UNHCR Sub-Office Manager Job Opportunity – African Initiatives for Relief and Development (AIRD)

Job Title:   Sub-Office Manager
Organisation: African
Initiatives for Relief and Development (AIRD)
Funding Source: United
Nations High Commissioner for Refugees (UNHCR)
Duty Station: Uganda
About US:
African Initiatives for Relief and Development (AIRD) is a
non-governmental, non-political, non-religious and non-profit making
organization with the main aim of protecting and seeking durable solutions for
Refugees and IDPs in Africa in partnership with UNHCR the UN refugee agency.
Job Summary: The Sub Office
Manager will provide overall management, logistical, financial and
administrative services to support the operations at the Sub Office level which
may include overseeing Field Offices.
Key Duties and
Responsibilities:  
Operational Management:
  • Ensure operations receive timely,
    effective and efficient management, administrative, financial and
    logistical support services in order to meet project objectives
  • Ensure management, administrative and
    logistical support systems and procedures are followed
  • Implement appropriate management,
    administrative and logistical support systems and procedures in
    coordination with the Operation Manager & the CPD and in line with
    AIRDs SOPs
  • Line manage the support and
    administration team, ensuring individuals work effectively and
    productively
  • Oversee cashbook entries and financial
    coding at the Sub Office and field, ensuring that financial procedures are
    followed
  • Oversee as aspects of logistics, ensuring
    program logistical procedures are adhered to and developed where
    necessary, in liaison with Operations Manager
  • Ensure good communication and
    coordination between the support and administration team and the technical
    operational team
  • Work closely within the framework of
    AIRD’s core values, promoting its ethos and mission statement
  • Keep informed of AIRD activities
  • Work as part of a team and liaise with
    other departments to ensure effective communications across the
    organization
  • Ensure the full implementation of the
    Human Resources, Procurement, Logistics, and Financial SOPs throughout
    AIRD programs
  • Participate in meetings, networks,
    seminars and conferences where relevant and beneficial to AIRD and its
    mission and mandate
  • Undertake and apply learning from
    appropriate training and development program
  • Contribute to fundraising initiatives
    where appropriate
  • Undertake any other duties appropriate to
    the post as may be required
Construction Management:
  • Day to day project management for all
    construction activities under Sub Office including Field Office
  • Oversee as well as coordinates assigned
    engineering, planning, design, and also construction works
  • Ensure adherence to quality, budget and
    schedule
  • Coordinate the administration and
    approval process for projects and provide updates
  • Coordinate the development and
    preparation of contracts for a variety of construction projects
  • In charge of planning, developing,
    negotiating, and administering formal agreements as well as permits with
    third parties, including local agencies and UN agencies.
  • Work closely with partners to ensure
    proper and comprehensive project implementation
  • Negotiating service agreements and
    managing associated costs and revenues
  • Preparing detailed schedules of work,
    feasibility studies and cost estimates of engineering solutions
  • Undertaking technical and feasibility
    studies including site investigations, complex and repetitive calculations
  • Compiling job specifications and
    supervising tendering procedures
  • Resolving design and development problems
  • Ensuring the full implementation of the
    Procurement SOP
  • Managing budgets and project resources
  • Scheduling material and equipment
    purchases and deliveries
  • Making sure the project complies with
    legal requirements
  • Assessing the sustainability and
    environmental impact of projects
  • Ensuring projects run smoothly and
    structures are completed within budget and on time
Warehouse Management:
  • Supervise, monitor and coordinate
    movements of supplies to and from the West Nile Region
  • Ensure all stock movements are authorized
    by UNHCR and proper update of stock card, bin cards and warehouse system
    is adhered as per the UNHCR rules and regulations.
  • Ensure all receptions are supported by
    proper documentation and update of stock card, bin card and warehouse
    system is maintained
  • Ensure that goods received are properly
    counted and any discrepancy is reported immediately to UNHCR supply
    section
  • Ensure the proper storage of items
    according to each reference requirements
  • Establish and maintain proper filing
    system for all relevant documents related to warehouses
  • Prepare and submit weekly stock movement
    report and share with UNHCR and CMT
  • Produce monthly consolidated stock
    movement report.
  • Conduct inventory of all warehouse on a
    monthly basis jointly with UNHCR Supply Section and make sure that the
    inventory report is counter-signed by UNHCR
  • Ensure the full implementation of the
    Logistics SOPs throughout AIRD programs
Fleet and Fuel Management:
  • Planning transport and fuel operations in
    coordination with logistics officer in the field
  • Ensuring that vehicles move only with
    official permission, and only with persons authorised by management. That
    vehicle movement is controlled to produce effective and timely delivery of
    services to the client and beneficiaries
  • Ensuring that drivers comply with the laws
    of the countries at all times and at all times act with courtesy, good
    manners and appropriate respect
  • Ensuring that fuel for each vehicle is
    monitored, recorded and accurate reports submitted timely as required by
    UNHCR Logistics Section
  • Ensuring that drivers are properly
    informed of any new legislation, local bye-laws, project guidelines and
    other information relevant to their duties timely and effectively.
