Ongoing recruitment at Secours Islamique France (SIF)

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Secours Islamique France (SIF) is a Non-Governmental Organization of international solidarity based in France. Founded in 1991, SIF is a non-profit and non-political organization dedicated to alleviate the suffering of the poorest people. SIF acts wherever humanitarian and social needs require mobilization of emergency relief and/or implementation of development programs. We are recruiting to fill the position below:   Job Title: Field Logistics Officer Location: Ngala, Borno Reports To: Base Manager Contract Duration: Until December with possibility of renewal Joining Date: ASAP Overall Objective of the Job

• The Field Logistics Officer will be primarily responsible for ensuring correct management of stock in Ngala, the entry and exit of stock from suppliers, SIF Maiduguri, WFP, FAO, etc for distributions and providing logistics support to on all steps of procurement.
• The Field Logistics Officer will be required to spend 80% of his/her working time in NGALA giving support to the SIF teams for all logistical needs, especially procurement, storage, food distribution e.t.c

Tasks and Responsibilities Stock Management:

• To be responsible for the correct storage and management of stock in Ngala and any other tasked location.
• Receive goods destined for SIF Ngala.
• Verify that all items ordered are received.
• Verify that that the packing lists reflect the actual items received and inform the carrier / or supplier/ or shipper/ consignor if there are any missing or damaged items.
• Prepare Goods Received Notes (GRNs).

Maintenance of the Stock / Warehouse:

• Directly supervise the Storekeepers and Field Logistics Assistants.
• To be responsible for appropriate stocking of all items in the store including; environment, ventilation, temperature of the store and the organization of items, separated and arranged appropriately.
• Support the Storekeepers in Creating and maintaining up to date warehouse documentation thus; Bin Cards, Stock Cards, Warehouse Issue Notes, Goods Received Notes, Loss & Damage Reports and Warehouse reports.
• Ensure updating of the electronic Stock Report according to actual and theoretic stock.
• Carry out monthly inventory and ensure the coherence with Stock Report in the event of record adjustments through the Base Manager notify the Logistics Coordinator to validate the adjustments/reconciliations as necessary giving clear justifications.
• Control access to the warehouse and ensure all items are secured at all times.
• Ensure the cleanliness and good order of the warehouse at all times.
• Submit any requests for stock management items (Bin Cards, Stock cards, Padlocks, Stock Reports etc) to Base Manager or Logistics Coordinator.
• Work with the Logistics Coordinator, Base Manager and Project teams on supply chain planning to ensure that there is always enough space in the warehouse to accommodate new orders / consignments.

Dispatch:

• Prepare and package items needed by the project teams, accurately (labeling, counting) in good time and with great care to avid damage.
• Prepare Packing Lists & Waybills appropriately.
• Ensure Donation Certificates are prepared and issued with each item given to partners as guided by the Logistics Coordinator.

Administration:

• File all warehouse documents properly for easy reach; waybills, stock cards, bin cards, supply requests, donation certificates.
• Submit stock report to Base Manager and Logistics Coordinator on a weekly basis.

Procurement:

• The Field Logistics Officer is responsible for all field procurement in Ngala and liasing with the Logistics Officer in Maiduguri to purchase items that are not locally available in Ngala and then ship them.
• Respect and abide by the SIF Procurement procedures.
• Assist with the development and management of supplier database and price lists.
• Collect quotations from suppliers and prepare all procurement documentations as outlined in the Procurement Thresholds.

Fleet Management:

• Manage Ngala vehicles and drivers.
• Communicate with program team regarding field movement schedules and also inform all field teams any changes in the vehicle movement schedules.
• Conduct regular meetings with drivers emphasizing the importance of Safety & Security.
• Ensure all vehicles are very well maintained and keep communicating with the supplier as regards to the maintenance of the vehicles.
• Ensure that all vehicles must have first aid kits, fire extinguisher, spare tires and an emergency kit.
• Ensure that all drivers maintain the daily log sheets signed at all times of movement.

Others:

• Be aware of the security context within SIF working areas and wider region, providing information to the Base Manager and Logistics Coordinator.
• Attend to any other logistical or program duties as deemed necessary by the Base Manager / Logistics Coordinator.

Requirements

• Qualification:Degree Level
• Experience:At least 3 years logistics / procurement experience in the field preferably with an INGO.
• Languages:English is mandatory (fluency in writing, reading & speaking).

