Head of Base (Log-Admin)

Location: Southern Sudan / Base: Alek, Twic County, Warrap State

General objective:

The Head of Base (log-Admin) is responsible for coordinating, consolidating, and ensuring smooth implementation of and adherence to logistic, human resource, administration and security procedures in ACF base in Southern Sudan.

Objective 1: Base management and representation

Ultimate responsible for the overall management of the base, including use and functioning of the premises and general management over sight over all assets, residents. Lead the coordination between the programs and support services Conduct regular base meetings to review living and working conditions and with the residents as well as review program/project achievements and related challenges. Communicated and follow up regularly the needs of the base to the Juba office and to ensure a safe and pleasant work environment for all staff at all times. Represent Action Against Hunger at state and county level in coordination and under the direct supervision of the HoM Develop networks with local authorities (GoSS and traditional) Represent ACF programs at the field level with institutional partners and donors Participate in coordination fora at the state and county level Objective 2: Support for the finances of the bases

Monthly treasury forecast for the base: Consolidation and validation of the treasury forecast of the base and forwarding to Juba finance, follow-up with Finance Manager. Responsible for any financial authorization of the expenses done on the base in compliance with the monthly treasury forecast Responsible for performing cash counts four times per month per base. Participate in the financial management of the base in collaboration with the Country Administrator and Finance Manager to ensure the financial visibility and compliance of the base. Be responsible for transmitting the information on budget spending to relevant staff on the base and ensure that the expenditures are not exceeding the available budgets Prepare, finalize, and ensure the quality of the accountancy and send to the administrator on a monthly base, not later than the 10th of each month. Adhere to specific donor requirements, ensure all accountancy is copied, ensure for all invoices / receipts the required internal authorization documents are attached Objective 3: Support for the logistics of the base

Responsible for correct implementation of all ACF KitLog3 procedures, in consultation with LogCo at all times. Ensure ACF procedures and donor guidelines for procurement and equipment/asset management are enforced, and understood by all relevant staff. Contribute to/provide regular feedback to Project Procurement Plans as well as Supply Plan and to contribute to mission logistics strategy and equipment planning. Review, together with Log, Admin, and Program all PRs, ensure that they are correctly recorded into the PFU and that Upper base PRs are communicated to the capital. Ensure supply chain management on base (PFU, stock report, transport planning, etc dissemination, timeliness and clarity) is organized and monitored. Ensure correct, transparent selection of supply, services, works and rental contracts. Ensure the setup and monitoring of correct stock management (storage conditions, stock movements, stock reports, expiration dates, etc.) Ensure transportation and movement procedures for staff, activities and deliveries from/to Base are organized and monitored / coordinated with Capital and/or other bases when relevant. Ensure that logistics files (including Purchase Dossiers and PRs) are correctly filed and sent to capital on monthly basis. In coordination with the Wash PM, monitor the construction, maintenance and rehabilitation of all structures relating to the base (offices, GHs etc), and ensure proper functioning and support of all bases premises (power, water etc). Work closely with the Logistics Manager and Senior Mechanic to ensuring the functioning of the mechanical workshop Receive guidance from the Logistics Manager and together with the Logistics Manager, ensure Fleet Management is conducted according to ACF procedures (Weekly movement plan, safety & quality of vehicles, driver training, log book maintenance, fleet cost reports, maintenance of fleet paperwork, reporting, etc) Ensure base is furnished with required/proper means of equipment to carry out programming and support operations; Evaluate the equipments needed for the base, supervise the allocation and the use of the equipment and establish / manage the equipment list of the base Review and edit Monthly Logistics Report, as prepared by Base Logistician, (including narrative, and PFUs, Stock Reports, Fleet Cost Report, Base Asset List, in-kind donations, maintenance/ rehabilitation report, communication report, and any other relevant documentation. Objective 4: Responsible for base security management with the support from Log-Co and CD

Responsible for the safety and security of the Base, including staff and assets. Collect information and provide context and risk analysis to the LogCo and CD Prepare, update, compile and submit base security plans in accordance with Kit Log to the Logistics Coordinator for approval and update every 3 months. Contribute base relevant information to the communications and movement handbook, etc. Implement security procedures in compliance with ACF guidelines and policies as well as approved base security plan. Prepare/submit incident reports to Log Co/HoM and manage security incidents/evacuations and medical evacuations in collaboration with them. Objective 5: Support for the human resource management of the base

Ensure all staff correctly understand and enforce ACF HR procedures and protocols, as well as roll-out of changes/clarifications. Oversee Base HR in the management of staff files (contracts, amendments, JDs, evaluations, disciplinary action, payslips, etc). Ensure the Internal Regulations and Collective Agreement are understood, respected, and followed by ALL ACF staff (national and ex-pat). Ensure the exact and exhaustive payment of the monthly salaries. In collaboration with the HRCo, regular update and maintein the staff database Build and strengthen the relationships with local authorities for administrative issues (i.e. Labor Office, SSRRC). Ensure the daily needs of the staff residing in the compound are met in line with ACF policy. This includes organizing meals preparation and living arrangements, such as cleaning and laundry. Responsible for following up on administration and HR issues with the respective coordinators in Juba and the field administrators and communication within the base concerning administrative staff information, and communication of memos from Juba. Ensure that each disciplinary action is justified, compliant to the law and staff regulation, and validated by the HR Coordinator Supervise all HR processes taking place, including fair and transparent recruitment, induction, job description, follow up, evaluation, and promotion of positive team dynamics and motivation. Ensure good planning and communication with Juba of R&Rs and leave for expats/delocalized staff and national staff of base staff in collaboration with relevant managers and the HR Co. REPORTING RESPONSIBILITIES

Weekly and monthly situation reports, movement plans and leave plans Monthly accountancy and logistic reports (PFU, Stock report etc.)and cash forecasts Security and Incident reporting Others as assigned by the mission within the scope of the role POSITION REQUIREMENTS

QUALIFICATIONS

Education / specific degree / special skills:

a/ 1 year of international humanitarian experience in comparative position internationally + 2 years of professional experience (non-humanitarian in logistics of finance related field) + undergraduate degree

OR

3 years of professional experience in logistics/finance related field in management role + 1 year of international work experience in comparative security context + Master degree in logistics field.

b/ Previous experience in managing teams and coordinating with other sectors.

c/ Proven experience in managing supply chain, equipment, and fleet in humanitarian context.

d/ 1 year of work experience in managing security in South Sudan/comparative security context.

e/ Good general knowledge in IT, mechanic, radio & satellite communications.

f/ Excellent finance management; specifically budget management (usually multiple budgets).

g/ Excellent communication and representative skills (written, oral, cross-cultural).

h/ Team spirit and leadership skills.

i/ Capacity to multitask and excellent organization skills.

SKILLS & EXPERIENCE

ESSENTIAL

Humanitarian field experience requested: a, f, g , e, b. Languages: English: Professional level oral / written Other: Dinka/Arabic helpful

PREFERRED I,h,d,c

How to apply:

Apply with resume and cover letter at http://actionagainsthunger.theresumator.com/apply/BETeNv/Head-Of-Base-Lo...