AIRD Sub Office Manager (SOM)

Job Description: AIRD Sub Office Manager (SOM)

Reporting to: Country Program Director (CPD) or OIC during his/her absence

The Sub Office Manager will be responsible for:

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

General Duties

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 & the CPD and in line with AIRDs SOPs
  • Line manage the support and administration team, ensuring individuals work effectively and productively
  • Oversee cashbook entries and financial coding at the Sub Office and field, ensuring that financial procedures are followed
  • Oversee as aspects of logistics, ensuring program logistical procedures are adhered to and developed where necessary, in liaison with Operations Manager
  • Ensure good communication and coordination between the support and administration team and the technical operational team
  • Work within the framework of AIRD’s core values, promoting its ethos and mission statement
  • Keep informed of AIRD activities
  • Work as part of a team and liaise with other departments to ensure effective communications across the organization
  • Ensure the full implementation of the Human Resources, Procurement, Logistics, and Financial SOPs throughout AIRD programs
  • Participate in meetings, networks, seminars and conferences where relevant and beneficial to AIRD and its mission and mandate
  • Undertake and apply learning from appropriate training and development program
  • Contribute to fundraising initiatives where appropriate
  • Undertake any other duties appropriate to the post as may be required

Construction Management

  • Day to day project management for all construction activities under Sub Office including Field Office
  • Oversee as well as coordinates assigned engineering, planning, design, and also construction works
  • Ensure adherence to quality, budget and schedule
  • Coordinate the administration and approval process for projects and  provide updates 
  • Planning, developing, negotiating, and administering formal agreements as well as permits with third parties, including local agencies and UN agencies.
  • Work with partners to ensure proper and comprehensive project implementation
  • Negotiating service agreements and managing associated costs and revenues
  • Preparing detailed schedules of work, feasibility studies and cost estimates of engineering solutions
  • Undertaking technical and feasibility studies including site investigations, complex and repetitive calculations
  • Compiling job specifications and supervising tendering procedures
  • Resolving design and development problems
  • Ensuring the full implementation of the Procurement SOP
  • Managing budgets and project resources
  • Scheduling material and equipment purchases and deliveries
  • Making sure the project complies with legal requirements
  • Assessing the sustainability and environmental impact of projects
  • Ensuring projects run smoothly and structures are completed within budget and on time

Warehouse Management

  • Supervise, monitor and coordinate movements of supplies to and from the West Nile Region
  • Ensure all stock movements are authorized by UNHCR and proper update of stock card, bin cards and warehouse system is adhered as per the UNHCR rules and regulations.
  • Ensure all receptions are supported by proper documentation and update of stock card, bin card and warehouse system is maintained
  • Ensure that goods received are properly counted and any discrepancy is reported immediately to UNHCR supply section
  • Ensure the proper  storage of items according to each reference requirements
  • Establish and maintain proper filing system for all relevant documents related to warehouses
  • Produce weekly stock movement report and share with UNHCR and CMT
  • Produce monthly consolidated stock movement report.
  • Conduct inventory of all warehouse on a monthly basis jointly with UNHCR Supply Section and make sure that the inventory report is counter-signed by UNHCR
  • Ensure the full implementation of the Logistics SOPs throughout AIRD programs

Fleet and Fuel management

  • Planning transport and fuel operations in coordination with logistics officer in the field
  • Ensuring that vehicles move only with official permission, and only with persons authorised by management. That vehicle movement is controlled to produce effective and timely delivery of services to the client and beneficiaries
  • Ensuring that drivers comply with the laws of the countries at all times and at all times act with courtesy, good manners and appropriate respect
  • Ensuring that fuel for each vehicle is monitored, recorded and accurate reports submitted timely as required by UNHCR Logistics Section
  • Ensuring that drivers are properly informed of any new legislation, local bye-laws, project guidelines and other information relevant to their duties timely and effectively.
  • Ensuring that acceptable standards of monitoring, evaluation and reporting on the transport sector are developed, maintained and recommendations made to management timely and effectively
  • Ensuring that all commodities that are transported are accompanied by Waybill and correspond to the Transport Issue Order (TIO)
  • Ensuring that no illegal and unauthorized persons and commodities are transported.

Human Resources

  • Be part of the induction of new staff to the Sub Office
  • Carry out appraisals of line managed staff as per AIRD systems
  • Responsible for support and administration staff selection, recruitment and disciplinary systems and procedures
  • Assist in the process of national staff capacity building, identifying 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


  • 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 AIRD HQ for approval, as directed by the CPD
  • Provide support to the CPD, Operations Manager and Kampala HQ/ in identifying and collecting information on possible future donors and funding opportunities to support AIRD activities
  • Support the CPD in creating and maintaining relationships with donors, partners and other parties as required

Information Management

  • Develop and maintain systems for recording programme 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 in co-ordination with AIRD HQ Communications Department
  • Establish appropriate internal reporting formats and ensure effective internal information flows

Business Planning

  • Contribute towards programme 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
  • Assist in the monitoring and evaluation of program activities

Required Languages

Fluent in English and French

Minimum Qualifications

  • At least 4-7 years practical experience in humanitarian response
  • Civil Engineering degree is a strong asset
  • 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

Mode of application

Please send your application letter stating your qualification and experience, and why you’re suitable for the position, together with your C.V.  by email to Deadline is Friday, August 10th, 2018. In the subject line please put: Application for post of Sub Office Manager

Please note that only shortlisted candidates will be contacted.


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