      Job Title: Logistics Assistant Location: Maiduguri, Borno Reports To Logistics Coordinator Duration of Contract: Until December 31, 2017 with possibility of extension Overall Objective of the Job

• The Logistics Assistant will be primarily responsible for supporting the Logistics Officer in the purchasing and receiving materials ordered in Maiduguri and by extension Abuja ensuring that all SIF procurement policies and procedures are followed at all times.
• The Logistics Assistant under guidance from the Logistics Officer will ensure correct management of stock in Maiduguri, the entry and exit of stock from suppliers, SIF Maiduguri, WFP, FAO, etc for distributions and providing logistics support on all steps of procurement.
• The Logistics Officer will be required to spend 80% of his/her working time in MAIDUGURI & 20 % in NGALA giving support to the SIF teams for all logistical needs, especially procurement, storage, food distribution e.t.c

Task and Responsibilities Procurement:

• The Logistics Assistant directly reports to the Logistics Officer.
• The Logistics Assistant under the supervision of the Logistics Officer is responsible for all mission procurement in Maiduguri for items requested for Maiduguri and some requested for Ngala.
• Maintain proper filing of “procurement files” ensuring their completeness in both hard copies and soft copies.
• Assist the Logistics Officer with the development and management of supplier database and price lists.
• Collect quotations from suppliers and prepare all procurement documentations as outlined in the Procurement Thresholds.
• Collect quotations from various vendors and then make a price list that is updated regularly.
• Assist the Logistics Officer to prepare a pre-qualified vendor list for all categories; goods/services/works.
• Comply, respect and abide by the SIF Procurement procedures & Donor Procurement guidelines.
• Ensure that purchasing requests are updated and follow-up information sent to the field.
• Collect quotations from suppliers and prepare all procurement documentations as outlined in the Procurement Thresholds.
• Prepare contracts, framework agreement in liaison with the Logistics Coordinator.
• Collect quotations from various vendors and then make a price list that is updated regularly.
• Prepare a pre-qualified vendor list for all categories; goods/services/works.
• Preparation of the Monthly report on the Logistics of the Base (Order Follow up, fuel consumption, Mechanical fleet, movement of stock etc.)
• Liaise with Finance Admin Department on all procurement and payment activities.
• Provides regular detailed reports on all logistics operations of the base.

Stock Management:

• Plan and manage monthly inventory inventories of the Stock and equipments
• To be responsible for the correct storage and management of stock in and any other tasked location.
• Receive goods destined for SIF Ngala.
• Verify that all items ordered are received.
• Verify that that the packing lists reflect the actual items received and inform the carrier / or supplier/ or shipper/ consignor if there are any missing or damaged items.
• Prepare Goods Received Notes (GRNs).

Maintenance of the Stock/Warehouse:

• Directly supervise the Logistics Assistant.
• To be responsible for appropriate stocking of all items in the store including environment, ventilation, temperature of the store and the organization of items, separated and arranged appropriately.
• Support the Logistics Assistant in Creating and maintaining up to date warehouse documentation thus; Bin Cards, Stock Cards, Warehouse Issue Notes, Goods Received Notes, Loss & Damage Reports and Warehouse reports.
• Ensure updating of the electronic Stock Report according to actual and theoretic stock.
• Carry out monthly inventory and ensure the coherence with Stock Report in the event of record adjustments notify the Logistics Coordinator to validate the adjustments/reconciliations as necessary giving clear justifications.
• Control access to the warehouse and ensure all items are secured at all times.
• Ensure the cleanliness and good order of the warehouse at all times.
• Submit any requests for stock management items (Bin Cards, Stock cards, Padlocks, Stock Reports etc) to Logistics Coordinator.
• Work with the Logistics Coordinator, Ngala Field Logistics Officer and Project teams on supply chain planning to ensure that there is always enough space in the warehouse to accommodate new orders / consignments.

Dispatch:

• Prepare and package items needed by the project teams, accurately (labeling, counting) in good time and with great care to avid damage.
• Prepare Packing Lists & Waybills appropriately.
• Ensure Donation Certificates are prepared and issued with each item given to partners as guided by the Logistics Coordinator.

