/USA
- Controlling the expenses of the mission and strictly manage the funds of the mission’s donor contracts
- Provision of updates on rate of expenditure of budgets
- Controlling bank transfers, money withdrawal, ‘in country’ cash management, currency exchanges, etc
- Security of the money in the premises and during transfers into and within the country ensuring that a minimum of cash remains in the bases and the mission in general
- Coordinate with all staff to establish budgets (and budget amendments if necessary) for new proposals thereby requiring superior knowledge of donor policy and guidelines
- Producing quarterly and final financial reports for donors (and follow-up of Structure budget as necessary)
- Ensuring the correct filing of invoices of the mission’s accounts
- Preparation of reports / information for Auditors (when necessary) and conduct internal audits of the mission itself
- Communicate all expatriate advances to Headquarters and ensure that they have been properly encoded in the accountancy
- Follow the mission’s payables and receivables to certify that the organization remains up-to-date
- Create and implement a mission financial plan
• To set up and ensure proper administrative management, in liaison with PM / Field Co / Tech Co / CD
- Ensure adherence to the administrative and financial conditions of the Donor contracts
- Remain up-to-date with any changes in donor requirements and to be the reference point for donor questions for the mission
- Maintain relations (regarding administrative issues) with other NGOs / international organizations in country
- Negotiation, drafting / checking, and signature, of contracts for renting / purchases / services
- Contract management for all ongoing contracts
- Registration of Organization – ensure adherence to ongoing requirements and procedures
Objective 3: Mission’s HR department is properly set-up and coordinated (with the temporary support of Finance & HR Coordinator)
Activities :
• To set-up and ensure proper national HR management
- Co-ordination and implementation of national human resources policy and procedures – to ensure fair, consistent and coherent decisions and actions regarding categories, salaries, promotions, trainings, evaluations and disciplinary sanctions
- Payment of salaries, and taxes and social charges to the relevant authorities
- Ensure staff files are complete and updated: vacation follow-up, contracts, salaries, warnings, evaluations, etc.
- Producing all staff related documents: salary scale (to be updated every year with market surveys), internal regulations, evaluation forms, recruitment forms, etc.
- Providing support and guidance to all managers in human resource management including, but not limited to, warnings, dismissals, recruitment, promotion, evaluation, resolution of conflicts, and the like
- Labour legislation – ensure compliance with national legislation (employment contracts, internal regulations, records of employment taxes and contributions, etc.)
• To set-up and ensure proper international HR management
- Follow-up of expatriates’ contracts: renewal, insurance cover, incoming / returning formalities
- Produce monthly human resources package
- Update of administrative documents: ensure all visas are current, registration at the embassies are submitted; update expatriate record sheets
- Brief, and provide a continued point of reference, for expatriates on the administrative details of the mission and ACF
- Supervise travel arrangements, payment of Per Diem, advances on indemnities, and break allowances
- Responsible to manage medical evacuation (if necessary)
Objective 4: Other
Activities :
• Involvement in the coordination team
- To ensure good team work and communication with the other team members of the coordination team
- To replace the the HoM in case of absence from the mission
- To provide support to the HoM in donor representation if necessary
- To remain aware of the programs and the technical aspects of the programs
- To manage relations with authorities and donors when related to tasks (for example: justice department, donors for financial issues, etc)
• Training
- Train and continually develop the administrative / financial capacity of the administration staff of the mission
- Train the expatriates in financial / HR procedures (sensitization to budget follow-up, recruitment, evaluation, etc)
- Formally evaluate their staff
- Travel to bases to form staff, offer support and/or audit as necessary
Objective 1: Mission’s Logistics is properly set-up and coordinated
Activities :
• To set up Mission’s logistics systems according to ACF standards:
- To implement Mission’s logistics essential procedures based on Kit-Log 3.
- Organization and supervision of the supply chain ensuring timely and quality provision of supplies to the program and base
- Implementation of standard procurement procedures in accordance with Kit Log and donors standards
- Set up and management of warehouse facilities in accordance with Kit Log and project needs
- Equipment assessment, planning, purchase, allocation and management as well as development of tools and procedures of equipment management as needed
- Organization and supervision of the fleet and its management (rental contracts, movements follow up, report, log book maintenance) in accordance with Kit Log and security regulations
- Organization and subsequent supervision of information management and means of communication ensuring adherence to security procedures and the Kit Log
• To recruit and manage logistic departments staff:
- Recruitment, organization of the logistic department; forecast of the HR logistics needs and preparation of organizational chart updates (logistics department).
- Capacity building and training of national logistics team, particularly on ACF and donors guidelines/procedures.
- Overall technical support and evaluation of national logistics staff
- Briefing of all new expatriates (security + basic logistic)
• To manage Mission’s logistics properly and efficiently:
- Specification and forecast of further logistics structures, systems, and needs for current and new projects
- Planning and management of the logistic budget lines as well as cost analysis of logistics related expenses
- Implementation and standardization of the logistic procedures as defined in the Kit Log and donor-specific regulations; development of additional procedures if required
- Assessment of logistic needs, evaluation of the costs and feasibility for the supplies, draft of the procurement planning & logistic budget.
