SUB-OFFICE MANAGER – MARADI (NIGER )

Position: Sub-Office Manager – Maradi (NIGER )

Reporting to : Country Programme Director (CPD) or to the manager during his/her absence

Context of the organization

The African Initiative for Relief and Development (AIRD) is a non-partisan, secular, and non-profit NGO with country offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Ethiopia, Niger, Republic of Congo, South Sudan, Tanzania, and Uganda. AIRD’s objective is to provide operational technical support, including supply chain, logistics, and infrastructure, in partnership with relief and development organizations operating in disaster-affected, poverty-stricken, and development-oriented areas. AIRD works for and through partners, including United Nations agencies, international and national donor organizations, and governments.

Job Summary

The Head of Sub-Delegation is responsible for ensuring the effective operational management of the AIRD Sub-Delegation in their area of responsibility. A true conductor, they coordinate and supervise the support and technical teams, ensure the optimization of human, financial, and material resources, and ensure compliance with organizational policies and standards.

More specifically, the Head of Sub-Delegation is the national technical focal point for logistics operations, including garage, fleet, and warehouse management, ensuring the quality, performance, and compliance of these operations throughout Niger. He/she plays a key role in the development and diversification of AIRD Niger’s logistics services, while also leading capacity building for staff and project stakeholders in the logistics sector. The Head of Sub-Delegation is also a driver of technical innovation within AIRD Niger, promoting new approaches and tools to improve operational efficiency and the sustainability of interventions.

Operational Management

• Ensure that operations receive timely, effective and efficient management, administrative, financial and logistical support services to achieve project objectives
• Ensure compliance with management, administrative and logistical support systems and procedures
• Implement appropriate management, administrative and logistical support systems and procedures in coordination with the Operations Manager
• Manage the support and administration team
• Supervise cash entries and financial coding in the auxiliary office and under
• Promote good communication and coordination between the support team, the administrative team and the operational technical team
• Implement standard operating procedures (SOPs) for human resources, procurement, logistics and finance across AIRD programs
• Participate in meetings, networks, seminars and conferences relevant and beneficial to AIRD, its mission and mandate
• Contribute to fundraising initiatives as appropriate
• Stay informed about AIRD activities

Workshop and Fleet Management

• Lead, mediate, support and direct all matters relating to the garage
• Update, organize and define the objectives of the garage staff by defining responsibilities according to the level of activity of the garage
• Take appropriate measures to improve workshop performance based on expected results and available resources
• Implement and monitor workshop repair and maintenance activities
• When carrying out repairs, ensure that a logbook is updated for each journey, kept in each vehicle, and regularly checked for accuracy and legibility. This includes checking that all maintenance periods are recorded.
• Organize efficiently and be transparent in the supply of spare parts in the sub-delegation
• Ensure that garage management procedures and spare parts management procedures are correctly implemented at all levels
• Oversee the distribution and management of fuel for vehicles and generators
• Recommended maintenance intervals for each vehicle
• Ensure that maintenance is carried out on time, respecting everyone’s safety and the operations expected by the customer
• Ensure that all vehicle-related garage operating costs are accurately and timely budgeted, accounted for and reported appropriately in accordance with project guidelines.
• Ensure that vehicles managed in the garage are only driven with official authorization and only by people authorized by management. This control of vehicle movements allows for efficient and timely delivery of services to customers and beneficiaries.
• Ensure that all vehicles’ driver’s licenses are renewed in a timely manner and that updated documents are carried in each vehicle
• Ensure liability insurance is purchased in a timely manner and documentation is kept in each vehicle
• Ensure that drivers comply at all times with the laws of the country in which they operate and act at all times with courtesy, good manners and appropriate respect
• Ensure that each vehicle’s fuel is monitored, recorded and accurate reports are submitted in a timely manner as required
• Ensure drivers are properly informed of any new legislation, local regulations, project guidelines and other information relevant to their duties, in a timely and efficient manner.
• Ensure that drivers and driver assistants are regularly assessed and supervised in their duties, health and behaviour and that recommendations are made to management without delay
• Other delegated work.

