Closing date: February 13, 2006
Job Description:
Job Title: Administration and Logistics Manager – Mali
Grade: International staff (Grade 5)
Country: Mali
Report To: Country Director (CD) and Regional Programme Manager, UK
Responsible For: Programme Staff
Location: Based in Bamako with frequent travel to the field
Salary: £19,440 per annum + benefits
Main Duties and Responsibilities of the ALM
A – Logistics
Establish logistic system for IR Mali
Organising local purchases
Managing requests from Programme Areas
Planning commodity requirements for project activities
Requesting & managing supplies from IR HQ
Documenting receipt of goods and arranging clearance documents
Despatching goods to the Programme Areas
Managing the central store including ensuring that all stock records are properly maintained
Ensuring the maintenance of stock records in Programme Areas
Reporting stock movements and maintaining a centralised stock record of all supplies in the field
Managing the Islamic Relief transport pool (ideally, this should be the responsibility of the Transport Manager if available)
In-field training of staff in their role in implementing the logistics and administrative system
To ensure the arrangement of all logistic support and services for proper delivery of programme services including contractual commitments are expressed in forms appropriate for the circumstances of the programme.
To ensure proper assets management at all work places and sites of IRM including their proper record keeping, insurance, upkeep and maintenance.
To ensure proper utilization and allocation of the assets in forms appropriate for optimum utilization of resources in the interest of IRM programme.
Reconcile fixed asset inventory with finance on regular basis.
B – Human Resources
Recruitment: Job posting and advertising, Testing administration, Employee interviews, selection, background investigations, deployment, sub-contracting and temporary staff, post-offer employment testing
Employee relations: Employee commitment, Internal communications, Employee support services provision (i.e. coaching & counselling), Enforcing equal opportunity, Disciplinary processes, Incident investigation, Complaint/grievance monitoring, Labour-management relations, Contract administration
Performance Appraisal: Job evaluation, Job description review, Computer-based or manual performance evaluation systems, Supervisory training, and compliance with standards
Training and development: Training needs assessment and analysis, Development of supervisory and management skills, Employee training and workshops, Induction and orientation for new and transferring employees, Performance management, Long-term individual development, Team development.
Contract Termination: Rights upon termination of employment/redundancy, Termination/dismissal benefits, Unemployment compensation, Departure interviews.
Record-keeping: Employee files, Litigation (legal action) files, Payroll records, safety records and other administrative and personnel files.
Financial: Staffing & recruitment budgeting, Departmental budget allocation, Accounts payable, insurance receivables and insurance fund management, Total package costing, Payroll administration.
Internal processes: Managing/co-coordinating HR functions and internal meetings, HR data input, analysis and presentation, HR service effectiveness evaluation and improvement.
Wages, rewards and benefits: Salary/wage plans, Levels of reward (job evaluation), Paying employees, Administering benefits, Health / medical insurance, Loss of life & disability compensation, Retirement benefits, Sick leave, Paid holidays, Educational incentives / assistance / scholarships, Salary and benefit surveys.
C – Administration
Provide leadership management, supervision, coaching and on-the-job training to subordinates to enable them perform their routine tasks smoothly,
Improving organisational structure and work processes through organisation evaluation and policy recommendations,
Contribution to organisation strategy and Strategic planning,
Ensure that all IRM offices in the country use and comply with appropriate and good administrative procedures and systems that create conducive working environment in all workplaces/offices.
Conduct regular visits to the field offices to ensure regular monitoring, supervision and coaching of staff on relevant operation support issues,
Coordinate with other INGOs/NGOs, UN and Government offices to share information on areas of common interest.
Identify staffing needs for administrative units; ensure effective recruitment of approved staff positions; directly supervise senior admin staff; and ensure effective supervision of all admin staff through respective supervisors.
Oversee hiring of properties and premises as required, ensuring that contracts, leases and other agreements are properly prepared and updated so as to meet agency needs; include fair and reasonable commitments from service vendors; and comply with GoM law and regulations.
Oversee all purchasing to ensure that effective policies and procedures are in place and are being adhered to and followed (including for foreign imports) and that purchasing meets IRM requirements in a timely and quality manner.
Coordinate with sub-offices to provide leadership and support to Admin Departments.
Provide leadership and support to establish administrative support units in any new sub-offices in Mali.
D – Security
Serve as Security manager for IRM, keeping up-to-date on security developments in Mali as well as in the region through official and unofficial means;
Preparing regular security updates as required by the IRM-CO as well as sub-offices.
Develop, and update as required, adequate security protocols for IRM-CO, ensuring that staff are informed and sufficiently trained in these; and that protocols are effectively followed.
E – IT/Communication/Publicity
Set-up/upgrade an appropriate communication system between CO and sub-field offices as well as external communication system between CO/sub-offices and outside
To establish and maintain communication systems and ensure that information flow is properly maintained locally and where necessary, transmitted to the Regional Management desk.
Ensure that internal and external communications systems (telephone, email, radio, mail and courier services, etc) function effectively and efficiently.
Overall responsibility of ensuring proper administration of Local Area Network (LAN), Wide Area Network (WAN)
Ensure that IR computer equipment are regularly checked and maintained and as well planning of new hardware needs.
Supplying Country Office, Regional Office and Media Unit with regular information updates and advisories, and media statements,
Collation of field sub-offices media reports and produce regular reports updates country office reports updates.
Filing and organisation of all information, communications, photos, profiles, etc. and setting up circulation lists for information sharing
Ensure that IR develops, produce and use appropriate publicity materials through collection of appropriate information as well as identification of appropriate means of communication.
F – Legal Issues
Manage personnel related legal matters; and liaise with legal advisors, Country office, programme area Offices on the interpretation and implementation of personnel policies and procedures.
Prepare and revise all office contractual agreements in direct collaboration with the legal advisor/s.
Ensure that all IR procedures and regulations were revised and upgraded on regular basis in collaboration with the legal advisor/s.
PERSON SPECIFICATION:
Essential Attributes:
Education/Experience:
– University graduate
– 5 yrs Experience in field related to Administration, human resources or logistic
– Experience of networking and developing linkages with INGO, GO
– Financial Management skills
– Procurement skills
Languages: Excellent written and spoken French and English, Arabic is an assets
IT Skills: Working knowledge of Microsoft Word, Excel
General Skills: Strategic development , Programme Development , Report writing skills , Budgeting , Good communication skills , Diplomacy and Tact , Problem solving skills , Research skills , Culturally sensitive
Interests: Relief/Development issues , International Affairs,
Disposition
Flexible
Patience
Team worker
Analytical minded
Sympathetic to principles of Islamic Relief Work
Circumstances: Physically and legally able to travel in country when needed, Physical , Energetic
Vacancies Contact: Nora Mohamad; Islamic Relief HQ; 19 Rea Street South; Digbeth, Birmingham; B5 6LB West Midlands; UK; hrint@islamic-relief.org.uk
Reference Code: RW_6LSKMT-86