Base Manager – Masisi | - 2015
Reference:DK/DRC/BMCountry: Democratic Republic of Congo Job Title: Base Manager Masisi
Contract Grade: B
Contract Length: 1 year
Date Needed By: 1st October 2015
New Post or Replacement: Replacement
Accompanied / Unaccompanied: Unaccompanied
Exact Job Location: Masisi
Reports To: Area Manager, North Kivu
Liaises With: Emergency Programme Manager and Systems Director (Goma)
Job Purpose:The purpose of the Base Manager is to provide day to day support to the implementation of the programme by ensuring that the systems (logistics, administration, HR and finance) are functioning in accordance to the needs of the programme and in line with Concern Worldwide’s policies, procedures and standards. The Base Manager will be overall responsible for security management at the Masisi level (this point will nonetheless be ultimately decided in country in relation to the experience of the candidate). Main duties &
Responsibilities: Logistics, Finance and Administration:
· With support from the Area Manager and the Systems Director to ensure that the Masisi programme and office implements and maintains standard Concern systems and best practice for logistics, administration, HR and finance functions
· To liaise with the Goma support office to ensure efficient and timely systems support and collaboration necessary to implement the programme
· Responsible for overall management of logistics functions (procurement, transport, storage, asset management) in Masisi, ensuring that all tasks are carried out on timely manner and in line with Concern’s and donor procedures
· A specific attention will be brought to the fleet management, to ensure overseeing and maintaining the programme transport management system, including vehicle movement planning and scheduling maintenance/repairs etc.
· Control Concern’s assets in Masisi ensuring that all assets are recorded, tracked, marked and monitored using a full inventory and asset register
· Oversee the efficient management of all Concern warehouses and stores in Masisi through regular spot checking and ensure they are operating in accordance with Concern Worldwide procedures
· Oversee the on-going maintenance and running of Concern premises in Masisi (office, residence and stores) ensuring that adequate supplies, staffing and support systems are in place
· To support the Finance and Admin Officer in his finance/administration duties and to be responsible for the main safe. To ensure cash counts and financial checks are made in a regular manner.
Human Resources management
· Provide management oversight to the programme’s Logistics and Finance/Administration staff;
· Provide training to relevant staff on Concern’s logistics Systems and ensure standards of transparency and accountability are in line with Concern policy and donor requirements. In particular work closely with the Assistant Logistician of Masisi to build his capacities to act as a real problem solver and reliable resource.
· Assist with planning and identification of staffing needs.
· Ensure that the Performance Development Reviews of base staff is done in a timely and proper manner.
· Advise on and monitor the implementation of Concern’s HR policy and procedures with respect to both international and national personnel.
· Recruit (as necessary), train and develop national systems staff (logistics, HR, admin etc)
· Maintain up to date staff lists and provide regular staffing reports to the Area Manager and HR Department, advising on replacement needs, extensions, terminations, holidays, R & R, etc.
Communications and IT systems support:
· In liaison with and support of the National IT officer, ensure that computer and communication needs of the staff are met and that relevant operating protocols are adhered to;
· Ensure that all HF, VHF and other communications equipment are operational, used in line with communication policies and that requisite training is provided to staff on usage protocols.
· In conjunction with the National IT officer and programme management staff, ensure the training of all relevant programme staff in the use and maintenance of communications and IT equipment.
· Maintain communications network to ensure it is working efficiently, i.e. HF and VHF capability;
· Ensure that correct radio procedures are followed at all times and ensure that the radio hardware are used appropriately and correctly all the time.
Security and Representation
As the Security Focal Point in Masisi, in close liaison with line management and with the Program Managers, ensure the day-to-day application of the Concern DRC Security Management Plans (SMP) and Standard Operating Procedures (SOPs) through collaboration with the Security Focal Group.
Ensure that relevant standard operation procedures (SOP’s) are up to date and adhered to
Ensure all staff and visitors are briefed on the SMP and SOPs and are fully aware of their duties and responsibilities related to security.
Represent Concern with local authorities and/or the UN OCHA Security meetings and other members of the humanitarian community in Masisi
Undertake analysis of security incidents and trends in the zone of intervention and surrounding areas, ensuring that line management is regularly briefed on the security situation and advise as necessary in relation to adaptation of workplans and movement plans as necessary.
Ensure security information is up to date, relevant and communicated in a timely manner as necessary
Represent Concern at Masisi level coordination meetings, with local administration, INGO’s and LNGO’s as appropriate and necessary
Specific CRM (Complaints Response Mechanism) responsibilities:
Facilitate and coordinate the logistics of the management and extension of the Masisi CRM and accountability initiatives
Include the P4 and Concern CoC in all steps of the recruitment process and assist in annual staff training on Concern’s P4 and Code of Conduct and accountability commitments and initiatives
Ensure that all DRC staff and visitors from Concern head offices have Concern identification cards to be carried when visiting target communities.
· Assist PM in the provision of information to Program Director for Annual Accountability Progress Report and ensuring that the accountability implementation plan is being carried out
· Oversee production and supply of accountability resources including boxes, notice-boards, forms, folders, posters, and ensure timely repairs and maintenance of these complaints boxes and notice-boards
Other Duties:
Provide input to country team budget development process particularly in relation to logistics, transport, stores, administration, communications, security and human resources and directly manage the Masisi transport and admin budget
Ensure that logs, transport and admin reports are compiled and produced to a good standard on a regular basis as required
Support the aims of Concern in terms of accountability, including commitments of the organisation in relation to HAP (Humanitarian Accountability Partnership.
In injunction with the Emergency Programme Manager ensure Concern’s Code of Conduct and protection policy are implemented and managed correctly and that any abuses or suspected abuses are reported and or dealt with as appropriate.
Adhere fully to the commitments and rules laid out in the Programme Participant Protection Policy (P4) and Code of Conduct, including respecting confidentiality.
Report to the appropriate manager, all violations of the P4 or CofC, this is a mandatory duty of all staff. Person Specification: ESSENTIAL
Primary degree in logistics, supply chain management or associated discipline
At least 3 years’ Systems/Logistics experience, with management experience, of which at least two years’ working overseas with an NGO; Logistics/Procurement/Transport/fleet management experience; stores management experience
Proven ability in report writing
Excellent communication skills in English and French, both written and verbal
Strong communication, problem solving and analytical skills. Able to prioritise and handle a diverse and heavy workload.
Proven analytical, planning and time management skills
Willingness and ability to communicate with people and to contribute to local staff capacity development
Good team player, flexible and capable of working with a multinational country team
Politically and culturally sensitive
Ability and willingness to live in basic conditions for long periods of time
Excellent computer skills, including Microsoft Word, PowerPoint and Excel.
DESIRABLE
MSc or A degree in development studies or relevant field
2 years’ experience in management role
Outgoing personality with excellent training skills
Swahili language skills an added advantage
Experience of working/living in an insecure environment
Experience or knowledge of international standards such as SPHERE and HAP
Ability to work under pressure to meet tight deadlines
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