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Jobemy Nigeria - September 18, 2018


Solidarités International (SI) New Job vacancy [3 Positions]

Solidarités International (SI) is a French humanitarian organization operating for over 35 years who is committed to providing aid in the event of conflict and natural disasters. Our mission is to provide aid as quickly and as efficiently as possible to endangered populations by meeting their vital needs: water, food and shelter.

SI has started activities in North-eastern Nigeria in August 2016 in the fields of Wash and is now intervening in 4 areas of the state for Wash and Shelter activities.

Job Title: Field Coordinator Assistant
Job Location: MONGUNO
Beginning of contract: 21/5/2018
Contract duration: 3 months (with possibility of extension)
Probation period: 1 month
Salary and conditions: in accordance with SI’s Terms of Employment; for national staff in Nigeria
Delocalized status and related benefits: Applicable

Requirements

Goal / Purpose:

The Field Coordinator Assistant assists the Field Coordinator in his/her representation, program coordination, strategy preparation and programming for Solidarités International in his/her intervention zone, coordination with other humanitarian participants, team management and security and humanitarian monitoring.

These tasks entail strict confidentiality on the part of the Assistant Field Coordinator. It is strictly prohibited for the Field Coordinator Assistant to disclose information concerning Solidarités International and its activities without prior authorization from the Field Coordinator.

In addition, the Field Coordinator Assistant participates in the specification of security measures to be undertaken at the base level in collaboration with the Field Coordinator, as well as their post-validation circulation.

List of main tasks:
Security

Collect information within the Field Coordinator’s domain of responsibility by attending security briefings with – or in place of – the Field Coordinator
Carry out security checks for the clearance of team departures out into the field
Analyze information and inform the Field Coordinator
Make the weekly security pack and send it to the Field Coordinator
Establish informal ties and a network of contacts enabling the collection and verification of diverse information
Maintain an updated list of security contacts in the zone
Coordinate the weekly security briefing
Run the contextual and security briefing for new expatriates, in conjunction with the Field Coordinator
Representation
Under delegation of the Field Coordinator, represent Solidarités International during humanitarian and security coordination meetings
Establish or reinforce relations with authorities under the delegation of the Field Coordinator;
Meet with representatives from various authorities as often as needed to obtain documents or resolve related issues.
Ensure that Solidarités International’s message is conveyed during meetings in accordance with its mandate and programs
Regularly visit Solidarités International’s intervention sites
Humanitarian monitoring
Communicate between the local and/or international NGOs in accordance with the partitioning of contacts decided with the Field Coordinator
Under delegation of the Field Coordinator, attend meetings under his/her direct responsibility

Participate in the drafting of Solidarités International’s intervention strategy in the zone (especially via annual programming) and suggest program orientations in liaison with the Field Coordinator and the base other departments. To this end, the Field Coordinator Assistant is responsible, under the supervision of the Field Coordinator, for humanitarian monitoring in his/her intervention zone so as to anticipate as early as possible the pertinent needs to be addressed within Solidarités International’s mandate.
Monitor the activities in the programs implemented in his/her intervention zone by comparing the evaluation, intervention and monitoring report
Coordination

Draft minutes for the Field Coordinator for each meeting he/she attends
Draft the weekly situation report for the context/security section
Compile the weekly situation report and send it each Monday afternoon to the Field Coordinator
In the absence of the Field Coordinator, coordinate the weekly base meeting
Draft the minutes for base meetings
Present the security context at the beginning of all weekly base meetings
Personal abilities :

Professional experience: 2 years of experience in similar position (NGO/Private or Public sector)
Languages: English, (Haussa, Kanuri a plus)
Personal qualities: reliable, honest, very good organization, resistance to stress, good interpersonal skills (communication), team player, capacity to delegate and to manage, initiative and autonomy, capacity of prioritsation of tasks

Technical competences :

Training: Bsc. Economic, management administration supply, social science
Logistics related skills : good knowledge supply chain managemnt , Store managment, ICT skill.
Microsoft Office ( Excel and Word skills).
Management related skills

Job Title: Logistics Manager
Job Location: MONGUNO
Beginning of contract: 21/5/2018
Contract duration: 3 months (with possibility of extension)
Probation period: 1 month
Salary and conditions: in accordance with SI’s Terms of Employment; for national staff in Nigeria
Delocalized status and related benefits: Applicable

Job Description

Requirements

Mission/Objectives: Logistics Manager

The Logistics Manager will implement and supervise all logistics operations at his/her assigned base (such proguremnt, store management, durable equipment ma
He/she will organize logistic support for programs, in keeping with Solidarités International procedures.
He/she will assist the base manager or the field coordinator in the implementation of safety rules.

