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Background:
About Invisible Children: Headquartered in Washington, D.C., Invisible Children (IC) is an international non-profit organization working to end violent conflict and exploitation facing our world’s most isolated and unprotected communities. We partner with local visionaries in volatile conflict zones to build community-led initiatives and drive global policy change to end violent conflict and ensure communities have the safety they deserve. 1. JOB PROFILE The role of the West Darfur Administration and Logistics Officer is to support Operations and Security Officer in terms of coordinating a smooth relationship with Sudan Agency for Relief and Humanitarian Operations (SARHO) and West Darfur local authorities. They will support ensure that effective safety and security measures for IC programs are appropriately planned for, communicated, and implemented. The position is also responsible for supporting logistics and procurement, in accordance with IC and donor regulations. 2. POSITION IN THE ORGANIZATION This role works under the hierarchical supervision of the West Darfur Protection Officer and under the technical support from the Sudan Operations and Security Officer with dotted line with Sudan Program Manager.
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Duties and responsibilities:
3. KEY AREAS OF RESPONSIBILITY Essential duties and responsibilities include the following but are not limited to other duties that are in line with relevant skills, experience and role may be assigned by the line manager, and the operations team. Procurement: - Ensuring that procurement is carried out by West Darfur office and partners according to IC and donor-specific policies;
- Assist in obtaining quotes/offers for services and goods relevant to Aldara project;
- Support the pre-qualification of suppliers when needed;
- Routine communication, coordination, and planning with the relevant requesting staff/programs regarding the order and delivery of supplies for West Darfur;
- Coordination with the Finance and Program departments to ensure integrated internal controls, timely payment of vendors, and complete records and support documentation;
- Assist in carrying out market surveys and visits to vendors to inspect goods and stocks;
- Receive goods from suppliers or ensure that goods are delivered directly to the recipient and/or beneficiary, if applicable, and ensure that all delivery documentation is in order;
- Demonstrate value for money in procurement;
- Establishment and maintenance of ethical, professional working relationships with suppliers;
Administration and Human Resources: - Organize the work of drivers, guards, and housekeepers (work schedule, rest schedule);
- Ensure that guards secure the premises according to IC Sudan policies and procedures;
- Ensure the office is in good condition by checking the guards' event logs;
- Liaison with SARHO - Labour office & State Governmental authorities;
- Prepare a weekly report of security incidents noted at the city or partners sub-office and the schedule of logistics activities for each week;
- Produce the monthly office logistics report for submission to management and the Coordination in Sudan;
- Perform any other tasks requested by management for the smooth running of the IC Sudan mission in West Darfur;
Reporting: - Conduct routine Asset/ inventory updating and submit report to the Sudan Operation and Security Officer on a Quarterly basis;
- Ensure the monthly Transport Report are accurately captured and shared timely by the Operations Officers;
- Ensure that all stock Reports are updated and share the Report for near to expire items for quick decision making;
- Prepare and share a bi-weekly, monthly report for the expendables Operations for quick actions;
Equipment and Assets Management: - Ensure the proper functioning and maintenance of the Al-Ginnena sub-office's assets and equipment;
- Maintain the equipment inventory file and conduct a physical inventory of the equipment at least once a year;
- Maintain the inventory records of purchased assets and equipment;
- Notify the Sudan Operations and Security officer/Project Manager or Regional Operations Director in good time of the alert stock level to avoid stock shortages;
- Prepare a monthly inventory of fuel and supplies for the direct line manager to monitor;
- Monitor maintenance work in the office: electrical, plumbing, and building repairs;
- Ensure that the staff reporting to him/her follow the rules for the maintenance and proper functioning of the equipment required for the program (vehicles, motorcycles, and generators), while adhering to Invisible Children's operating rules.
- Inform management in the event of malfunction or breakdown detected on the equipment;
- Support management, control, and disposition of equipment and other project assets, including maintaining property report;
- Document all lost, damaged, broken, destroyed, sold, or stolen assets and ensure it is properly reported and disposed of adhering to IC Sudan policies and procedures;
Security: - Liaise with West Darfur partners at States Security Focal Point in reviewing the security situation;
- Produce weekly security update and share it with IC management in Sudan;
- Advice IC West Darfur team and partner on the Security Trends and Security Threads and propose the mitigation measures;
- Participate in the government or NGO security forums and report back to the Sudan West Darfur Protection Officer and copy Sudan Operation Officer;
- Liaise as focal point for the medical evacuation of IC Darfur staff when necessary;
- Conduct security assessment for IC West Darfur office and partner office and any accommodations for staff / visitors and provide report to West Darfur Protection Officer and the Sudan Operation and Security Officer;
- Liaise with the relevant Police station or relevant Hospitals in terms of any insecurity or traffic or security incident involving IC staff;
- Maintain Mapping for the relevant Hospitals in West Darfur state;
- Be available 24/7 on the phone or email for any consultation or advice;
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