Sub Office Manager with knowledge of Workshop Management

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, Burundi, Cameroon, Central African Republic, Niger, Chad, Democratic Republic of Congo, Liberia, Republic of Congo, Tanzania, Ethiopia, South Sudan 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 organizations 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 organizations and governments.

AIRD seeks to recruit a Sub Office/Workshop Manager

Job summary

To provide overall management, logistical, financial and administrative services to support the operations at the Sub Office level which may include overseeing Field Offices.

Operational Management

• Ensure operations receive timely, effective and efficient management, administrative, financial and logistical support services in order to meet project objectives

• Participate in the preparation budget of Sub office level with the support of the representative

• 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 Operation Manager

• Prepare and submit consolidated periodic reports (weekly sitrep, monthly report, midyear review and final report performance)

• Manage the support and administration team

• Oversee cashbook entries and financial coding at the Sub Office and field

• 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

• Keep informed of AIRD activities Garage

• Supervise, support all matters relating to the garage and take appropriate actions to improve work shop performance in accordance with results and available means in the sub office

• Update, organize and definitive the objectives of staff in the garages by defining the responsibilities according to the activity level of the garage

• Implement and monitor work shop repair and maintenance activities

• Ensure during repair service, that the logbook is updated every journey, is kept in each vehicle and is regularly scrutinized for accuracy and eligibility. This includes verifying if all service periods are reflected on the log book

• Ensure that the garage management procedures and those of the spare part s are properly implemented at the sub office level

• Evaluate and expresses the needs for spare parts at the level of the Sub-delegation

• Assist the Operation Manager in developing the needs for spare parts to be communicated to the donor Construction Management

• Manage daily project management for all construction and wash activities under Sub Office in coordination with the Civil Engineer

• 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 and WASH projects in coordination with the Civil Engineer

• 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 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 Sub Office

• Conduct appraisals of line managed staff as per AIRD systems

• Support the selection, recruitment and disciplinary systems and procedures of Sub Office staffing in coordination with the Finance Manager

• 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 CMT meetings and coordinate Sub Office management meetings and briefings

• Ensure timely and detailed production of AIRD program internal reports

• Represent AIRD when dealing with local authorities, other organizations and NGOs within the Sub 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

• 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

• Develop appropriate internal reporting formats and ensure effective internal information flows Business Planning

• Contribute towards program business plans and budgets

• Support the Operations Manager as required in the planning and implementation of activities and events within the programme area

• Support in the monitoring and evaluation of program activities

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

Required Languages: Must be conversant with English and French (written and spoken)

Minimum Qualifications

• At least 4-7 years practical experience in humanitarian response

• Mechanical Engineering qualification

• Minimum bachelor’s degree and/or post graduate degree in a relevant field

• Familiarity with the humanitarian reform process

• Proven skills in networking and relationship building

• Strong analytical and information gathering skills

• Cultural sensitivity

• Significant work experience with a non-profit sector

• Excellent communication skills (oral and written) in English/French

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

• Ability to write clearly articulate proposals, reports, and correspondence

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

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

• Willing to travel for program requirements

Personal characteristics

• Behave Ethically: Understand ethical behaviour and practices, and ensure that own and the behaviour of others is consistent with these standards and aligns with the values of the organization

• Build Relationships: Establish and maintain positive working relationships both internally and externally, to achieve the goals of the organization

• Communicate Effectively: Speak, listen and write clearly using appropriate and effective communication tools and techniques

• Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities

• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness

• Leadership Positively influence others to achieve results that are in the best interest of the organization

• Decision making: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization as authorized

• Organizing: Set priorities, develop a work schedule, deploy the right resources and monitor progress towards goals

• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results

• Ensuring value for money i.e. program/project monitoring

• Ability to work under hardship environment and with minimum supervision