Country: South Sudan
Closing date: 12 Jan 2017
We are looking for our delegation in South Sudan for a
Base Logistician Administrator
Location and working conditions: Yei – South Sudan
Activity rate: 100%
Start date of post: 03.01.2017
Duration : 6 months
Deadline: Terre des hommes does not set closing dates for this position; recruitment is ongoing until the position is filled.
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Conditions :**
Junior Programme Officer position Swiss salaried contract 1800 CHF net /month x 13 times (+ Withholding AVS candidate for Switzerland). Vacancy: 25 days/year, Health insurance, accident and medical repatriation insurance, location, return flight.
Context:
Juba became the world newest national capital on the 9th July 2011, when South Sudan formally declared its independence from the Republic of Sudan. In December 2013 a conflict broke out between the President (Salva Kiir) and former Vice President (Riek Machar). Numerous ceasefires were mediated between the SPLA (Sudan’s People Liberation Army) and SPLA- IO (in opposition) but were subsequently broken.
In August 2015 an Agreement of the Resolution of the Conflict in South Sudan was signed between the parties in conflict, nevertheless the violence never stopped in the country and the metaphorical road toward real peace still looks very difficult.
Our intervention in GPAA / Boma state has started in March 2015 with the implementation of a program, which aimed at providing psychosocial, social and economic assistance to Children formerly Associated with Armed Forces and Armed Groups (CAFAAG) for their reintegration. Since January 2016, Tdh has also been implementing a Wash & Child Protection intervention in the same area.
In November 2016, Tdh launched an assessment in Yei to understand the specific household level living conditions to determine the immediate humanitarian needs of the affected population, with a focus on uncovered priority needs of conflict-affected children, and provide recommendations for emergency interventions in Yei. Tdh will now open a new base in Yei and start activities early 2017.
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Main responsibilities :**
This position is an expatriate position. The Logistician Administrator will supervise the Logistics team and admin Assistant of the project in Yei. The purpose of the position is to supervise all logistic and administrative financial HR activities regarding to the projects and Tdh Yei base:
- Management of the fleet of vehicles / equipment - Stock and assets Management
- Procurement – supply
- Management of office and guest houses maintenance and functioning
- Participation in security management
- Accounting and Cash management
- Budget Follow up
- Implementation of Tdh Human Resources policy and HR management
Function details :
Key responsibilities :
Management of the fleet of vehicles/equipment
- Organize the allocation and provision of the vehicles/equipment;
- Identify the requirements and choose the suppliers;
- Provide training in the handling of equipment and develop operating procedures;
- Ensure a proper follow up of movement and fuel is in place (log book, monthly fuel follow up, etc.);
- Monitor the additional equipment required and advise on the purchase;
- Ensure that the preventive and curative maintenance of vehicles is done;
- Diagnose breakdowns and organize the repairs;
- Install the equipment and maintain it;
- Implement the monitoring tools.
Procurement – supply – Transport of goods
- Handle orders and service contracts according to the established rules;
- Together with the Finance Admin Coordinator (FAC) and the Supply Officer in Juba, organize the different stages in purchasing goods and services: orders, tracking, taking delivery, any customs clearance, conformity checks and budget check;
- Ensure purchasing logistics procedures are followed;
- Choose the methods of transporting and packaging the marchandise;
- Schedule shipments and track them up to their final destination;
- Organize the local transport with Juba team.
Stock Management
- Ensure the flow of merchandise is organized;
- Take delivery of the merchandise and check the quality & quantity;
- See to the physical management of the stock and in particular, attend to phytosanitary measures and expiry dates if needed;
- Monitor the stock list and implement the relevant tools (stock cards, bin cards etc..).
Equipment and accessories management
- Identification, registration and labeling of all the equipment;
- Follow up and update of the equipment and accessories’ list.
Management of office and guest houses maintenance and functioning
- Ensure adequate and required equipment/furniture are in place and functioning;
- Ensure follow up and supply of office supplies;
- Organize various maintenance and repairs if needed;
- Ensure safety and hygiene in the base.
Security Management
- Adhere strictly to Tdh and country security rules;
- Participate in the elaboration and updating of the country security plan and guidelines;
- Hold security briefings;
- Ensure that safety equipment is present, up-to-date and in compliance in the different office, guest houses and project locations.
