ALIMA Program Director – Partnerships and Learning Jobs in South Sudan
ALIMA Program Director – Partnerships and Learning Jobs in South Sudan
Main objectives of the Position The Project Administration & Logistics Manager is the guarantor of rational management of resources and logistical technical support.
Main Activities
On Finance and HR Field
Compliance with the ALIMA rules and procedures decided for the country,
Good functional organization of resources in his field,
Monitoring the use of resources (expenditures and commitments),
Adequacy in number, skills and assignments of administrative HR.
Accounting
Objective : The Project Administration Manager is the guarantor of the application of the security rules of the money, the respect of the procedures and the legibility of the expenses on his mission.
Implementation of procedures : security of money (management of cash, transfers, advances), commitment of expenditure (purchasing procedures, validation and organization of payments, monitoring of regular payments).
Cash management
Objective : To permanently ensure a level of cash flow necessary for the project's progress.
Follow-up of bank and cash balances on the project.
General management of means
Objective : To put in place the necessary elements to monitor the use of material resources.
Adequate management of structures and vehicles (choice, organization, contracts, stewardship, insurance, ...).
Budget management
Objective : To translate all the information on means into budget form.
Collect, for each defined activity, all necessary information concerning activities and resources.
Administrative management of national staff
Objective : To ensure compliance with the administrative rules for the management of national staff and to ensure that these rules are integrated and respected by all.
Monitoring and updating of pay and personnel files.
Qualitative personnel management
Team composition
Updates organization charts.
ON Logistics Field
Assist the Project Coordinator in defining and monitoring project logistics activities, together with other medical project managers to identify and respond to the needs of the target population in terms of construction, transport, communication, water and sanitation, and other aspects. In addition, provide solutions to the maintenance and supply needs for medical facilities (temporary shelter, lighting, heating, equipment and consumables) as well as ALIMA housing and field offices.
Ensuring the implementation of policies and the use of the most appropriate techniques, tools and equipment.
Logistics
Supervise the supported structures and the timely execution of all preventive or curative maintenance operations in order to efficiently manage all ALIMA equipment in such a way as to guarantee its good working and use condition. Supervise and train the teams of drivers, mechanics and other personnel involved in the management of the vehicle fleet in order to guarantee their operational capacities;
Ensure the construction/rehabilitation works and the installation and maintenance of electrical/energy equipment and means of communication (radio, VSAT, Thuraya);
Is responsible for the management of premises and equipment on the basis of contracts, repairs, maintenance.
In collaboration with the project coordinator, participates in the implementation of applied security.
Organises a logistical and applied security briefing for newcomers.
Participates "in the action plan" of the project
Participates in the mini MAP and the MAP of the project
Procurement
Is responsible for the smooth running of the Project's logistics supply chain in accordance with the requirements of the donors and the supply line guide of the joint ALIMA project.
In collaboration with the Project Coordinator, the logistics and financial team, he/she defines a procurement policy and ensures the supply in time and quality.
Validate and follow up on all national orders issued for his project.
Ensure the proper management of the project's stocks.
Ensure that the material is stored in secure locations.
Ensure that prices are updated according to his/her supplier price list.
Ensure that orders
are validated by the departments concerned.
Proceed to the validation of the invoices related to the various orders of the project.
Ensure the good qualitative and quantitative distribution of meals to the patients and their companions.
In close collaboration with the Finance Department, anticipate the payment of the service contracts for which it is responsible.
Water - Hygiene and Sanitation
Ensure the availability of drinking water in quality and quantity and that sanitation facilities have sufficient handwashing points.
Ensure the security of waste areas, waste transportation
Distribution of hygiene materials and products to all the facilities supported
Fleet management and generator
Ensure the renewal of the fleet of vehicles and generators and its assignment after the relevant analysis of the mission's needs.
Ensure that all vehicles are in order administratively: valid driving licence for all drivers, vehicle registration document, insurance, sticker, technical inspection, etc.
Inventories, Maintenance and Repairs of equipment
Ensure that quarterly inventories of investment equipment are kept in Marmota and monthly inventories of consumables.
Is in charge of the good follow-up of the maintenance and repairs of the car fleet, generator, computer assets.
Ensure the proper use of logbooks and maintenance follow-up sheets. And if necessary, organizes training courses.
Ensure that each vehicle meets the requirements of the vehicle check list.
Logistics Human Resources Management
Participate in planning in collaboration with the Logistics Coordinator, Project Coordinator and HR Coordinator and implement HR related processes (recruitment, training, briefing/debriefing, assessment, potential identification, development and communication) of project logistics staff to ensure the assessment and the amount of knowledge required to properly carry out all logistics activities.
Ensure the technical reference for all logistic/technical issues of the project and provide coaching to the logistics staff under its responsibility.
Update/write logistics job profiles
Organize a weekly meeting of the logistics department
Evaluate the staff under its responsibility
Security management
Implement and monitor the project's risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the safety policy and project guidelines.
Risk analysis
Safety Guide
Motion tracking
Evacuation and contingency plan,
Daily monitoring of the application of security rules
Update the Logbook
Ensure that all project personnel are informed about the use of communication tools (Thuraya, HF/VHF, etc).
Report any problems that may arise to the Project Coordinator. To this end, the Project Logistics Manager will be responsible for creating an environment conducive to facilitating the secure exchange of information.
Reporting and administrative filing
Write a monthly logistics report (sitrep).
Write an annual project report
Organize a clear filing and archiving of all documentation concerning regional logistics
Experience and Skills
Essential:
Diploma: A university degree in the field of finance, management or human resources, or equivalent
Two years’ experience administration and logistics management
Strong experience, skills, competence in Budget management, Accounting management
Essential computer literacy (word, excel & internet).
Strong analytic and strategic vision ability
Well organized with good negotiation and communication skill
Good team player
Interpersonal skills
Sensitive to gender and diversity
Ability to work under pressure, to manage stress easily and result oriented
Can work and create teamwork, flexible, and committed to the assigned position
Interest in and commitment to ALIMA’s activities, enthusiasm to represent the organization to others, to travel to different regions of South Sudan
Languages: English compulsory
Desirable
Knowledge of SAGA and HOMERE is an asset
Previous experience with ALIMA or other NGO’s in developing countries is desirable
Arabic is an asset
French is an asset.
How to Apply
For more information and job application details, see; ALIMA Program Director – Partnerships and Learning Jobs in South Sudan
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