Head of Field Office

The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Programme Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Liberia, Tanzania, and Uganda. AIRD’s objective is to offer operational technical support, including but not limited to: supply chain, logistics and infrastructure in partnership with relief and development organisations that focus on disaster-affected, poverty-infested and development oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organisations and governments.

AIRD seeks to recruit a Head of Field Office in Gozebeda in Chad.

Job summary

To provide overall management, logistical, financial and administrative services to support the operations at the Field Office.

Operational Management

• Ensure operations receive timely, effective and efficient management, administrative, financial and logistical support services in order to meet project objectives
• Ensure management, administrative and logistical support systems and procedures are followed
• Implement appropriate management, administrative and logistical support systems and procedures in coordination with the East Coordinator
• Manage the support and administration team
• Oversee cashbook entries and financial coding at the Field Office
• Foster good communication and coordination between the support, administration team and the technical operational team
• Implement the Human Resources, Procurement, Logistics, and Financial SOPs throughout AIRD programs
• Participate in meetings, networks, seminars and conferences which relevant and beneficial to AIRD and its mission and mandate
• Contribute to fundraising initiatives where appropriate

Warehouse Management

• Supervise, monitor and coordinate movements of supplies
• Maintain proper documentation and update of stock cards and bin cards
• Ensure the proper storage of items according to each reference requirements
• Prepare and submit consolidated stock movement report on a monthly basis

Workshop Management

• Supervise, monitor and coordinate the activity of workshop in the Field Office
• Ensure that workshop inventory list for all equipment and spare parts are updated on monthly basis.
• Ensure that maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client / partners.

Fleet and fuel management

• Plan transport and fuel operations in coordination with logistics officer in the field
• Monitor vehicle movement to ensure timely delivery of services to the client and beneficiaries
  Ensure that drivers comply with the laws of the countries and at all times act with courtesy and professionalism

Human Resources

• Participate in the induction of new staff in the Field Office
• Conduct appraisals of line managed staff as per AIRD systems
• Support the selection, recruitment and disciplinary systems and procedures of Sub Office staff
• Participate in the national staff capacity building, identification of staff training needs and providing mentoring support where appropriate

Reporting and Communications

• Ensure daily communication and coordination with the Country Management Team, participate in CMT meetings and coordinate Field Office management meetings and briefings
• Ensure timely and detailed production of AIRD program internal reports as directed by the CPD

Representation

• Represent AIRD when dealing with local authorities, other organizations and NGOs within the Field Office area of operations
• Ensure all relevant parties are kept informed of AIRD activities as appropriate
• Support the CPD in his/her in-country Public Relations/Communications role

Donor and partner related activity

• Coordinate the collection of information, and draft funding proposals and budgets for submission to Head Office for approval
• Identify and collect information on possible future donors and funding opportunities
• Create and maintain relationships with donors, partners and other parties

Information Management

• Develop and maintain systems for recording program activities, outputs and impact
• Provide relevant materials, case studies, photographs, events and media contacts in line with AIRD’s corporate profile, identity and message as directed by the CPD and Head office Communications Department
• Develop appropriate internal reporting formats and ensure effective internal information flows

Finance Management

• Implement the Finance Policies and Procedures manual as per the AIRD requirements
• Update the CPD with accurate information regarding the budget balances of the project(s) on a monthly basis
• Submit financial reports to UNHCR and other donors after endorsement by the CPD as per the UNHCR and AIRD rules and regulations
• Monitor the cash flow and budget utilization at the country program
• Remit timely payments of staff salaries and all other staff obligations as per the labor laws of the country
• Ensure an accurate budget coding of all financial documents on file
• Conduct monthly trial balance for both local & foreign currencies on monthly basis

Business Planning

• Contribute towards program business plans and budgets as directed by the Operations Manager
• Support the Operations Manager as required in the planning and implementation of activities and events within the program area
• Support in the monitoring and evaluation of program activities
• Undertake any other duties appropriate to the post as may be required

Required Languages

Must be conversant with English and French (written and spoken)

Minimum Qualifications

• At least 7 years practical experience in humanitarian response
• Minimum bachelor’s degree preferably in Civil Engineering
• Familiarity with the humanitarian reform process
• Proven skills in networking and relationship building
• Strong analytical and information gathering skills
• Cultural sensitivity
• Significant work experience with a non-profit sector
• Excellent communication skills (oral and written) in English/French
• Proficiency to use MS Office suite of applications and other IT systems
• Ability to write clearly articulate proposals, reports, and correspondence
• Strong analytical, communication and problem solving skills is necessary along with capacity to identify and articulate potential problems and provide possible solutions in concise and clear manner
• Experience working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset
• Willing to travel for program requirements

Personal characteristics

Behave Ethically: Understand ethical behaviour and practices, and ensure that own and the behaviour of others is consistent with these standards and aligns with the values of the organization
Build Relationships: Establish and maintain positive working relationships both internally and externally, to achieve the goals of the organization
Communicate Effectively: Speak, listen and write clearly using appropriate and effective communication tools and techniques
Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities
Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
Leadership Positively influence others to achieve results that are in the best interest of the organization
Decision making :Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization as authorized
Organizing: Set priorities, develop a work schedule, deploy the right resources and monitor progress towards goals
Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results
Ensuring value for money i.e. program/project monitoring
Ability to work under hardship environment and with minimum supervision