Base Manager

About the role:Concern is widely recognized in Chad as one of the main actor for resilience and humanitarian programming and has recently scaled up its humanitarian intervention in the Lake significantly in order to support vulnerable communities (host, IDPs, refugees) affected by the Lake Chad protracted crisis.

This is a position with unaccompanied conditions based in Bagasola, Department of Kaya, Lake Province, CHAD 12 months renewable with a salary Grade 3 €36,527 – €40,586 per annum plus benefits.

You will report to the Area Coordinator (AC) in Bagasola and manage the Log/Admin Officer. You will work in close collaboration with the Health and Nutrition Program Manager (PM) and the Admin/HR officer based in Bagasola as well as with the Systems Director (SD) and the Country Finance Manager (CFM) based in Ndjamena.

We would like you to start ASAP (March 15, 2022).

Your purpose: is to provide day-to-day programme implementation support by ensuring that systems (IT, logistics, administration and HR) are functioning as needed by the programme and in accordance with Concern’s policies, procedures and standards. Under the supervision of the AC, you will improve the management and planning skills of Bagasola’s Concern staff and contribute to the development of efficient and cost-effective systems that comply with IT, logistics, HR and administrative guidelines, policies and procedures. You will lead the continuous improvement of the systems in place and suggest modifications as necessary. You will support the implementation of projects and provide effective and timely support to all Bagasola programmes in your areas of responsibility. The Base Manager will assist the ERPC in the overall security management for Concern’s field operations in the Lake.

You will be responsible for:

Office Administration

• Oversee the maintenance and operation of Concern’s premises (offices/stores and residence) in Bagasola, ensuring that supplies, personnel and standard operating procedures are in place.

• Ensure that the leases of all premises are actively managed, ensuring that payment requests (including taxes) are processed in a timely manner and that contract renewals are assessed and implemented or amended accordingly, in collaboration with the coordination office in Ndjamena.

• Liaise with the Ndjamena office to ensure efficient and timely systems support and the collaboration required for programme implementation.

Logistics:

• Ensure compliance with Concern’s logistics systems and procedures, with support from the AC and the SD.

• Manage logistics functions (procurement, transport, storage, asset management) in the Lake province, ensuring that all tasks are completed in a timely manner and in accordance with Concern and donor procedures.

• Ensure optimal management of the fleet, including rented vehicles, and generators: oversee and maintain the programme’s transport management system, including vehicle movement planning, transport report, and plan maintenance/repairs. Particular attention will be paid to the management and maintenance of generators, as well as to fuel management and consumption as well as monitoring rental vehicle orders and supplier payments

• Ensure that stock and de-stock procedures and documentation are in place in accordance with Concern and donor logistics rules

• Share with the programme, on a weekly basis, the monitoring of purchases and flag any purchase that require special attention

• Set up a mechanism to monitor vehicle movements in support of the fleet officer

• Manage Concern’s assets in the Lake by ensuring that all assets are recorded, tracked, tagged and monitored using a comprehensive inventory and assets register.

• Oversee the efficient management of Concern warehouses and stores in Bagasola and ensure that they operate in accordance with Concern procedures.

• Contribute to the development of accurate budgets including logistics, transport, stores, administration, communications, security and human resources, for donor proposals and as part of the annual budget process by Concern.

• Directly manage and monitor the transportation and administration of Lake’s expenses and budget.

• Work with programme teams and the SD to develop realistic annual purchasing plans and ensure they are maintained, adhered to and regularly updated.

• Ensure that all Concern’s Lake staff are trained in order planning and know the procurement procedures; inform staff of each revision.

• Advice on distributing relief items to beneficiaries and ensuring that they comply with Concern’s procedures.

• Ensure that logs, transport reports, human resources and administrative reports are compiled and produced regularly as needed.

Human Resources Management

• Provide management supervision to HR/Administration staff. Assist with recruitments (if required), provide training to staff involved on Concern systems and policies, and ensure that standards of transparency and accountability are in line with Concern policy and donor requirements. In particular, work closely with HR staff to build their capacity. Ensure that staff performance development review (PDR) assessments are carried out in a timely and appropriate manner.

• Support in the management of short-term staff according to Concern’s HR procedures (recruitment etc….)

• Advise on career planning for Support staff.

• Maintain staff lists and provide regular staffing reports to the AC and SD, advising on staffing needs.

