Sub Office/Workshop Manager – Dori Full Time

The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Liberia, Niger, Tanzania, and Uganda. AIRD registration in South Sudan was recently finalized. AIRD’s objective is to offer operational technical support, including but not limited to: supply chain, logistics and infrastructure in partnership with relief and development organizations that focus on disaster-affected, poverty-infested and development oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

AIRD now seeks to recruit a qualified and motivated Sub Office/Workshop Manager to be based in the Sahel Region, Burkina Faso.

Job summary

The Sub Office/Workshop Manager will oversee the logistics and supply chain operations of the country program office including any construction that may be taking place within the Program. S/he will create and oversee the implementation of tools utilized in the field with the aim of enhancing operational effectiveness. S/he will supervise field office operations.

Key Responsibilities

Operational Management

• Ensure operations receive timely, effective and efficient management, administrative, financial and logistical support services in order to meet project objectives
• Supervise several teams and coordinate the implementation of several projects simultaneously in Sahel Area
• Participate in the preparation budget of Sub office level with the support of the representative
• 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
• Prepare and submit consolidated periodic reports (weekly sitrep, monthly report, midyear review and final report performance)

• Manage the support and administration team
• Oversee cashbook/QuickBooks entries and financial coding at the Sub Office and field
• Foster good communication and coordination between the support, administration team and the technical operational team
• Implement the Human Resources, Procurement, Logistics, and Financial SOPs throughout AIRD programs in collaboration with the FAM and Operation Manager
• Ensure the supervision of the implementation of activities taking into account the security environment
• Regularly monitor the security situation and report
• Participate in meetings, networks, seminars and conferences which relevant and beneficial to AIRD and its mission and mandate
• Contribute to fundraising initiatives where appropriate
• Keep informed of AIRD activities

  Workshop Management

• Supervise, support all matters relating to the garage and take appropriate actions to improve work shop performance in accordance with results and available means in the sub office
• Update, organize and define the performance objectives of staff in the garages – responsibilities according to the activity level of the garage
• Implement and monitor work shop repair and maintenance activities
• Ensure during repair service, that the logbook is updated every journey, is kept in each vehicle and is regularly scrutinized for accuracy and eligibility. This includes verifying if all service periods are reflected on the log book
• Ensure that the garage management procedures and those of the spare parts are properly implemented at the sub office level
• Evaluate the need for spare parts at Sub-delegation and the Country and the level
• Assist the Operation Manager in developing the needs for spare parts to be communicated to the donor

Construction Management

• Manage daily project management for all construction WASH and Energy activities under Sub Office in coordination with the Civil Engineer
• Oversee and coordinate assigned engineering, planning, design, and construction works
• Adhere to quality, budget and schedule
• Coordinate the administration and approval process for projects and provide updates
• Coordinate the development of contracts for a variety of construction and WASH projects in coordination with the Civil Engineer
• Liaise with partners to ensure proper and comprehensive project implementation
• Undertake technical and feasibility studies including site investigations, complex and repetitive calculations
• Compile job specifications and supervise tendering procedures
• Implement of the AIRD Procurement Standard Operating Procedure in collaboration with the FAM
• Assess the sustainability and environmental impact of projects

 Warehouse Management

• Supervise, monitor and coordinate movements of supplies
• Maintain proper documentation and update of stock cards and bin cards
• Ensure the proper storage of items according to each reference requirements
• Prepare and submit consolidated stock movement report on a monthly basis

Fleet and fuel management

• Plan transport and fuel operations in coordination with logistics officer in the field
• Monitor vehicle movement to ensure timely delivery of services to the client and beneficiaries
• Ensure that drivers comply with the laws of the countries and at all times act with courtesy and professionalism

Human Resources

• Participate in the induction of new staff in the Sub Office
• Conduct appraisals of line managed staff as per AIRD systems
• Support the selection, recruitment and disciplinary systems and procedures of Sub Office staffing in coordination with the Finances Manager
• Ensures compliance with recommendations on protection on sexual abuse and harassment (PSEA)
• Participate in the national staff capacity building, identification of staff 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
• Ensure the implementation of the ERP system

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 Head Office for approval
• Identify and collect information on possible future donors and funding opportunities
• Create and maintain relationships with donors, partners and other parties

Information Management

• Develop and maintain systems for recording program 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 Head office Communications Department
• Develop appropriate internal reporting formats and ensure effective internal information flows

Business Planning

• Contribute towards program business plans and budgets
• Support the Representation as required in the planning and implementation of activities and events within the programme area
• Support in the monitoring and evaluation of program activities

Key Relationships

• Country Program Director
• Finance and Administration Manager
• Partners, Government authorities

Qualifications, experience and skills

• Accredited degree in technical mechanics, civil Engineering or a similar field
• At least 5 years of managerial or supervisory experience required
• Good working knowledge of warehouses and fuel systems
• Proficiency with computers including Microsoft Word, Excel, and Power point required
• Willingness to travel as necessary, work the required schedule, work at different locations as required
• 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
• Experience in working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset
• Familiarity with the humanitarian reform process

Knowledge, skills and abilities

• Knowledge of program management
• Knowledge of donor groups and/or issues related to the program area