Logistician – Administrator Garissa

We are searching for :a Logistician – Administrator Garissa.

COUNTRY : Kenya. CITY : Garissa. Starting date: ASAP. Closing date for application : 05/10/2011.. Lenght of the assignment: 2 months, with possibility of extension. Advertisement reference: SURMANE/Firstname/LogAdminGa/Kenya

Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission. For more details on the association: http://www.handicap-international.fr/en/s/index.html Through its Emergency Response Department (ERD), created in 2006 after the merge with Atlas Logistique, the organization is committed to: Provide an adequate response to major natural disaster and conflict situations, anywhere in the world as much as possible within 72 hours; Provide assistance to vulnerable groups (refugees, IDPs, persons with injuries, elders, children, etc.) affected by a crisis and maximize the number of beneficiaries. Within vulnerable groups, target especially PwD and meet their specific needs; Constantly monitor chronic crises and/or conflicts to ensure preparedness for and rapid response to eventual emerging needs.

Directly linked to the Emergency Response Department of Handicap International France, the expatriate will be mandated for the following mission:

JOB CONTEXT:

Somalia, the neighboring country of Kenya, has been designed the most failed state of the world in 2011 . Due to civil conflict and drought, United Nations decided in 1992 to start an operation in Mogadishu (“Restore Hope”). In the same time, several tens of thousands people fled Somalia to Kenya. As a result of these influxes, the creation of refugee camps in the North Eastern part of Kenya has been decided and especially in Dadaab. Most of these refugees are still in Dadaab today. Dadaab is located in the east of Kenya, at about 90km from the Somalia border. The camps complex is composed by three “historic” refugee camps: Dagahaley, Ifo and Hagadera, located in a circle of 17km around Dadaab. Despite official closure of the Kenya / Somalia border by the Kenyan Government in January 2007, Dadaab refugee camps complex has received over 200,000 Somalia refugees over the past four years. Since October 2010 however, the numbers of refugees increased to over 10,000 a month, mainly because of the conflict in Somalia and since May 2011 because of the long and severe drought in the horn of Africa. The United Nations have declared on 20th of July a situation of famine in 2 regions of Somalia and on 3rd of August 2011 it was extended to 5 regions of Somalia. The number of refugees received between January and mid July 2011 is more than 60,000. The current population in the camps is around 400,000 refugees, while the three camps (Dagahaley, Hagadera and Ifo) have a total holding capacity of 90,000 persons (30,000 each). There are about thousands of new refugees who have no where to settle and are spontaneously settling on the outskirts of the camps. The rate of registered refugees arriving in the camps should continue rising. As of the end of July 2011, an average of 1,330 persons was arriving daily in Dadaab . It is anticipated that an estimated additional 80,000 new refugees will arrive in the next months, should the rains continue to fail and aid delivery in Somalia remains restricted. The sharp increase in arrivals combined with the prevailing drought situation in the Horn of Africa is impacting more on the newly settled refugees. Indeed, during the previous months, newly arrived refugees were not taken in charge immediately at their arrival in the different camps in Dadaab, because the Kenyan Government and UNHCR did not have the capacity to register this large number of refugees daily. Therefore, refugees could not receive any basic services as food and water at their arrival in Dadaab camps, creating situations of extreme vulnerability and sometimes to deaths. Despite the presence of humanitarian stakeholders in Dadaab, the huge influx of new refugees has made it extremely difficult to deliver sufficient and efficient humanitarian assistance, especially in the spontaneous settlements (vast areas around the different camps with no existing services at all). However, in response to the critical needs of newly settled refugees, the Kenyan Prime Minister made a public statement requesting UNHCR to open the new sites in the area and provide assistance in terms of health care, shelter, education and food. As a result UNHCR and implementing partners (IPs) decided to open two new camps (Ifo Extension and Kambioos) with an additional capacity of 180,000 refugees. The resettlement in these new camps has started on July 25 and is still under process. Regarding these facts, Handicap International has identified critical needs for the most vulnerable (especially for persons with disabilities, older and persons with serious medical conditions), such as: - access to food and safe water, - access to sanitation facilities, - access to health services, - access to adapted shelters, - access to a secure environment and protection, - access to other specific services according to their needs.

Handicap International, in the frame of its holistic approach to the most vulnerable called Disability and Vulnerability Focal Point (DVFP), proposes an immediate humanitarian response in order to cover the needs of the Dadaab camps vulnerable population. The strategy of these DVFPs is to identify most vulnerable persons (and particularly PWDs) in their community and enhance their access to basic and specific services. Because of the increased vulnerability of the new arrived refugees, Handicap International will focus its activities in the two new camps (Ifo extension and Kambioos) and in the outskirts of the three existing camps. This project, like all projects currently being implemented by the ERD, will focus particularly on extremely vulnerable individuals and their households, as these individuals often risk being excluded from assistance efforts, and given their original vulnerabilities, face additional barriers and challenges to cope and survive. The criteria of vulnerability could be enlarged according to the lack of coverage by the other actors and our financial and operational capacities. Also, HI aims to provide mainstreaming support to IPs at all levels in the emergency response. This mechanism for mainstreaming has been used successfully by HI in others emergency interventions (Haiti, Pakistan, etc).

JOB DESCRIPTION:

Based in Garissa, the logistician/administrator will depend hierarchically on Logistics Coordinator and depend technically on administrative coordinator, and has strong functional links with the head of mission in Dadaab.

He will ensure all the administrative, Finances and Human Resources tasks, as well as logistics tasks mainly the supply and purchase to support Dadaab according to the standard HI principles, in link with Nairobi and Dadaab.

