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 [email protected]

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.