• Advise and monitor the implementation of Concern’s HR policy and procedures vis-à-vis international and national staff.

• Ensure that the information provided each month for the management of salaries is correct and transmitted on time

• Ensure a regular follow-up of staff leaves

• Apply and raise awareness on the HR policies of Concern to all staff in the Lake

• Ensure understanding of all memos and notes

Financial Management

• Under the supervision of the AC, provide day to day management supervision of Finance Field Officer

• Participate in the weekly and monthly cash count, with AC and cashier in accordance with the financial procedures in place.

• Ensure timely submission of weekly and monthly financial reports to N’Djamena.

• Under the supervision of the A, manage cash flow forecasts and submit on time requirements to ensure timely transfer of funds.

• Ensure that documentation of files submitted for payment to N’Djamena is complete in accordance with Concern procedures.

• Ensure that the procedures in place are respected.

• Develop accurate transport and administration budgets for donor proposals and as part of Concern’s annual budget processes.

• Manage transport and administration expenses and budgets, ensuring that resources are used optimally and that expenses comply with Concern’s financial procedures and donor requirements.

• Monitor monthly reports on transportation and administration expenses, reviewing any significant variances from budget.

Communications and IT Systems Support:

• Provide management oversight to the National IT Officer, ensuring that computer and communication needs of the staff are regularly reviewed, budgeted for, and met, while ensuring that relevant operating protocols are adhered to.
• Ensure that all HF/VHF and other communications equipment are operational in line with communication policies and provide required training to staff on the correct use and usage protocols.
• In conjunction with the National IT Officer and programme management staff, ensure the training of all relevant programme staff in the use and maintenance of communications and IT equipment.

Security and Representation

• Support the AC in the day-to-day application of Safety Management Plans (SMP) and Standard Operating Procedures (SOP) of Concern in Bagasola in collaboration with the Safety Focal Group (SFG).

• Perform all security assessments in areas of new/potential operations prior to the deployment of programme teams.

• As requested and/or delegated by the AC:

• Provide information to staff and visitors on the PMS and SOPs and ensure that all staff are fully aware of their safety-related tasks and responsibilities.

• Represent Concern to local authorities and/or United Nations UNDSS security meetings and other members of the humanitarian community in Bagasola.

• Under the supervision of the AC, undertake an analysis of security incidents and trends in the intervention area and surrounding areas, ensuring that the hierarchy is regularly informed of the security situation and advises as necessary in what concerns the adaptation of work plans and movement plans.

• Ensure that residences, offices and vehicles have a list of the goods and equipment needed in the event of an emergency.

• Assist the AC in developing the relationships/contact list of other INGOs, UNDSS and external stakeholders to monitor developments in the security situation and report regularly to management.

• Ensure that any relevant security information and/or security incident is communicated to the ERPC in a timely manner.

• The Base Manager (BM) is the privileged interlocutor of the outsourced security company, monitors and reviews the quality of the services provided.

Accountability

In line with Concern’s commitments under the Core Humanitarian Standard (CHS):

• Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);

• Work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;

• Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Safeguarding Policies and Responsibilities:

• Adhere and apply the safeguarding policies in their area of responsibility.

• Adhere to the complaints response mechanism and facilitate its implementation.

Your skills and experience will include:

Essential:

• Diploma in logistics, supply chain management or related discipline.

• At least 2 years of experience in systems/logistics, with management experience, including at least two years abroad with an NGO; Experience in logistics/procurement/transport /fleet management; store management experience.

• Proven ability to write reports.

• Knowledge of budget management

• Excellent communication skills in French.

• Very good level of English, written and verbal.

• Strong communication, problem solving and analytical skills. Able to prioritize and manage a diverse and heavy workload.

• Proven analytical, planning and time management skills.

• Willingness and ability to communicate with people and contribute to the capacity building of local staff.

• Good team player, flexible and able to work with a national and multinational team.

• Politically and culturally sensitive

• Ability and willingness to live in basic conditions for long periods of time.

• Excellent computer skills including Microsoft Word, PowerPoint and Excel.

Desirable:

• Master or diploma in logistics studies or in a relevant field

• 2 years minimum of experience in a managerial role

• Outgoing personality with excellent training skills

• Work/life experience in an unsafe environment

• Experience or knowledge of international standards such as SPHERE and Core Humanitarian Standard

• Ability to work under pressure to meet tight deadlines