Warehouse Management

• Supervise, monitor and coordinate the movement of supplies
• Maintain proper documentation and update stock cards and bin cards
• Ensure the correct storage of items according to the requirements of each reference
• Prepare and submit a consolidated report on stock movements on a monthly basis

Fuel Management

• Plan transport and fuel operations in coordination with the submarine logistics officer

• Monitor vehicle movements to ensure timely delivery of services to the customer and beneficiaries
• Ensure that drivers comply with country laws and act with courtesy and professionalism at all times.

Human Resources

• Participate in the integration of new staff within the Sub-Delegation
• Carry out assessments of line staff in accordance with AIRD systems
• Support the systems and procedures for the selection, recruitment and discipline of the Sub-Delegation staff
• Participate in capacity building of national staff, identification of staff training needs and provision of mentoring support as appropriate.

Reports and Communications

• Delegation management meetings and briefings.
• Ensure timely and detailed production of internal AIRD program reports, in accordance with CPD guidelines

Representation

• Represent AIRD in its relations with local authorities, other organizations and NGOs in the Sub-Delegation’s area of operations
• Ensure that all relevant parties are kept informed of AIRD activities, as appropriate
• Support the CPD in its public relations/communications role in the country

Donor and Partner Activity

• Coordinate the gathering of information and draft funding proposals and budgets for submission to head office for approval
• Identify and collect information on potential future donors and funding opportunities
• Build and maintain relationships with donors, partners and other parties

Information Management

• Develop and maintain systems for recording program activities, results and impact
• Provide relevant documents, 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 efficient internal information flows

Business Planning

• Contribute to business plans and program budgets as directed by the Operations Manager.
• Assist the Operations Manager, as needed, in planning and implementing activities and events in the program area.
• Support for monitoring and evaluation of program activities
• Undertake any other duties appropriate to the position that may be required

Capacity Building

• Propose capacity building, learning and collaboration plans using new information technologies;
• Facilitate the development of learning modules appropriate to workshop activities and related to driving vehicles and trucks
• Organize structured learning events for AIRD and other stakeholders;
• Support the development and implementation of activities related to training and capacity building;
• Develop and implement tools to conduct capacity assessments; take leadership in implementing staff capacity assessment plans and select these tools using the best methods;

Required languages

Must be fluent in French, with a good working knowledge of English

Minimum qualifications

• At least 5 years of practical experience in humanitarian intervention
• Mechanical Engineering Diploma
• Postgraduate degree in a relevant discipline
• Knowledge of the humanitarian reform process
• Proven networking and relationship building skills
• Strong analytical and information gathering skills
• Cultural sensitivity
• Significant work experience in a non-profit sector
• Excellent communication skills (oral and written) in French
• Proficiency in MS Office suite of applications and other computer systems
• Ability to write clearly articulated proposals, reports and correspondence
• Strong analytical, communication and problem-solving skills are required, along with the ability to identify and articulate potential problems and provide possible solutions in a concise and clear manner.
• Experience working with international development partners, international non-governmental organizations (INGOs) and donors (particularly UNHCR experience) is an asset.
• Willing to travel for program requirements

Personal characteristics

• Ethical Behaviour: Understanding ethical behaviour and practices and ensuring that one’s own behaviour and that of others conforms to these standards and aligns with the organization’s values.
• Building Relationships: Establish and maintain positive working relationships, both internally and externally, to achieve organizational goals
• Communicate effectively: Speak, listen and write clearly using appropriate and effective communication tools and techniques
• Creativity/Innovation: Developing new and unique ways to improve organizational operations and create new opportunities
• Fostering teamwork: Working cooperatively and effectively with others to set goals, solve problems, and make decisions that improve organizational effectiveness
• Leadership Positively influencing others to achieve results that are in the best interest of the organization
• Decision Making: Evaluate situations to determine significance, urgency, and risks, and make clear decisions that are timely and in the best interest of the organization, as authorized
• Organization: Establish priorities, develop a work schedule, deploy the right resources, and monitor progress toward goals
• Plan: Determine strategies to move the organization forward, set goals, create and implement action plans, and evaluate the process and results
• Ensure optimization of resources, i.e. monitoring of the program/project
• Ability to work in a challenging environment and with minimal supervision