Logistics and Admin Manager Full-Time

Background

Cyclone Idai killed hundreds of people and left widespread flooding in Mozambique. Solidar Suisse has been implementing development projects in the affected provinces for many years. Currently, Solidar is implementing a comprehensive emergency and recovery response with thematic focus on WASH and Food Security/Livelihood.

Purpose

We look for an experienced humanitarian aid professional to manage the logistics and administration of the Idai response and ensure compliance with set standards, principles and guidelines of Solidar Suisse and its donors. She/he maintains a functional procurement system and appropriate logistics infrastructure (transport, communication and warehousing) and associated operation and monitoring systems in Chimoio and the two field offices. The Logistics and Admin Manager trains and supports the project team, assists with the financial follow-up and takes part in the recruitment of additional staff.

Responsibilities and key tasks

Logistics

• Lead the logistics in the delivery of efficient cost effective and quality logistics services to support the development and emergency programme delivery and the running of the country office;
• Direct supervision of log staffs in the coordination office and indirect supervision of log staffs in the field;
• To implement and monitor all logistics systems and processes in accordance with Solidar policies and procedures;
• To supervise and coach log officer, support the field team and with the office management and project implementation;
• To assist the Programme Coordinator and the Project Managers with logistics advice during the drawing up of new project proposals;
• To assess the IT and furniture needs for the team and new arrival;
• To provide and maintain safety policies for Solidar’s staffs, premises and goods;
• To develop a manual for logistics.

Procurement

• Manage and lead on purchasing decisions, tender, advice and support to the programme department and teams;
• Ensure procurement procedures are respected (programme, finance and log);
• To follow-up on going procurements and actively solve any issue that may arise;
• To ensure that procurement plans are developed for each project;
• To ensure a requisition tracking system is maintained;
• To ensure a contract follow up is done (rental, tenders etc).

Finance and Administration

• Supports the Programme Coordinator to follow-up the project budget and grant management, revises the project budgets if necessary;
• Provides monthly forecasts for the management and support costs for Idai;
• Ensure that internal controls are in place;
• Identify and support the team to resolve any logistical or financial management problems which may arise and provide on-the-job-training to support staff on new tools and procedures;
• Define, set-up and introduce an electronic filing system for the Idai Project covering programme and support services, define basic rules and procedures for data management. Ensure appropriate and systematic paper documentation.

Reporting

• Provides monthly reports and contributes to donor reporting.

Requirements

• University degree or equivalent in Business Administration, Finance and/or Logistics;
• Minimum of 5 years of professional experience in managerial positions as Administration and/or Logistics Manager for an International NGO in humanitarian contexts;
• Sound experience in developing logistics tools and systems for humanitarian operations;
• Proven experience in multi donor grant management and humanitarian donor policies and procedures;
• Strong communication skills and ability to work with diverse teams;
• Independent and proactive working style;
• Sound knowledge of Portuguese. Proficiency in written English;
• Confident using IT office tools.

Duration and starting date

We look for a candidate who can start in January 2020, with contract duration of 06 months, renewable. Please send your application including detailed CV, and contact details of 3 referees by e-mail with Subject “Idai Logistics and Admin Manager” to [email protected]  or Solidar Susse, Rua da Zambia Nr. 524 – Chimoio no later than November 29, 2019.