SUB OFFICE MANAGER

Organizational Description:

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, Liberia, Republic of Congo, 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.

AIRD is currently seeking for a dynamic qualified individual to fill the position below to form part of its team. The positions require a flexible person, with the capacity to perform with minimal supervision to fulfill the organization’s goals. Required Languages: Must be conversant in English and French (written and spoken).

POSITION : SUB OFFICE MANAGER -1 POST

DUTY STATION  : SUB-SAHARAN AFRICA

REPORTS TO :  COUNTRY PROGRAM DIRECTOR (CPD)

DURATION : 1 YEAR (RENEWABLE)

Key Duties and Responsibilities

1. Operational Duties

  • 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
  • Adhere to all AIRD SOPs
  • Any other tasks as directed by management

2. 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

3. 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

4. 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

5. 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

6. AIRD 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

7. Donor and partner networking

  • 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

8. 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

9. 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 program area
  • Support in the monitoring and evaluation of program activities
  • Take charge of all mechanical issues as the chief mechanic or civil engineer

Required Languages:

Must be conversant in English and French (written and spoken).

Minimum Qualifications

  • Bachelors degree in Civil Engineering or Chief Mechanic
  • At least 4-7 years practical experience in humanitarian response
  • 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

Knowledge, skills and abilities

  • Knowledge of program management
  • Knowledge of donor groups and/or issues related to the program area

Mode of application

Please send your application letter stating your qualification and experience, and why you’re suitable for the position, together with latest updated C.V. by email to: hr@airdinternational.org. The deadline for applications is Friday, October, 6th 2017. Kindly note in the email subject line: Sub Office Manager - post.

Please note that only shortlisted candidates will be contacted

Required Languages: Must be conversant in English and French (written and spoken).

Partners

Membership Organizations