Administration:

• Ensure all warehouse documents properly for easy reach; waybills, stock cards, bin cards, supply requests, donation certificates including electronic copies.
• Receive stock report from Logistics assistant and after verification submit to the Logistics Coordinator on a weekly basis.

Fleet Management:

• Support the Logistics officer in the management of Maiduguri vehicles and drivers.
• Communicate with program team regarding vehicle movement schedules and also inform all Maiduguri staff any changes in the vehicle movement schedules.
• Coordinate all flight bookings from staff both for fixed wing & helicopter.
• Conduct regular meetings with drivers emphasizing the importance of Safety & Security.
• Ensure all vehicles are very well maintained and keep communicating with the supplier as regards to the maintenance of the vehicles.
• Ensure that all vehicles must have first aid kits, fire extinguisher, spare tires and an emergency kit.
• Ensure that all drivers maintain the daily log sheets signed at all times of movement.

Others:

• Be aware of the security context within SIF working areas and wider region, providing information to the Logistics Coordinator.
• Attend to any other logistical or program duties as deemed necessary by the Logistics Coordinator.
• Make regular / frequent field visits to give support to Ngala Field Logistics Officer and Storekeepers

Qualifications

• Degree Level

Experience:

• At least 2 years Logistics/Procurement experience in the field preferably with an INGO.

Languages:

• English is mandatory (fluency in writing, reading & speaking).

      Job Title: Logistics Officer Location: Maiduguri, Borno Reports To Logistics Coordinator Duration of Contract: Until December 31, 2017 with possibility of extension Overall Objectives of the Job

• The Logistics Officer will be primarily responsible for the purchasing and receiving materials ordered in Maiduguri and by extension Abuja ensuring that all SIF procurement policies and procedures are followed at all times.
• Will ensure correct management of stock in Maiduguri, the entry and exit of stock from suppliers, SIF Maiduguri, WFP, FAO, etc for distributions and providing logistics support on all steps of procurement. The
• Logistics Officer will be required to spend 60% of his/her working time in MAIDUGURI & 40 % in NGALA giving support to the SIF teams for all logistical needs, especially procurement, storage, food distribution e.t.c

Task and Responsibilities Procurement:

• The Logistics Officer directly reports to the Logistics Coordinator.
• Responsible for all mission procurement in Maiduguri and liaising with the Field Logistics Officer in Ngala to purchase items that are not locally available in Ngala and then ship them.
• Comply, respect and abide by the SIF Procurement procedures & Donor Procurement guidelines.
• Maintain proper filing of “procurement files” ensuring their completeness in both hard copies and soft copies.
• Ensure that purchasing requests are updated and follow-up information sent to the field.
• Assist with the development and management of supplier database and price lists.
• Collect quotations from suppliers and prepare all procurement documentations as outlined in the Procurement Thresholds.
• Prepare contracts, framework agreement in liaison with the Logistics Coordinator.
• Collect quotations from various vendors and then make a price list that is updated regularly.
• Prepare a pre-qualified vendor list for all categories; goods/services/works.
• Preparation of the Monthly report on the Logistics of the Base (Order Follow up, fuel consumption, Mechanical fleet, movement of stock etc.)
• Liaise with Finance Admin Department on all procurement and payment activities.
• Provides regular detailed reports on all logistics operations of the base.

Stock Management:

• Plan and manage monthly inventory inventories of the Stock and equipments
• To be responsible for the correct storage and management of stock in and any other tasked location.
• Receive goods destined for SIF Ngala
• Verify that all items ordered are received.
• Verify that that the packing lists reflect the actual items received and inform the carrier / or supplier/ or shipper/ consignor if there are any missing or damaged items.
• Prepare Goods Received Notes (GRNs).

Maintenance of the Stock/Warehouse:

• Directly supervise the Logistics Assistant.
• To be responsible for appropriate stocking of all items in the store including; environment, ventilation, temperature of the store and the organization of items, separated and arranged appropriately.
• Support the Logistics Assistant in Creating and maintaining up to date warehouse documentation thus; Bin Cards, Stock Cards, Warehouse Issue Notes, Goods Received Notes,
• Loss & Damage Reports and Warehouse reports.
• Ensure updating of the electronic Stock Report according to actual and theoretic stock.
• Carry out monthly inventory and ensure the coherence with Stock Report in the event of record adjustments notify the Logistics Coordinator to validate the adjustments/reconciliations as necessary giving clear justifications.
• Control access to the warehouse and ensure all items are secured at all times.
• Ensure the cleanliness and good order of the warehouse at all times.
• Submit any requests for stock management items (Bin Cards, Stock cards, Padlocks, Stock Reports etc) to Logistics Coordinator.
• Work with the Logistics Coordinator, Ngala Field Logistics Officer and Project teams on supply chain planning to ensure that there is always enough space in the warehouse to accommodate new orders / consignments.