Ensure the good movement of material between Nairobi/Garissa and Garissa / Dadaab, and all the HI material in transit by Garissa. In accordance with the internal regulation

Being the security security focal point in Dadaab.

MAIN TAKS OF THE EXPATRIATE

Administration

TREASURY MANAGEMENT

• Manage the cash box and report every cash movements on the cash dairy and other relevant documents
• Check cash everyday and report these transactions in petty cash statement Grant, follow and ensure reimbursement of advances using appropriate receipt formats
• Check invoices given by other departments and make sure they are correctly translated and validated
• Before giving any advance, make sure that the purchase request is valid, signed by the line manager, respecting the rules written in the expenditure commitments procedure
• Inform the Administration Coordinator if some expenditure is ineligible or suspicious
• Inform the Administration Coordinator when the cash balance is low.
• Make the payment for the staff field affected in Garissa (Salary advance, small team), in accordance with the HR officer information.
• Prepare the salary payment for the staff field affected in site location, in accordance with the HR officer .
• Prepare the weekly Cash Request with the Base Logistician.
• Send weekly cash request to Nairobi for validation

BANK MANAGEMENT

• Make cash withdrawals from the bank

BILL MANAGEMENT

• Check all bills: Eligibility Purchase process Translation? Approval signature Prepare vouchers (stick invoices on the voucher, fill the designation, fill the donor’s part and the allocation code…)

HR MANAGEMENT (team 2-3 persons)

• Ensure the link between Nairobi office and site location for the signature of all HR - documents
• Contract
• Job Description
• Internal rules and regulation, Terms and conditions of engagement, Child protection code of conduct and Protection against Harassment of Women.
• Ensure that all employees are aware and understand all these HR documents
• Be part of the recruitment process if needed (in-site)
• Do induction briefing for all new members.
• Ensure staff follow up on site:
• Update employee about HI policies, salary package,
• Follow up and record staff leaves and attendance according to HI procedures
• Follow up and record all documents related to health insurance
• Compile all attendance sheet and check them

Logistics

REPRESENTATION

• Being the direct interlocutor of Handicap International towards providers and companies, for all issue related to logistics and security in Garissa;

COORDINATION

• Provide logistics support to Dadaab, interms of purchases and movements follow-up (management of escorts from Garissa to Dadaab. Movements have to be expected between the different bases, especially Dadaab.

PURCHASE

• Ensure the respect of HI/Atlas (and donor if required) purchase procedure;
• Identify and plan the mission purchases in collaboration with the rest of the team (PM, HoM, Admin Co, Base Co);
• Ensure the quality of the purchase and the delivery deadlines;
• Follow up the order/purchase until delivery;
• Control the quantities ordered (loading of the trucks;
• Ensure regular purchases follow up in close collaboration with the Finance Department for down payments and monthly budget follow up.

STOCK MANAGEMENT

• Ensure the respect of HI/Atlas (and donor if required) stock management procedure; Provide regular inventory (weekly, monthly,) for the different items stored within the mission;
• Plan the stock supplying according to local constraints;
• In charge of the warehouse management and control system;
• Ensure the security and the follow up of the equipment used on the base (identification, inventory, affectation);
• Ensure the security and the follow up of the communication and IT equipments (and supplies) on the base (identification, inventory, affectation).

VEHICLE MANAGEMENT

• Ensure the respect of HI/Atlas (and donor if required) vehicle management procedure;
• Supervise the general follow up of the base vehicles (consummation checks, movement planning, etc.)
• Ensure a regular maintenance on the different vehicle of the base;
• Handle transport contract negotiation with suppliers if needed, and follow up;
• Define the more relevant means of transport for goods delivery and process the administrative formalities related to (by road, by plane, by boat, etc.).

REPORTING

• Centralize all logistics information available and consolidate a monthly report (into the proper reporting form) to be delivered to the Logistics Coordinator and administrator Coordinator.
• Provide all the rapport request by your line and technical manager.
• You provide the desk officer with a mission report and/or handover document at the end of your contract;
• Debriefing at HQ at the end of your mission (and during Home-Break).

GENERAL REQUIREMENTS

Act as a team player Report any incident to the line management Accomplish any other task which may be required by the line management

CANDIDATE PROFILE:

• Degree in Logistics recommended
• Previous experience in logistic
• Previous experience as administrative assistant or cashier
• Strong interpersonal and intercultural skills
• Ability to work under high pressure with a great level of personal organisation

REQUIRED LANGUAGE SKILLS:

• English mandatory (oral and written)

JOB ENVIRONMENT:

Based in Garissa with frequent travel throughout the country (Dadaab, Nairobi) The office is share with HI DAD . Accommodation: The expatriate will live in a hotel with all the basic needs. Security: The movements are restricted in town for security reason.

EMPLOYMENT CONDITIONS:

Volunteer: 750 or 850 Euros monthly indemnity + living allowance paid on the field + accommodation + 100% of the medical cover taken in charge by HI + repatriation insurance + indemnity for partner and children Salary: “salary bracket” gross salary/month + 457 Euros net expatriation allowance + 50% of the medical cover taken in charge by HI + repatriation insurance + indemnity for partner and children

To apply, please send your CV and a cover letter to: Mariana Echevarria HANDICAP INTERNATIONAL Direction de l’Action d’Urgence Réf : SURMANE/Firstname/LogAdminGa/Kenya. E-mail : officerh@handicap-international.org

TO APPLY, click on this link :www.handicap-international.org