Log and Admin Officer

General Information

Humanity and Inclusion (formerly Handicap International) is an independent and impartial aid organization working in poverty, exclusion, conflict, and disaster. Working alongside persons with disabilities and other vulnerable groups, our actions and testimony are focused on responding to their essential needs and improving their living conditions. HI is a non-governmental, non-religious, non-political, and non-profit making organization.

2.      Mission

The Field Admin and Logistician under the supervision of the Emergency Project Manager will be responsible for the management of Human resources procurements, vehicles, premises, and the equipment and field office day-to-day activities necessary for the smooth running of the program in compliance with Handicap International's internal regulations.  She/he will produce quality financial information and contribute to applying and disseminating the budget framework, local and donor rules, and HI’s tools, procedures, and standards in the financial field.

3.      MAIN RESPONSIBILITIES OF THE EMPLOYEE

Under the responsibility of the Emergency Manager, s/he will be responsible for:

Managing human resources

•      Ensure the optimal management of Human resources. He/she implements the policies, including Recruitment, onboarding, Performance appraisal, and training.

•      Ensure the timely salary payment and remittance of tax, pension, and other Gov’t payments related to HR.

•      Follow up staff contract renewal and timely termination payment during project closure or any reason.

•      manages personnel administration activities in his/her geographical area by current legislation.

•      Oversees staff movements in his/her geographical area.

Managing Local Procurements

·         Making purchases by HI and donor procurement procedures and plans.

·         Delivers the goods to the applicant after verification (compared to the order form) of the quantity and quality.

·         Monitoring Purchase and Service Requests and ensuring that all purchase files comply with HI and donor procurement procedures.

·          Keep up-to-date the monitoring of quotations and purchases and report every week the summary of procurements status to the project manager and HO logistics manager.

·         Checking the validity and appropriate nature of proof of expenditures (contracts, orders, invoices, delivery notes…) and verifying all purchase files to ensure respect for HI and donor procurement procedures before settling advances with the Finance Department.

 Managing Asset and Inventory

·       Assume proper recording and documentation are maintained for all organizational assets in the office, and ensure periodic reports are submitted to CO.

·         Conduct inventory of project and admin items in the office and ensure quality reports are prepared and submitted.

·         Carrying out or ensuring the physical management of stock: use stock management tools, manage the merchandise flow, and organize periodical stock-taking and storage facilities.

·      Understand and implement standard HI Asset and General Inventory policies and procedures.

Managing Fleet

·         Implementing rules for the management of vehicles and other means of transport.

·         Managing the planning, allocation, and deployment of vehicles to operation

·         Managing the daily scheduling and organizing of vehicles for the project.

·         Follow all inland transportation and ensure that necessary logistic documents are traveling with the material.

·         Monitoring the use of vehicles and fuel consumption and reporting every month, including vehicle log sheet use.

·         Managing the supply of fuel and log sheet records for the generator.

·         Coordinate travel arrangements, including hotel bookings for traveling staff.

·         Organize distribution of procured emergency shelter and non-food items to targeted project beneficiaries.

 Managing Premises

·         Managing the fitting out, servicing, and maintenance of the premises and equipment and reporting on the work undertaken & cost to the project manager.

·         Identifying reliable hotels in all the project localities for accommodation and proposing contracts.

·         Follow up and ensure utilities are paid on time.

·         Manage security guards, and office cleaners and maintain the safety and cleanliness of the premises at all times.

Managing emergency project team members

·         Preparing planning for each staff together with the project manager.

·         Managing direct reports' contracts (leave, end of the trial period, etc.); if the need arises, co-validating disciplinary measures with the emergency coordinator

·         Regulating relations within the team and with other team members, managing conflict situations at the first level of line management, and giving feedback on the solution taken or forward to the next level of management if necessary.

 Financial management in your geographic area

·         Produces and updates resource allocation tables (human, logistical, etc.) and communicates them to the emergency project manager.

·         Adheres to the deadlines in HI’s financial calendar.

·         Consolidate cash flow needs within his or her area of responsibility.

·         Consolidate monthly finance needs of the project and submit them to the emergency project manager.

·         Ensure that all the necessary contractual documents exist and are followed up and archived (service, rental, partnership, employment contracts)

·         Carry out administrative follow-up for rental contracts (payment of the rent, service charges, renewal, termination, etc).

·         Draw up the monthly/bi-weekly budget estimate related to logistics and include it in the monthly cash forecast sent to the HO.

Education & Qualification

-       Bachelor's degree in Business Management, Economics, Accounting, Finance, supply chain, or equivalent field.

ü  Required

• Professional experience of 4 years minimum as an Administration and Finance or Logistics Officer, including at least two years in an NGO setting.
• Experience in personnel administration, finance, and supply chain.
• Cash-flow management, accounts management, and tax management.
• Information security management and use of the Information System.
• Stock management and transport management.

ü  Skills

• Computer literacy (Word, Excel, and PowerPoint).
• Good organization skills, flexibility, and adaptability
• A high degree of confidentiality.
• Good interpersonal and communication skills.
• Ability to work with teams and develop team spirit.
• Diligence and attention to detail.
• Never been convicted, free from khat, smoking, alcohol, and substance abuse addictions.

ü  Knowledge of the working area language is a requirement (Somali Language)

How To Apply

Interested applicants who meet the above criteria should fill in the attached application form:  

https://forms.office.com/e/iya0zYt27B?origin=lprLink on or before the deadline.

 Only short-listed candidates will be contacted for exam/interview no phone calls, please.

We’re committed to safeguarding and promoting child protection and expect all staff and volunteers to share this commitment. This position involves working with beneficiaries and is subject to strict safer recruitment checks. The successful candidate will be required to complete a police check and sign a self-declaration form to help us verify your suitability to work with children including checks with past employers.

Humanity & Inclusion is an equal opportunity employer and particularly welcomes women and persons with disability.