  • Ensuring that acceptable standards of
    monitoring, evaluation and reporting on the transport sector are
    developed, maintained and recommendations made to management timely and
    effectively
  • Ensuring that all commodities that are
    transported are accompanied by Waybill and correspond to the Transport
    Issue Order (TIO)
  • Ensuring that no illegal and unauthorized
    persons and commodities are transported.
Human Resources:
  • Be part of the induction of new staff to
    the Sub Office
  • Conduct appraisals of line managed staff
    as per AIRD systems
  • Responsible for support and administration
    staff selection, recruitment and disciplinary systems and procedures
  • Assist in the process of national staff
    capacity building, identifying training needs and providing mentoring
    support where appropriate
Reporting and Communications:
  • Ensure daily communication and
    coordination with the Country Management Team, participate in CMT meetings
    and coordinate Sub Office management meetings and briefings
  • Ensure timely and detailed production of
    AIRD program internal reports as directed by the CPD
Representation:
  • Represent AIRD when dealing with local
    authorities, other organizations and NGOs within the Sub Office area of
    operations
  • Ensure all relevant parties are kept
    informed of AIRD activities as appropriate
  • Support the CPD in his/her in-country
    Public Relations/Communications role
Donor and partner related activity:
  • Coordinate the collection of information,
    and draft funding proposals and budgets for submission to AIRD HQ for
    approval, as directed by the CPD
  • Provide support to the CPD, Operations
    Manager and Kampala HQ/ in identifying and collecting information on
    possible future donors and funding opportunities to support AIRD
    activities
  • Support the CPD in creating and
    maintaining relationships with donors, partners and other parties as
    required
Information Management:
  • Develop and maintain systems for
    recording programme activities, outputs and impact
  • Provide relevant materials, case studies,
    photographs, events and media contacts in line with AIRD’s corporate
    profile, identity and message as directed by the CPD and in co-ordination
    with AIRD HQ Communications Department
  • Establish appropriate internal reporting
    formats and ensure effective internal information flows
Business Planning:
  • Significantly contribute towards programme
    business plans and budgets as directed by the Operations Manager
  • Assist the Operations Manager as required
    in the planning and implementation of activities and events within the programme
    area
  • Assist in the monitoring and evaluation of
    program activities
Qualifications, Skills and
Experience: 
  • The ideal candidate should preferably hold
    a Civil Engineering degree and / or a bachelor’s degree and/or post
    graduate degree in a relevant field
  • A minimum of four to seven years of
    practical experience in humanitarian response
  • Familiarity with the humanitarian reform
    process
  • Proven skills in networking and
    relationship building
  • Excellent analytical and information
    gathering skills
  • Cultural sensitivity
  • Significant work experience with a
    non-profit sector
  • Excellent communication skills (oral and
    written) in English/French
  • Proficiency to use MS Office suite of
    applications and other IT systems
  • Ability to write clearly articulate
    proposals, reports, and correspondence
  • Strong analytical, communication and
    problem solving skills is necessary along with capacity to identify and
    articulate potential problems and provide possible solutions in concise
    and clear manner
  • Previous experience working with
    international development partners, international nongovernmental
    organization (INGOs) and donors (in particular UNHCR experience) is an
    asset
  • Fluent in English. French an added
    advantage
  • Willingness to travel for program
    requirements
Personal Characteristics:
  • Behave Ethically: Understand
    ethical behaviour and practices, and ensure that own and the behaviour of
    others is consistent with these standards and aligns with the values of
    the organization
  • Build Relationships: Establish
    and maintain positive working relationships both internally and
    externally, to achieve the goals of the organization
  • Communicate Effectively: Speak,
    listen and write clearly using appropriate and effective communication
    tools and techniques
  • Creativity/Innovation: Develop
    new and unique ways to improve operations of the organization and to
    create new opportunities
  • Foster Teamwork: Work
    cooperatively and effectively with others to set goals, resolve problems,
    and make decisions that enhance organizational effectiveness
  • Leadership Positively:
    Influence others to achieve results that are in the best interest of the
    organization
  • Decision making: Assess
    situations to determine the importance, urgency and risks, and make clear
    decisions which are timely and in the best interests of the organization
    as authorized
  • Organizing: Set priorities,
    develop a work schedule, deploy the right resources and monitor progress
    towards goals
  • Plan: Determine strategies to
    move the organization forward, set goals, create and implement actions
    plans, and evaluate the process and results
  • Ensuring value for money i.e.
    program/project monitoring
  • Ability to work under hardship environment
    and with minimum supervision
How to Apply:
All suitably qualified and interested candidates should send an
application letter stating qualifications and experience, and their suitability
together with latest updated C.V. by email to hr@airdinternational.org.
Deadline: 27th
January, 2017

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