The Services - “Terms of Reference” Job Title: Operations Support Co-ordinator – Horn of Africa Work Base: MENTOR Kenya with extensive field missions Responsible to: Programme Manager Horn of Africa – The MENTOR Initiative Duration: 5 months with possibility to renew Start date: 1st September 2011 Closing date: until suitable candidate is found Fee: 2500-3000USD per month depending on experience Send a CV and letter of motivation to personnel@mentor-initiative.net No CV only application will be considered
The MENTOR Initiative is a “not for profit”, charitable, non-governmental organisation devoted to reducing death and suffering from malaria in humanitarian crises. The MENTOR Initiative is currently providing ongoing emergency support to the most vulnerable communities in Haiti, Liberia, Angola, Kenya, Somalia, the Central African Republic and Eastern and Southern Chad.
The Operations Support Co-ordinator for the Horn of Africa emergency programmes will work to provide operational support to the MENTOR technical team with other specialism’s including malaria case management, vector control, malaria prevention, and IEC/BCC. This post will work with MoH, UNHCR, other UN agencies, NGO and FBO teams to help ensure that all vulnerable IDP and refugee populations in target areas have access to quality malaria case management and prevention. This will be achieved through a combination of direct work in north east Kenya, support missions and operational support for partners in Somalia and Ethiopia.
The responsibilities of this post include the following.
The Operations Support Coordinator will be responsible for financial, administrative and logistical support to The MENTOR Initiative Horn of Africa (HoA) Emergency Response Programme and will work under the direct line management of the Programme Manager (PM HoA) and in collaboration with other members of the MENTOR Initiative team to ensure smooth functioning of all programs.
Financial Coordination • Ensure good quality finance and administration systems as per the standard MENTOR Initiative guidelines are set up and functioning in the programme • Ensure accounting for all grants and in accordance with the grant agreement(s) • Prepare monthly electronic and paper reports on expenditures against the project budget(s) and send these together with all hardcopy receipts and other expenditure-related paperwork, including bank statements, to the MENTOR Initiative HQ • Ensure compliance to all Grant agreements for financial reporting and procurement. Ensure field level compliance to all legal aspects of the grant agreement • On the basis of internal cash available and planned expenditure, send monthly requests for cash (RCA) to the MENTOR Initiative HQ. • Prepare monthly request for cash (RCA) and electronic as well as paper version of payroll to MENTOR Initiative HQ. • Supervise and provide training to the local administrator in the MENTOR Initiative finance and administration procedures. • Ensure that all members of the MENTOR team are trained and respect the Finance and Administration procedures. • Responsible for payment of all local team members including daily workers when necessary • Responsible for distributing ICLA and security cash (when required) to international team members as well as reimbursement of approved expenses • Set up and maintain a MENTOR bank account in the programme country • When required, assist with the preparation of new proposals and budgets
Administration • Follow up on all rental agreements including the MENTOR Initiative house(s), office(s), and vehicles, etc. and renew rental agreements when necessary • When necessary, follow-up on the MENTOR Initiative’s registration in country with the Ministry of Foreign Affairs and other local actors • Assist the PM HoA with any other administrative tasks as required
Human Resources • Directly responsible for all administrative aspects of local staff management and recruitment. This includes set up of non-technical job descriptions and assisting with the editing of technical job descriptions, posting adverts, organizing interviews, etc. • Ensure that standard salary scale and per diem polices are in place and updated, upon validation from MENTOR HQ, regularly. • Ensure compliance with all local government taxation and labour regulations concerning employment contracts. • Ensure that national staff adheres to The MENTOR Initiative contracts, policies and internal rules. • Ensure that international team members respect internal rules and policies in relation to the management of national staff under their responsibility.
Programme Support • Assist the PM HoA with writing of Memorandums of Understanding • When required, represent the MENTOR Initiative in external coordination meetings • At the request of the PM HoA, provide finance/admin and/or logistics support during field or assessment missions.
Logistics • Coordinate all logistical activities including local and international procurement, fleet and equipment maintenance and management to ensure the smooth functioning of the MENTOR Initiative HoA Emergency Programme and work closely with program coordinators to ensure all procurement and other logistical support is provided in a timely manner. • Work with the Operations Support Officer at HQ on international procurement. • Coordinate and ensure the installation (when necessary), maintenance and repair of all vehicles, generators, communication equipment and computers. • Coordinate the logistical filing system to include all equipment manuals, maintenance schedules and logs documentation e.g. way bills. • Responsible for the setup of a complete, transparent and detailed list of assets. Ensure all The MENTOR Initiative HoA Emergency Programme assets are recorded and monitored/maintained • Keep current documentation, maintenance and insurance of all vehicles used by the MENTOR Initiative HoA Emergency Programme. • Ensure vehicle fuel logs and fuel stocks are completed daily and recorded • Ensure that standard MENTOR procurement procedures are followed within the MENTOR Initiative HoA Emergency Programme
Other • From time to time and as requested work with MENTOR Initiative HQ to share best practice across the organization. • Includes the possibility of transfer to another similar post in another MENTOR Initiative country programme within the period of this contract agreement. • Any other duties as may be assigned by the PM HoA and agreed with the Director.
Job Specification Essential: • Masters in subject area or 5+ years field experience • At least 3 years field experience in a similar environment preferably with medical/ insecticide commodities • Excellent communication skills • Team player • Proven capacity to train others • Flexible and willing to learn • Practical, hands on approach
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