- Liaison with the HQ for all the logistics aspects
- Opening field base in Yobe
• To provide support to CD and Field Co on security management:
- Development/update and implementation of security-related systems and procedures on the mission under the supervision of the CD / Desk officer
- Organization of training on security for expatriate and national staff in collaboration with CD
- Involvement in crisis and incident management and reporting under the supervision of CD / desk officer
Objective 2: Mission’s Finance department is properly set-up and coordinated (with the temporary support of Finance & HR Coordinator)
Activities :
• To set up and ensure proper financial management, in liaison with the Managing HQ and CD:
- Collaborate intensively with all staff to ensure the most effective management of contracts
- Collaborate intensively with all staff to efficiently forecast the budgetary needs of the mission
- Producing monthly accounts using the accountancy program SAGA and methodology of AAH/USA
- Controlling the expenses of the mission and strictly manage the funds of the mission’s donor contracts
- Provision of updates on rate of expenditure of budgets
- Controlling bank transfers, money withdrawal, ‘in country’ cash management, currency exchanges, etc
- Security of the money in the premises and during transfers into and within the country ensuring that a minimum of cash remains in the bases and the mission in general
- Coordinate with all staff to establish budgets (and budget amendments if necessary) for new proposals thereby requiring superior knowledge of donor policy and guidelines
- Producing quarterly and final financial reports for donors (and follow-up of Structure budget as necessary)
- Ensuring the correct filing of invoices of the mission’s accounts
- Preparation of reports / information for Auditors (when necessary) and conduct internal audits of the mission itself
- Communicate all expatriate advances to Headquarters and ensure that they have been properly encoded in the accountancy
- Follow the mission’s payables and receivables to certify that the organization remains up-to-date
- Create and implement a mission financial plan
• To set up and ensure proper administrative management, in liaison with PM / Field Co / Tech Co / CD
- Ensure adherence to the administrative and financial conditions of the Donor contracts
- Remain up-to-date with any changes in donor requirements and to be the reference point for donor questions for the mission
- Maintain relations (regarding administrative issues) with other NGOs / international organizations in country
- Negotiation, drafting / checking, and signature, of contracts for renting / purchases / services
- Contract management for all ongoing contracts
- Registration of Organization – ensure adherence to ongoing requirements and procedures
Objective 3: Mission’s HR department is properly set-up and coordinated (with the temporary support of Finance & HR Coordinator)
Activities :
• To set-up and ensure proper national HR management
- Co-ordination and implementation of national human resources policy and procedures – to ensure fair, consistent and coherent decisions and actions regarding categories, salaries, promotions, trainings, evaluations and disciplinary sanctions
- Payment of salaries, and taxes and social charges to the relevant authorities
- Ensure staff files are complete and updated: vacation follow-up, contracts, salaries, warnings, evaluations, etc.
- Producing all staff related documents: salary scale (to be updated every year with market surveys), internal regulations, evaluation forms, recruitment forms, etc.
- Providing support and guidance to all managers in human resource management including, but not limited to, warnings, dismissals, recruitment, promotion, evaluation, resolution of conflicts, and the like
- Labour legislation – ensure compliance with national legislation (employment contracts, internal regulations, records of employment taxes and contributions, etc.)
• To set-up and ensure proper international HR management
- Follow-up of expatriates’ contracts: renewal, insurance cover, incoming / returning formalities
- Produce monthly human resources package
- Update of administrative documents: ensure all visas are current, registration at the embassies are submitted; update expatriate record sheets
- Brief, and provide a continued point of reference, for expatriates on the administrative details of the mission and ACF
- Supervise travel arrangements, payment of Per Diem, advances on indemnities, and break allowances
- Responsible to manage medical evacuation (if necessary)
Objective 4: Other
Activities :
• Involvement in the coordination team
- To ensure good team work and communication with the other team members of the coordination team
- To replace the the HoM in case of absence from the mission
- To provide support to the HoM in donor representation if necessary
- To remain aware of the programs and the technical aspects of the programs
- To manage relations with authorities and donors when related to tasks (for example: justice department, donors for financial issues, etc)
• Training
- Train and continually develop the administrative / financial capacity of the administration staff of the mission
- Train the expatriates in financial / HR procedures (sensitization to budget follow-up, recruitment, evaluation, etc)
- Formally evaluate their staff
- Travel to bases to form staff, offer support and/or audit as necessary
Qualifications:
Education / Specific Degrees / Special Skills :
• Excellent knowledge of standard logistics procedures and practices
• Strong financial background (accountancy or financial management).
Education / Specific Degrees / Special Skills :
• Excellent knowledge of standard logistics procedures and practices
• Strong financial background (accountancy or financial management).
Ability to analyze budgets and make financial forecasts.
• Staff management experience and strong HR Management skills
• Rigorous organizational (definition of priorities, delegation, training)
• Good computer skills (Word, Excel, Accountancy packages, and system management)
• Initiative and flexibility – and wider vision of further impact of the administrative issues
• Ability to adapt, multitask and deal with stressful situations
• Team player and good communication skills
Humanitarian field experience requested: YES
• Staff management experience and strong HR Management skills
• Rigorous organizational (definition of priorities, delegation, training)
• Good computer skills (Word, Excel, Accountancy packages, and system management)
• Initiative and flexibility – and wider vision of further impact of the administrative issues
• Ability to adapt, multitask and deal with stressful situations
• Team player and good communication skills
Humanitarian field experience requested: YES
How to apply
Please apply online at :http://www.actionagainsthunger.org/get-involved/jobs/field/logistics-administration-coordinator
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