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, Niger, 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 seeks to recruit a Field Office Manager with a civil engineering background

Position summary

To provide overall management, logistical, financial and administrative services to support the operations at the Field Office**.**

The Field Office Manager will be responsible for:

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 Operations Manager

· Manage the support and administration team

· Oversee cashbook entries and financial coding at the Field Office

· 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

Shelter/WASH Project Management

· Manage daily project management for all construction activities under Field 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

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

Workshop Management

· Supervise, monitor and coordinate the activity of workshop in the Field Office

· Ensure that workshop inventory list for all equipment and spare parts are updated on monthly basis.

· Ensure that maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client / partners.

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

Human Resources

· Participate in the induction of new staff in the Field 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

Reporting and Communications

· Ensure daily communication and coordination with the Country Management Team, participate in SMT meetings and coordinate Field Office management meetings and briefings

· Ensure timely and detailed production of AIRD program internal reports as directed by the CPD

Representation

· Represent AIRD when dealing with local authorities, other organizations and NGOs within the Field 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 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

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

Finance Management

· Implement the Finance Policies and Procedures manual as per the AIRD requirements

· Update Country Management Team with accurate information regarding the budget balances of the project(s) on a monthly basis

· Monitor the cash flow and budget utilization at the field office

· Remit timely payments of staff salaries and all other staff obligations as per the labor laws of the country

· Ensure an accurate budget coding of all financial documents on file

· Conduct monthly trial balance for both local & foreign currencies on monthly basis

Business Planning

· Contribute towards program business plans and budgets as directed by the Operations Manager

· Support the Operations Manageras required in the planning and implementation of activities and events within the program area

· Support in the monitoring and evaluation of program activities

· Undertake any other duties appropriate to the post as may be required

Others

Manage distribution monitoring activities

General Duties

· Ensure that all staff understand the Procurement and Logistics SOPs and ensure that both are fully implemented within the operations

· Participation in the preparation of the budget for construction

· Develop and maintain good relationships with all partners and potential donors in the area of operation

· Take all necessary measures to motivate staff and build strong team spirit at all levels

· Supervise support staff to improve the quality and efficiency of administrative matters

Required Languages

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

Minimum Qualifications

· Bachelors or Masters degree in Civil Engineering

· A minimum of 5-7 years of field experience in building and road works.

· Procurement experience

· Proficiency in site layout, grading, utility design, erosion control, regulatory approvals etc.

· Licensed professional engineer

· Proficiency to use MS Office suite of applications and other IT systems

· Ability to write clearly articulated proposals, reports, and correspondence

· Strong analytical, communication and problem-solving skills is necessary along with the capacity to identify and articulate potential problems and provide possible solutions in a concise and clear manner.

· Experience working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset

Personal characteristics

The Field Office Manager should demonstrate competence in some or all of the following:

Analytical Aptitude: Possess excellent analytical skills and continually examine things and think of ways to help things work better. Should be naturally inquisitive.

  • Attention to Detail: A great engineer pays meticulous attention to detail. The slightest error can cause an entire structure to fail, so every detail must be reviewed thoroughly during the course of completing a project.
  • Creative: Should be creative and can think of new and innovative ways to develop new systems and make existing things work more efficiently.
  • Think Logically: A great engineer has top-notch logical skills. Should be able to make sense of complex systems and understand how things work and how problems arise.
  • Mathematically Inclined: Possess excellent math skills. Engineering is an intricate science that involves complex calculations of varying difficulty.
  • Technical Knowledge: Possess a vast amount of technical knowledge; understand a variety of computer programs and other systems that are commonly used during an engineering project.
  • Behave Ethically: Understand ethical behavior and practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization
  • Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization
  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
  • Focus on Donor Needs: Anticipate, understand, and respond to the needs of internal and external donors to meet or exceed their expectations within the organizational parameters
  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
  • Lead: Positively influence others to achieve results that are in the best interest of the organization
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions, in conjunction with the Country Management Team, which are timely and in the best interests of the organization as authorized
  • Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem
  • Ensuring value for money i.e. program/project monitoring
  • Ability to work under hardship environment and with minimum supervision

  • Willingness to travel as necessary, work the required schedule, work at different locations as required.

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This vacancy is archived.

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