Dispatch:

• Prepare and package items needed by the project teams, accurately (labeling, counting) in good time and with great care to avid damage.
• Prepare Packing Lists & Waybills appropriately.
• Ensure Donation Certificates are prepared and issued with each item given to partners as guided by the Logistics Coordinator.

Administration:

• Ensure all warehouse documents properly for easy reach; waybills, stock cards, bin cards, supply requests, donation certificates including electronic copies.
• Receive stock report from Logistics assistant and after verification submit to the Logistics Coordinator on a weekly basis.

Fleet Management:

• Manage Maiduguri vehicles and drivers.
• Communicate with program team regarding vehicle movement schedules and also inform all Maiduguri staff any changes in the vehicle movement schedules.
• Coordinate all flight bookings from staff both for fixed wing & helicopter.
• Conduct regular meetings with drivers emphasizing the importance of Safety & Security.
• Ensure all vehicles are very well maintained and keep communicating with the supplier as regards to the maintenance of the vehicles.
• Ensure that all vehicles must have first aid kits, fire extinguisher, spare tires and an emergency kit.
• Ensure that all drivers maintain the daily log sheets signed at all times of movement.

Others:

• Be aware of the security context within SIF working areas and wider region, providing information to the Logistics Coordinator.
• Attend to any other logistical or program duties as deemed necessary by the Logistics Coordinator.
• Make regular / frequent field visits to give support to Ngala Field Logistics Officer and Storekeepers

Qualification

• Degree Level.

Experience:

• At least 3 years logistics / procurement experience in the field preferably with an INGO.

Languages:

• English is mandatory (fluency in writing, reading & speaking).

      Job Title: Base Manager Location: Ngala, Borno Duration of contract: 4 months with possibility of extension Expected starting date: ASAP Overview

• Under supervision of the Head of Mission (HoM), the Base Manager is overall responsible for effectively managing and administrating SIF base in Ngala. S/he will be required to work closely with all SIF
• departments, including Administration (Finance and Human Resources) and Logistics, to ensure the proper implementation and development of SIF programs while maintaining full compliance with established policies and procedures.
• The Base Manager will directly supervise base admin and base logistics officer. S/he will also manage administratively all base staff, including program and support teams.

Responsibilities Program Management:

• Support the activity implementation of the programs:
• Participate in the elaboration of the projects: situation analyses, needs assessments, beneficiary selection, proposal of actions.
• Provide technical guidance to program teams to ensure the timely and quality implementation of the projects: planning of activities, follow-up of the implementation, collection of sources of verifications.
• Participate in the definition of partnership modalities for the implementation of the projects when relevant.

Support the monitoring of the programs:

• Make frequent field visits to monitor program implementation and to identify opportunities/ constraints/ adjustments needed.
• Participate in planning and progress review meetings with local authorities, community leaders, and operational partners.
• Support the elaboration of an M&E plan and tools (including baseline surveys, endline surveys, Post-Distribution Monitoring (PDM), satisfaction surveys, etc).
• Ensure relevance of the activities, quality control of the projects, and respect of agreed standards (including mainstreamed gender and protection, beneficiary participation, accountability, etc).
• Support the administrative management of the programs, with the base admin.
• Support the logistics management of the programs, with the base logistician.

Reporting:

• Inform immediately (verbally and in written if requested) the HoM and Program Coordinator of any delay, conflict, problem encountered regarding the base and/or program management.
• Prepare daily/ weekly/ monthly written reports according to the schedule defined by the HoM.
• Participate to monthly reporting to HQ.
• Participate in the elaboration of internal and external reports with program teams (quantitative and qualitative monthly activity progress reports, assessment reports, training reports, evaluation reports with lessons learnt and best practices, etc).
• Participate in drafting monthly, quarterly, interim, and final donor reports according to the requested deadlines, guidelines, and requirements.
• Ensure supporting documents are properly stored (beneficiary lists, procurement/ distribution documents, training attendance sheets, reports, pictures, etc).