Administrative management of personnel
- Assist in welcoming and integrating new personnel, ensure they receive administrative briefing;
- Supervise the administrative management of personnel recruitment and hiring at his/her base;
- Supervise the archiving, handling and security of Tdh personnel files;
- Ensure that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel;
- Centralise training requests from teams and set up a training plan;
- Assist in ordering and determining disciplinary measures;
- Apply the formalities provided for sanctions and for termination or breach of contract;
- Supervise the collection of elements needed to establish wages and monitor their proper implementation.
Administrative management of the mission
- Verify and validate all contracts drafted at the base;
- Assist in selecting Tdh premises;
- Ensure administrative monitoring of insurance locations, claims and contracts.
Cash-flow/bookkeeping
- Manage the base's cash-flow and ensure that cash boxes are well supplied;
- Manage transfers and monitor the security of funds;
- Formulate cash-flow forecasts with the program manager;
- Supervise the upkeep and security of safes and cash-boxes;
- Validate all disbursements and commitments of expenditure, in compliance with Tdh procedures;
- Supervise account keeping at Yei base, monitor cash balances;
- Verify the accounting files before they are sent to HQ.
Budgetary / financial monitoring
- Update and analyze budget follow up in conjunction with FAC and program teams;
- Make connections between budgetary consumption and activity progress. Propose solutions if necessary;
- Monitor functioning costs at his/her assignment base;
- Oversee adherence to donor administrative procedures;
- Assist in formulating budgets for new projects.
Coordination and General support
- Organize travels in the framework of the projects (planning, vehicles, tracking movements, escort, etc.);
- Provide team members with the information necessary for the successful implementation of the projects;
- Make suggestions and participate in the development of new tools in his/her field of activity;
- Create strategies to improve the support for the programs in the intervention zone.
Reporting/communication
- Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force;
- Take part in meetings relating to administrative aspects, represent Tdh on request and/or by order;
- Supervise the sending of administrative files to the Coordination;
- Ensure administrative and financial reports are made to the Coordination according to Tdh administrative calendar.
Strategy and Policy
- Together with the FAC and the Project Managers, contribute to drawing up and implementing intervention strategies with relation to project teams.
Other
- Agree to comply with Tdh Code of Conduct and promote Child Safeguarding policy;
- Report serious cases of abuse on children that she/he would be aware of in Tdh’s intervention locations. Strict confidentiality must be respected;
- Adhere to and enforce current administrative and logistical regulations and procedures;
- Work in close collaboration with operational projects and departments.
Profile :
Knowledge:
- Professional diploma or university degree in a Logistics field (supply, IT, mechanic...) and/or Professional diploma or university degree in Accounting, Business, Administration, Economics or Audit
- At least 2 years' experience in a similar position
- Advance IT knowledge (hardware and software, Microsoft Office, Internet)
- Knowledge of SAGA is appreciated
- Previous experience with an NGO is mandatory
- Previous experience in remote area
Skills:
- Required qualities: organized, sense of human relations, diplomacy, communication skills
- Desirable: proactive, autonomous, rigorous, analytical, willingness and motivation to work in an international and intercultural context
Languages:
- Fluent in English (written and spoken)
- Knowledge of South Sudan context would be a distinct advantage
Child Protection Policy:
- To commit to respect Tdh Risk Management Policies including: Child Protection Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy
- To commit to ensure the best implementation possible of th Tdh Risk Management Policies in South Sudan
- To commit to inform supervisors and to deal with any cases, allegations, or possibility of transgression, even potential, of the Tdh Risk Management Policies
We offer an exciting and varied work, useful and meaningful, in a team that wants to make a difference for vulnerable children.
Are you interested? Do you want to face this challenge?
How to apply:
Please postulate on our website: www.tdh.ch/en/jobs We will only consider complete online applications corresponding to the required profile. Your application must include a complete CV and a covering letter. If you are not shortlisted, your file will be destroyed by us, according to the rules on data protection.
If you face difficulties in applying online, please contact our HR department: rh@tdh.ch
Terre des hommes provides equal working conditions for men and women. Furthermore, for candidates with equivalent qualifications and for positions with responsibilities, applications from women are strongly encouraged.
The recruitment and selection procedures of Terre des hommes reflect our commitment for child security and protection.