Vacancies

Base Manager

Duration of Employment: Two (Years) with posibility of extension
Location: Port Loko, Sierra Leone
Number of Post: 1 (One)

Application Instructions: Submit CV and Cover Letter to info@afriqia-solutions.com with “Base Manager” in Subject Line.

  • About the Client

    Concern Worldwide is a nongovernmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. In Sierra Leone Concern Worldwide programmes focus on health, education and livelihood improvements in the framework of addressing challenges in relation to lack of (or low return on) assets, inequality and risk and vulnerability. Concern Worldwide has been operational in Sierra Leone since 1996. Programme implementation is based in two areas, namely Tonkolili District and urban and peri-urban areas in Freetown and the surrounding the Western Area.

  • Job Purpose

    The Position holder will provide day to day support to the implementation of the Base by ensuring that the systems (logistics, administration, HR and finance) are functioning in accordance to the needs of the programme.

  • SPECIFIC ROLES AND RESPONSIBILITIES

    Promote accountability and ensure compliance with Concern’s Code of Conduct and Associated Policies (Programme Participants Protection Policy, Child Safeguarding Policy, Anti-trafficking Policy), Anti-Fraud Policy and Core Humanitarian Standard (CHS), including the complaint and response mechanism (CRM), to ensure maximum protection of programme participants and the efficient and transparent use of Concern’s resources.

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    Promote Equality, especially gender, within the organization and across programmes, in line with Concern’s Equality Policy and, and ensures targeting and project implementation is informed by How Concern Understands Extreme Poverty (HCUEP).

    Promote and protect the reputation of Concern in external settings, ensuring that the organisation’s experience and expertise is well communicated and consistently presented, and that we are looked upon as a professional organization, guided by organizational policies and Concern’s Code of Conduct

      Logistics, Finance and Administration:

    • With support from the Area Coordinator and Systems Director, to ensure that the Port Loko programme and office implements and maintains standard Concern systems and best practice for logistics, administration, finance and HR functions;
    • To liaise with the Magburaka office to ensure efficient and timely systems support and collaboration necessary to implement the programme
    • Develop accurate transport and administration budgets for donor proposals and as part of Concern’s annual budget processes
    • Manage transport and administration expenditure and budgets
    • Oversee finance function to ensure that all spending is in line with Concern financial procedures and Donor requirements
    • In collaboration with programme managers, ensure that cash forecast and cash request is submitted on time to ensure timely transfer of funds.
    • Oversee the fleet management function to ensure transport procedures are followed in relation to transport reports, movement planning and vehicle servicing
    • Oversee the management of the Logistics function to ensure Concern’s assets are correctly managed; adherence to donations-in-kind paperwork procedure; efficient management of Concern warehouses and stores
    • Advise on distributions of relief items to beneficiaries and ensure that they are in line with Sphere standards and donor requirements
    • Oversee the on-going maintenance and running of Concern premises in Port Loko (office, residence and stores) ensuring that adequate supplies, staffing and support systems are in place.
    • Oversee the compilation and submission of monthly and quarterly logistics reports to the Logistics Freetown office with copy to Magburaka office;
    • Liaise with UN agencies like UNICEF, WFP, UNHCR, Logistics Cluster and other UN agencies and Cluster leaders, co-leaders or other relevant government departments and authorities
    • Participate in interagency logistics meetings as applicable and provide timely reports to the Area Coordinator and the Systems Coordinator.
    • In close coordination with the Area Coordinator and the Systems Director provide logistics support to the Magburaka and Freetown Concern offices

    • Procurement Management:

    • In collaboration with Systems Director, develop the implementation of supply chain policies and procedures as per the Concern Worldwide procurement manual
    • Work with the programme teams and the Area Coordinator Magburaka to develop realistic annual procurement plans and ensure that these are maintained, adhered to, and regularly updated
    • Preparing supply framework agreement with identified suppliers
    • Assist in developing an efficient and effective supply chain with the aim of reducing operational cost and keep database of suppliers and prices of frequently needed goods and services
    • Ensure all Concern staff are trained in order-planning and are aware of the procurement procedures and inform staff about each revision

    • Human Resources management:

    • Provide management oversight to the Programs, Logistics, finance and Admin/HR staff;
    • Provide training to relevant staff on Concern’s logistics systems 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
    • Adhere fully to the commitments and rules laid out in the Programme Participant Protection Policy (P4) and Code of Conduct, including respecting confidentiality.
    • Report to the appropriate manager, all violations of the P4 or CoC, this is a mandatory duty of all staff.
    • Assist with planning and identification of staffing needs
    • Advise on career planning of systems staff
    • Ensure that the Performance Development Reviews (PDR’s) of base staff is done in a timely and proper manner.
    • Advise on and monitor the implementation of Concern's HR policy and procedures with respect to both international and national personnel.
    • Assist in recruitments (as required), train and develop national systems staff (logistics, HR, admin etc.)
    • Ensure staff records of staff in Port Loko Office are up to date, and regular staffing updates are provided to the SD and AC in Magburaka, advising on replacement needs, extensions, terminations, holidays, R & R etc.