Administration (finance and human resources):

• Validate the planning of expenditures, the budget forecast, the cash flow plan and requests, for the base according to the allocated budget and to the budget follow up.
• Monitor the level of expenses of the base based on the budget follow-up.
• Define and update the human resources needs for his/her team.
• Organization of the recruitment for his/her team: short listing of CVs, elaboration and correction of tests, organization of interviews.
• Manage his/her team: induction briefing, planning, follow-up, capacity building, performance interviews, disciplinary procedures if needed.
• Define, update and regularly evaluate training plans for his/her team, with resources available internally.
• Sensitize his/ team and base staff to SIF internal regulations.
• Ensure a good communication/ coordination/ information-sharing within his/ her team and among the various departments in the base through regular coordination meetings.
• Ensure feedback towards his/her team and the base staff members about issues raised by them.
• Ensure conflict resolution (personal and professional) within his/her team and among the base staff members and to inform the HoM.

Logistics:

• Ensure that Basic standard logistic protocols are well implemented by base logistician.
• Validate procurement plans for the base, according to the thresholds and procurement processes.
• Support the management of local contracts for goods and suppliers for programs.
• Ensure a proper stock management system for all equipment in the base.
• Validate the planning of movements and needs for vehicles in the base.
• Ensure good working and living conditions for base staff.

Security Management:

• Strictly follow internal security rules and regulations.
• Monitor the security situation of the area, including threat assessment, collection of security related-information with relevant stakeholders (team members, partner organizations, local authorities, community leaders, etc).
• Timely sharing of security-related information with HoM, with proposition of security protective measures and security plan updates when necessary.
• Coordinate with security agencies to ensure safe and secure working environment in the office and at field level.
• Ensure that minimum security operating standards are put in place and respected by SIF team.

Operational strategy & coordination:

• Support the preparation and capitalization of documentation on SIF programs’ overall impact.
• Propose new actions to expand SIF Ngala base.
• Contribute to the elaboration and update of the mission’s operational strategy.
• Participate in the analysis and proposal of solutions for all decisions impacting the mission in general.

Representation:

• Represent SIF and its programs at different levels of coordination (international/ national operational partners, local authorities, community leaders, and beneficiaries).
• Develop strong networking, coordination, and working relationship with key stakeholders, specifically aligned with SIF programs.
• Share program progress and challenges with local authorities, community leaders, other NGOs/ agencies, working groups, and donors.

Other:

• Fulfil any other duty requested and/ or needed by the HoM.

Profile Academic Qualifications and Professional Experience:

• University degree, preferably related to management or social work;
• Minimum 5 years of relevant INGO work experience;
• Experience in emergency contexts.

Required Skills:

• Passionate about the humanitarian context and serving the most vulnerable
• Commitment to the values, vision, and mission of SIF
• Self-motivation and strong team spirit, with good leadership skills
• Ability to speak Hausa, Kanuri - ability to speak, read and write well in English
• Good communication, representation, and writing skills
• Extensive knowledge of project cycle management and budget holding
• Excellent interpersonal and conflict-resolution skills
• Well-developed organizational and planning skills
• Ability to produce quality work, to make decisions under pressure, and to adhere totight deadlines
• Good computer skills (PowerPoint, Word, Excel)
• Flexibility in terms of working hours and working locations.

Desired Skills:

• Good knowledge of Nigerian Humanitarian crisis and NGALA LGA in particular will be a plus..

Conditions

• The Base Manager will be based in SIF sub-office of Ngala, in Ngala LGA. S/he will regularly travel to Maiduguri in support of SIF main office, for coordination purposes.
• It is a full-time position, and working hours are 40 per week. Occasional evening and weekend work may be required as job duties demand.

  How to Apply Interested and qualified candidates should send their Applications (CV, 3 references) to: [email protected] Note

• Please clearly mention the job title eg: “Field Logistics Officer” in the subject line.
• SIF is an equal opportunity employer; only short listed candidates will be contacted.
• This Job Description is NOT exhaustive, it can be modified at any time to meet the needs of SIF and the affected employee will be called upon to discuss the changes / modifications.

  Application Deadline  10th September, 2017.

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