Job NSub Office Manager: Source African Initiatives for Relief and Development

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, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Niger, South Sudan, 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.

Job summary

To provide overall management, logistical, financial and administrative services to support the operations at the Sub Office level which may include overseeing Field Offices.

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 Operation Manager
Manage the support and administration team
Oversee cashbook entries and financial coding at the Sub Office and field
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
Keep informed of AIRD activities

Construction Management

Manage daily project management for all construction activities under Sub Office
Oversee and coordinate assigned engineering, planning, design, and construction works
Adhere to quality, budget and schedule
Coordinate the administration and approval process for projects and provide updates
Coordinate the development of contracts for a variety of construction projects
Plan, develop, negotiate, and administer formal agreements as well as permits with third parties, including local agencies and UN agencies.
Liaise with partners to ensure proper and comprehensive project implementation
Undertake technical and feasibility studies including site investigations, complex and repetitive calculations
Compile job specifications and supervise tendering procedures
Implement of the AIRD Procurement Standard Operating Procedure
Assess the sustainability and environmental impact of projects

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

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 Sub 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 Sub 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 Sub 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

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 programme 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 4-7 years practical experience in humanitarian response
Civil Engineering degree
Minimum bachelor’s degree and/or post graduate degree in a relevant field
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