    • Communications and ICT systems support:

    • In liaison with and support of the National ICT officer, ensure that computer and communication needs of the staff are met and that relevant operating protocols are adhered to;
    • Ensure that all communications equipment is operational, used in line with communication policies and that requisite training is provided to staff on 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 ICT equipment.
    • Assess maintenance requirements of communication equipment and provide recommendations; assist in the development of communication guidelines for the country program

    • Security Management:

    • Performing security management tasks as delegated by Area Coordinator Magburaka and Systems Director. Ensure that relevant standard operation procedures (SOP’s) are up to date and adhered to
    • In Collaboration with AC/SC you will set-up Port Loko Security Focal Group,ensure all staff and visitors are briefed on the SMP (Security Management Plans) and SOPs and are fully aware of their duties and responsibilities related to security.
    • Ensure that residences, offices and vehicles have a list of goods and equipment required in case of emergency;
    • Update emergency and medical contact list on a regular basis and take part in security coordination meetings of Port Loko.
    • Follow up incident reporting (safety & security incidents) in Port Loko and its environs and compile reports and submit to the AC/SD.
  • Education, Qualifications & Experience Required

    • A degree in Logistics, Business Administration or Management. A master’s degree in development will be an added advantage
    • Training or qualifications in logistics systems, stock control, stores management, supply chain management and/or business administration
    • Security management
    • Finance, grants management and budgeting skills.
    • A minimum of 5 years of logistics and administration, experience with an International NGO with at least 3 years’ experience at Base manager level
    • Experience in emergency response program and setting up emergency logistics operations
  • Desirable

    • Training in HR management
    • Some programme experience to understand, and prioritize programme needs and effectively support the Managers of programmes
  • Special Skills, Aptitude or Personality Requirements

    • Experience of working in insecure environments and knowledge of security management systems and approaches for NGO’s
    • Appropriate skills and experience in the capacity building and training of staff and of developing and implementing systems;
    • Knowledge of communications systems, ICT, procurement, stock control and transportation systems;
    • Demonstrable experience in supervising, managing/coaching and training others (people management);
    • Demonstrable experience on setting-up of logistical systems and related administrative procedures (preferred knowledge of international ordering procedures and documents i.e. cargo manifests, warehouse management skills, good understanding of in-country custom clearing procedures and supply line to projects from capital, ability to design air, water or land logistical systems);
    • Proven experience in the following areas: electricity, ICT, supply, communication HF and VHF communication system
    • Ability and willingness to travel, including to insecure environments;
    • Strong computer skills in Microsoft packages, including Word, Excel, and Outlook
    • Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions
    • Familiarity with ICT equipment and security issues; familiarity with humanitarian law and principles of humanitarian action (international code of conduct and humanitarian charter), familiarity with Sphere Guidelines and People in Aid Code of Best Practice. Fluent spoken and written English.
    • Possessing a driver’s license could be an advantage
  • Internal and External Communication and Liaison

    • Communicating and monitoring policy and procedures updates from Freetown for all staff to Field Offices
    • Maintain good working relations with the local public administration and service providers and ensure Concern’s credibility is maintained at all times
    • In conjunction with the Area Coordinator, ensure regular staff meetings to provide the forum for staff all to be updated on project and opportunity for staff to discuss other issues pertaining to work and ensure minutes of meetings are done
  • Health, Safety and Security Management

    • Ensuring Concern’s and legislative health and safety standards are compiled with Ensure general Compound security as per guidance and the Security Management Plan
    • Provide every staff with emergency contact details
    • Establish an ID card and screening system for visitors to the Office
    • Ensure adequate security for all Concern assets
  • Staff Management

    • Supervise the staff in the respective district in accordance with Concern Worldwide HR policies and local law.
  • Budget Oversight

    • Monitor the Concern Worldwide district operational support budget in the respective district under the supervision and guidance of the Area coordinator.
    • Review Budget-vs-Actual, financial reports, and spending plans under the supervision and guidance of the Programme coordinator.
    • Promptly respond to all budget-related inquiries.
    • Any other duties as maybe required
  • HIV & AIDS

    • Concern Sierra Leone is committed to respond to HIV & AIDS and to a supportive working environment for those infected or affected. Each staff member is required to contribute to achieving this commitment by:
      1) Raising awareness and being updated on HIV & AIDS issues
      2) Protecting him/herself and colleagues
      3) Sharing information with colleagues and avoiding stigma and discrimination
  • Gender

    • Concern Worldwide in Sierra Leone recognizes that the establishment of equality of opportunity between men and women is fundamental to both the achievement of fairness and to poverty elimination.
    • Therefore, each staff member of Concern is expected to be sensitive to equality issues in their relationships with colleagues and in their work and to participate in implementation of gender mainstreaming plans, both at the workplace and in programmes
  • Other

    • Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Sierra Leone Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

NOTICE

CVs from University leavers in Sierra Leone are welcome and will be considered for entry level positions and for internships. When submitting your CV for open consideration, please accompany with a cover letter clearly indicating job interest.

All candidates must be able to work in the English Language. Applications are welcome from both within and outside Sierra Leone.