Base Finance-Logistics Supervisor – Tandag (Filipino Nationals Only)

Duration : 9 months
Start date : 15-Apr-2022

You’ll contribute to ending world hunger by …

• Responsible for the development, implementation, and monitoring of all logistic components in the base. His/her objective is to provide the best and most efficient Logistics support to the base and sub-base strengthening disaster prevention and improving the efficiency of the response to humanitarian crises in the Philippines.
• To ensure sound accounting and financial management according to the procedures defined for the mission and within the Action Against Hunger financial management framework. To ensure that Action Against Hunger Administrative and Financial Procedures are put into operation efficiently.

Key activities in your role will include

• Objective 1: Overall logistical lead and support to the Base
  • Partcipate in the opening and setting up of new base
  • Ensure that Action Against Hunger infrastructure is adequately set up in terms of offices, guest house, warehousing and storage facilties.
  • Ensure that Action Against Hunger’s logistics and quality control procedures are implemented through the use of KitlogV3
  • Represent the Base logistics when appropriate with external organizations such as the Logistics Cluster.
  • Provide effective and timely field logistics support to all the projects in Iligan Base

• Support and supervision of the supply chain:

  • Implementation and monitoring of the procurement and quality control tools
  • Ensure transparency and accountability in all aspects of procurement and other supply chain procedures
  • Establish strong relations with local suppliers and set up a supplier database
  • Implement Action Against Hunger-E supply chain procedures and compliance with donor regulations
  • Responsible for adherence to the charter of principles and the ethics code. Implementation of the anti-fraud policy within the logistics department

• Communication Equipment:

  • Ensure effective use and maintenance of Action Against Hunger communications equipment such as satellite phones, BGAN’s and VHF radios
  • Analysis of new requirements and the cost/efficiency of existing systems

• Equipment Management:

  • Ensure that all Action Against Hunger equipment is registered and accounted for according to KitlogV3
  • Manage and maintain equipment according to internal and donors’ guidelines
  • Ensure the correct and documented transfer of equipment on completion of projects

• Fleet Management Support:

  • Fleet planning (renewal, monitoring) and the establishment of usage rules according to requirements
  • Management and supervision of mission transport and vehicles (rented and purchased).
  • Supervision and planning of vehicle movements within the areas.
  • Initiate and/or monitor the maintenance and control of vehicles in accordance with Kit Log v3 procedures

• Logistics Reporting:

  • Maintain regular and effective communication with the country Logistics Coordinator/Emergency Logistics Coordinator
  • Provide logistics updates and reports to the Logistics Coordinator as required.

• Objective 2: Management of Security

  • Contribute to the context analysis
  • Contribute to the gathering of security-related information (UN, embassies, NGO, local authorities)
  • Collaborate in the design and updating of security plans (with the Head of Base) and all their associated documents
  • Responsible for the monitoring of the country’s security rules
  • Ensure availability of all equipment (vehicles, communication) and its maintenance
  • Deputize for the Security Officer when required.

• Objective 3: To lead the financial management of the base

  • At the request of the Finance Manager, working on the annual budget and proposals provide the Finance Department with information relevant to the structural costs of the base
  • Analyzing the consistency of cash forecast with the BFU and keeping the Finance Department and Program Managers informed
  • In accordance with the structure of the financing plan, taking part in the process of allocating costs to certain donor contracts
  • Participating in the preparation of reports to funding bodies and in audits
• • Anticipating and monitoring financial risks (budget overspends, increased costs, lost invoices, lost deposits etc) and keeping the Finance Manager and Admin-Finance Coordinator updated.

• Objective 4: To ensure appropriate bank management in the base

  • To be in charge of all the bank accounts in the base.
  • To supervise update bank book on a daily basis according to each transaction.
  • Since Action Against Hunger is using the internet banking system, therefore it is necessary to make sure that for each transaction we have enough support documents in place.
  • To communicate with the base administrator about any transaction, this is related to each base (such as remittance transfer, supplier payment on behalf of base, etc.)
  • To implement and respect the Action Against Hunger-E authorization expenses procedure, requiring authorization from the Country Director or Head of Base in all payment transactions and supporting documentation
  • To make the necessary exchange and other bank operations, such as bank reconciliations.
  • To prepare the monthly treasury sheet, for each currency.
  • Responsible for collating forecast of expenditures of the mission for 3 months – deadline on / or before the 13th (1st fortnight) and the 26th (2nd fortnight).
  • To seek the approval to purchase or acquire assets more expensive than the amount authorized for the base.
  • To ensure that the funds are available in the base to accommodate project needs and settle obligations. Coordinate requests, if necessary, with other bases for unresolved fund issues.
  • To be in charge to keep track of any communicated documents with the bank and keep a copy of said documents in a separate folder.
  • To validate any check payments and check vouchers prior to issuing a check

• Objective 5: To ensure appropriate cash management in the base

  • To manage the cash books and cash boxes (PHP, USD, and Euro), on a daily basis, on the computer, following up and keeping the books (for each currency) of the given advances, respecting at any time the following rule: Balance of the book = cash counting + unjustified advances.
  • To release cash advance for a specific approved purchase, on presentation of an appropriate purchase order form, mentioning the budget line and validated by the CD or HoB and the Logistics department.
  • To implement and respect the Action Against Hunger-E authorization expenses procedure, requiring authorization from the CD or HoB in all payment transactions and supporting documentation.

• Objective 6: Accountancy and budget management

  • To follow up the monthly expenditures of the base in coordination with the Logistics Department, according to this monthly budget given at the beginning of the month (= validated forecast of expenditures).
  • To check invoices/receipts: matching with the corresponding internal order form for the amount and the description of items in the base.
  • To give the appropriate codification on all the invoices (budget lines, accounting codes).
  • To follow up kind contributions with partners and beneficiaries and report to Admin coordinator.
  • To make sure that for kind contribution Action Against Hunger has justified support documents.
  • To do field visits in case of need.
  • Check partners’ reports and vouchers, making sure that reports coincide with Agresso and are in line with the signed contract.

• Objective 7: Safety and Security

  • Respect the Security rules of Action Against Hunger and coordinate with the Security Officer / Head of Base for any security issues relating to work
  • Report any security or other incidents in the field that may interrupt project activities and the safety of staff directly to the Base Security Officer / Head of Base.

Do you meet the profile required criteria?

• Bachelor’s degree in Logistics, Supply Chain Management, Engineering, Economics, Management, Business Management or Administration or related area.
• Technical knowledge:
  • Knowledge of procedures on procurement, warehousing, supply chain
  • Expertise in accounting and finance.
• Previous experience in humanitarian and stock management would be an asset
• IT Systems:
  • Windows Domain
  • Good knowledge of Office package (Excel) and accounting software (Agresso)
• Valuable prior experience in issues related to the promotion of gender equality or personal commitment to gender equality.

Our remuneration package:

• Compensation: based on Action Against Hunger grid.
• Benefits: health insurance, accident, and life insurance, leave entitlement, government-mandated benefits
• Fixed-term Employment