Main Task :

Supply Management

Carry out a purchasing environment analysis at the local level
Updating of price lists and supplier files on regular bases
Manage the Solidarités International purchasing procedures and those from donors funding the programs.
Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
Receive, approve and process requests for quotes and internal order forms
Ensure that budgetary lines related to logistics are monitored, observed and update LFU (Log follow up) for each project.
Supervise the preparation of purchasing documents and draft the contracts
Participate in the drafting the call for tenders
Supervise purchasing, ensuring that approval rules and procedures are observed
Select suppliers and negotiate prices, deadlines and delivery methods
Ensure that purchasing documents are complete and archived in keeping with Solidarités International procedures
Ensure that dealings with suppliers are monitored
Communicate and coordinate with coordination the purchase required Coordination and HQ validation.
Vehicle Fleet Management

Negotiate vehicle rental contracts
Supervise the planning and execution of maintenance and repair work on mission vehicles
Establish vehicle movement schedules
Ensure that a complete breakdown kit is available on board all vehicles
Permanently ensure that all drivers have received general training and carry out regular testing
Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures
Check that vehicle log books are in place and are used correctly
Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded
Prevent the misappropriation of fuel and spare parts
Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored
Update fuel follow up, register fuel consumption of on real time and integrate the fleet report.
Equipment/Telecommunications Management

Update statement of park (durable inventory) in real time
Optimize distribution of materials according to task needs
Update the responsibility follow up regularly.
Organize the installation, safe-guarding and monitoring of materials
Install communication means and ensure that they are regularly maintained
Train teams in the use of these communication means
Management and Monitoring of IT Equipment

Update antivirus software
Implement backup and data-protection procedures
Ensure the maintenance and correct use of IT equipment
Provide technical assistance to teams and organize training sessions
Stock Management

Select storage locations and create a plan for the development and security of these sites
Ensure material is stored under suitable conditions and monitor expiration dates
Ensure procedures are followed as stock is checked in and out
See that all documentation linked to stock is complete and correct
Supervise monthly physical stock inventory
Update stock follow up on daily, weekly and monthly basis
Human Resource Management

Analyse and quantify logistics personnel needs
Recruit, train and supervise the logistics team
Conduct performance reviews for members of the logistics team
Organize formal team meetings at regular intervals
Security

Implement team safety measures as determined by the coordination team
Train teams in safety rules and procedures
Pass on any security-related information to his/her line manager
Reporting/Capitalization

Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
Ensure that internal order forms are monitored and that the status of each order is given to the person waiting
Consolidate logistics packs monthly and pass on to the logistics coordinator
Provide the logistics coordinator with all information needed to draft intermediary and final reports
Pass on purchasing reports for closed programs to the coordinators at the established frequency
ORG CHART POSITION (reporting and functional relationships)

Line manager: Field coordinator
Line report(s) on base: Entire base logistics team
Functional manager: Logistics Coordinator
Functional report(s): Logistics Coordinator
Personal abilities :

Professional experience: 2 years of experience in similar position (NGO/Private or Public sector)
Languages: English, (Haussa, Kanuri a plus)
Personal qualities: reliable, honest, very good organization, resistance to stress, good interpersonal skills (communication), team player, capacity to delegate and to manage, initiative and autonomy, capacity of prioritsation of tasks

Technical competences :

Training: Bsc. Economic, management administration supply, social science
Logistics related skills : good knowledge supply chain managemnt , Store managment, ICT skill.
Microsoft Office ( Excel and Word skills)
Management related skills

Job Title: Administrative Manager
Job Location: MONGUNO
Beginning of contract: 21/5/2018
Contract duration: 3 months (with possibility of extension)
Probation period: 1 month
Salary and conditions: in accordance with SI’s Terms of Employment; for national staff in Nigeria
Delocalized status and related benefits: Applicable

Requirements

List of main activities:
Financial and budgetary management:

