Main duties &  Responsibilities:  

Logistics and Administration 

• Ensuring adherence to Concern’s systems and procedures for logistics, procurement, HR and administration functions, with support from the AM and the SD. 
• Consult with the Kadugli office to ensure efficient and timely systems support and collaboration necessary to implement the programme. 
• Managing logistics functions (procurement, transport, storage, asset management) in Abjubeiha, ensuring all tasks are carried out in a timely manner and in line with Concern’s and donor procedures. 
• Fleet management: overseeing and maintaining the programme transport management system, including vehicle movement planning, Abjubeiha transport report, etc. and scheduling maintenance/repairs in coordination with the Logs Co based in Bangui. 
• Managing Concern’s assets in Abjubeiha ensuring all assets are recorded, tracked, marked and monitored using a full inventory and asset register. 
• Overseeing the efficient management of Concern Stocks s in Abjubeiha and ensuring they are documented and reported in accordance with Concern procedures. 
• Overseeing the maintenance and running of Concern premises (office/stores and residence) in Abjubeiha  ensuring that adequate supplies, staffing and support systems 

are in place. Special attention will be paid to generator management, maintenance, and fuel consumption. 

• Contribute to the development of accurate budgets and monthly forecast particularly in relation to logistics, transport, stores, administration, communications, security and human resources, for donor proposals and as part of Concern’s annual budget process. 
• Directly   monitor the Abjubeiha transport and admin expenditure 
• In collaboration with the AM and PMs, ensure that cash forecast and cash request are submitted on time to ensure timely transfer of funds. 
• Work with the programme teams and the Area Manager to develop realistic annual procurement plans and ensure that these are maintained, adhered to, and regularly updated. 
• Advice on distribution of relief items to beneficiaries and ensure they are in line with Sphere standards and Concern procedures. 
• Ensure that logs, transport and admin reports are compiled and produced to a good standard on a regular basis as required. 

Human Resources management 

• Providing management oversight to the programme’s Logistics and HR/Administration staff. Assist in recruitments (as necessary) and provide training to relevant staff on Concern’s systems and policies 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. Ensure that the Performance Development Reviews of base staff are done in a timely and proper manner. 
• Contribute to the periodic review of logistical capacity to ensure that Abjubeiha maintains capacity to respond to emergencies as effectively and as timely as possible. 
• Effectively manage and support staff reporting to this position through a yearly Performance Development Review and periodic one-to-one meetings. 
• Advise on and monitor the implementation of Concern's HR policy and procedures with respect to both international and national personnel. 

Communications and IT systems support 

• In liaison with and support of the AM and Kordofan  ICT Officer, ensuring that computer and communication needs of the staff are regularly reviewed, budgeted for, and met, while ensuring that relevant operating protocols are adhered to. 
• In conjunction with the ICT Officer and programme management staff, ensure the training of all relevant programme staff in the use and maintenance of communications and IT equipment. 

In line with Concern’s commitments under the Core Humanitarian Standard (CHS): 

• Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E); 
• Work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed. 
• Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities. 

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Person specification: 

Essential 

• A degree in Logistics, Business Administration or Management 
• Training or qualifications in logistics systems, stock control, store management, supply chain management and/or business administration •       Security training 

• A minimum of 5 years of overseas logistics and admin 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 coordination of programmes. 

We would also like 

• 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, IT, 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 (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 IT 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.