Elaborate and import budget parameters in SAGA after validation of the Administrative Coordinator
Check the monthly projects budget follow ups according to Solidarités format
Prepare the monthly global budget follow up document
Prepare the financial reporting requested by Administrative Coordinator
Supervise the monthly closing, review and integration of the accounting for his/her base
Supervise the verification of the accounting files before they are sent to Administrative Coordinator
Prepare for and support audits or possible inspections
Accounting management:

Monitor enforcement of cash payment rules and accurately record transactions in Saga
Send the monthly accountancy package to Administrative Coordinator
Send all supporting documents relating to account closure to Administrative Coordinator
Centralize the base’s accountancy within the Saga software
Supervise the verification of the base’s accountancy (descriptions, accounting codes, budget headings, reconciliation, monthly exchange rate)
Supervise the physical verification of invoices and cash inventories in each Balzac
Management of the mission bank Balzacs
Send Saga after integration to the different bases
Supervise vouchers and other back up documents to be sent to Administrative Coordinator on a 6 month basis
Lead the semi-annual and annual accounting closure with his/her administrative team and under the supervision of the administrative coordinator (accrual expenses, balance of holidays, debt situation, asset purchases, donations in kind, etc.)
Cash Management:

Centralize the monthly cash forecast of each base and prepare the document under the supervision of
the administrative coordinator
Process and monitor the cash transfer from Coordination to Base
Manage the cash-flow at base level and ensure that banks and cash boxes are well supplied
Monitor the security of funds and propose improvement of the internal cash transfer process at base level to the administrative coordinator
Administrative follow up

Monitor the implementation of administrative, financial and HR rules and procedures
Ensure that the administrative calendar is respected by the administrative team
Follow up on the lease agreement
Ensure completion of paper and digital filing, as well as securing administrative documents on the base
Supervise the back up of all files at base level on a regular basis and ensure the filling of these documents
Legal follow up
Track changes in national laws and policies
Prepare and control tax payments, (income tax, VAT…)
Implementation of the national HR policy
Take part in the development of the national HR policy
Participate in defining and monitoring the implementation of HR policy and social welfare on the base
Evaluate risks linked to changes in social policy
Propose improvements to employee working conditions
Ensure appropriateness and coherence between mission job descriptions and SI standard job descriptions
Ensure the SI job matrix is applied on the mission and the recruitment process respected
If necessary, participate in rewriting the salary matrix (benchmark…)
Continually ensure coherence between SI HR policy and national laws
Personal abilities :

Professional experience: 2 years of experience in similar position (NGO/Private or Public sector)
Languages: English, (Haussa, Kanuri a plus)
Personal qualities: reliable, honest, very good organization, resistance to stress, good interpersonal skills (communication), team player, capacity to delegate and to manage, initiative and autonomy, capacity of prioritsation of tasks

Technical competences :

Training: Bsc. Economic, management administration supply, social science
Microsoft Office ( Excel and Word skills).
Management related skills

HR management for national staff

Check the monthly salaries
Verify the base’s salary databases and payroll processing (Balzac XX)
Check the update at base level of the HR linked information through Homère software
Supervise the update of all HR-related documents at mission level and filing at coordination level
Monitor adhesion to national HR policy at mission level
Update staff records and follow up HR deadlines
Consolidate and update the mission organization chart
Supervise annual performance review deadlines, contract dates…
Participate in creating an annual mission training plan, supervise its implementation and measure its impact
Check that job descriptions fit the standard job matrix and ensure that the recruitment process is respected
Reporting/Communication
Help the administrative coordinator with creating operations proposals and drawing up financial reports
Establish and maintain relationships with the administrative authorities at base level
Maintain relationships with other NGO & INGO, authorities and other partners on request
On request, participate in meetings (donor, authorities, NGO forum…) and workshops relating to his/her field of activity and write up minutes to the administrative coordinator
How to Apply

Interested candidates should submit their applications in only via EMAIL.

Please submit your CV and suitability statement as a single attachment to  hr.coo@solidarites-nigeria.org

The file must be named with the name and the surname of the candidate and the subject of the mail must be FIELD

No paper applications will be accepted

NOTE: Shortlisting will start as soon as we start receiving applications and deadline might be changed without prior notice.

As position is required as soon as possible, Solidarites International reserves the right to select a candidate and finalize the recruitment before the final date.

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