Vacancies at Handicap International (HI)

• Reporting to the Country Director, the Sudan Country Logistics manager ensures the efficient management of logistics resources for the area of intervention under his or her responsibility.
• He or she is the point person for the Country Director and as such informs him or her of any problems that fall within his or her remit and suggests solutions.
• He or she is a key player in the rollout and implementation of HI’s logistics standards, which consists in reworking the positioning of logistics at HI and affirming the principle of professional development.
• S/he will provide technical assistance and guidance to the local partner in Sudan while being based in Nairobi with regular travel to Sudan upon VISA approvals.

MISSIONS:

Mission 1: Management

Note that during 2024, the Sudan Country Logistics Manager will not be line managing other Logistics staff, as

• operations are implemented through local partners, and
• the direct implantation projects in 2024 will include Areas Logistics Managers who will report to the Area Manager(s) ; the Country Logistics Manager will be their technical focal point and compliance referent

In 2025, aligning with HI standardized processes, all Logistics Staff will be under the Sudan Country Logistics Manager line management, directly or indirectly.

• Manager as a role model embodies HI's values on a daily basis.
• Manager as coach for meaning understands the strategy, makes it explicit, translates it into operational objectives for his or her team, leads the necessary changes. Gives meaning to each management action.
• Encourages inter and intradepartmental exchanges of practice. Encourages innovation and risk-taking.
• Operational manager: organises the operational management of his or her team, structures the work around identified processes, steers performance and facilitates the resolution of problems.
• Manager 1st HR&Coach: contributes to the development of his or her staff, creating the conditions for their commitment, professionalism and attachment to HI. Ensures compliance with the code of conduct of institutional policies, the state of mind and the expected individual and collective behaviour.

Mission 2: Defines the Logistics section of the StratOp and directs its action plan

• Drives logistics strategy and operations through the active promotion of HI’s institutional policy and directives and the optimization of its resources.
• STRATOP: contributes towards the drafting, revision and implementation of the Operational Strategy (StratOp) within his or her field of activity and geographical area and in line with objectives.
• RISKS: produces and updates the risk map for his or her area of responsibility and proposes and implements corrective mitigation measures.
• INCIDENTS: contributes to and follows up on incident reports for his or her area of responsibility;
• INDICATORS: produces, compiles and analyses the data in the logistics dashboard for his or her geographical area.
• REPRESENTATION: represents HI externally on logistical issues concerning his or her geographical area (e.g. forums, operational and strategic alliances); develops the local partnerships necessary for his or her fields of activity.

Mission 3 : Deploys HI’s standards and contributes to its expertise and accountability within his or her remit:

• STANDARDS: ensures compliance with and application of HI standards for his or her entire professional field with regard to policy, processes and tools.
• LOCAL ADAPTATION: adapts and contextualizes these standards to meet local conditions and regulations.
• INTERNAL CONTROL: supervises internal control in his or her fields of activity.
• ACCOUNTABILITY: guarantees compliance with and the application of internal rules and the rules of institutional donors in his or her fields of activity

Mission 4: Supply chain

Responsibility 1: Procurement

• Determines procedures to be followed according to the type of request and its commercial value.
• Analyzes the local market for supplies and keeps a local suppliers’ database up-to-date corresponding to HI’s needs and criteria (quality, price, service, and ethics).
• Processes purchases, consults, and assesses suppliers according to criteria such as value for money, delivery deadlines, standardization, after-sales service, matching up with requirements, matching up with general purchasing terms.
• Prepares the summary bid analysis chart, according to the quotations received.
• Systematically participates in the selection of the supplier for all purchases of goods or services and proposes an update of the supplier database.
• Presents clean document for validation.
• Prepares supplier purchase orders (SPO) and framework contracts.
• Establish the procurement plan in touch with the program managers.
• Launching the procurement as fast as possible following the procurement plan
• Ensure the derogation is done if needed to respond to the emergency and the start of the activities.
• Prepares and files all necessary documents of the Purchase file and ensures that all purchase files comply with HI and donor procurement procedures.

Responsibility 2: Stock management

• Selection of warehouse according to localization, needs and capacity
• Sourcing of the storage capacity (price, volume available, localization, etc.)
• Identification of legal rental contractualization if no mutualization
• Responsible for Transportation/custom
• Sourcing of freight forwarder for international transportation (Kenya-Sudan)
• Ensures the importation process and custom clearance in touch with the freight forwarder and the partner

Mission 5: Facilities management

Responsibility 1: Identification of premises

• Identification of premises office and guest houses + formalization within a report in case of audit
• Elaboration of contracts with owner after Security and financial validation
• Furnishing of Guest houses and office
• Securing premises in touch with the HASM (emergency box, safe room, communication…)
• Ensuring a good internet network

Responsibility 2: Transportation

• Identification of rental car company and/or taxi company
• Coordination of the movement plan

Mission 4: Networking and Partners coordination

• External coordination with the log cluster and other organizations
• Assessment of the global logistic need for the logistic activities with the identified partner(s) in Sudan
• Continuous technical support and capacity building of the partner(s)

YOUR PROFILE:

Educational background and experience

• Relevant University Degree
• Relevant training in logistics management and development of humanitarian projects/operations, or equivalent, preferably in the field of international solidarity.
• You have at least 6 years of professional experience in emergency response and at least 3 years in a Logistics coordination/manager position or similar in emergency or post-emergency assistance.

Skills required:

• High capacity for analysis and synthesis.
• Ability to project quickly in an emergency context.
• Mastery of the management of the project cycle.
• Ability to handle conflicts.
• Ability to work remotely including capacity building and remote deployment.
• Excellent communication includes constructive feedback.

Security

• Personal security management

Cross -sector skills

• Frameworks and references
• Office and collaborative tools
• Stress management
• Collaborating in a global organization

Language skills

• English, knowledge of Arabic is an asset.

Personal Qualities

• A creative mindset and approach are required to succeed in this role.
• You must have the ability to work under pressure and without constant supervision.
• Ability to be proactive, reactive, and flexible.
• Capacity to organize your work and manage priorities.
• Strong interpersonal and intercultural skills.
• Emotional capacity to work in an often-unstable security situation.
• Good team member with a passion for utilizing participatory approaches.

Closing date

19 Jul 2024

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JOB CONTEXT:

• The Finance and HR Officer produces quality financial information and contributes to the application and dissemination of the budget framework, local and donor rules and HI’s tools, procedures and standards in the financial field. S/he is delegated some of the HR responsibilities at his/ her geographical area level. In his/her geographical area, s/he ensures that HR management complies with his/her budgetary framework and HI's HR policies and frameworks.

YOUR MISSION:

Mission 1: Strategy and steering

• Implements and monitors the actions plans for HI’s financial strategy within his or her area of responsibility.
• Updates financial information and monitors financial indicators within his or her area of responsibility.
• Monitors and reports to his or her line manager and functional manager on the financial risks of which he or she is aware and contributes towards their mitigation.

Mission 2: Standards and expertise

• Deploys all of HI’s financial policies, processes and tools within his or her area of responsibility.
• Ensures that HI’s legal obligations are met and produces the required financial documents.
• Reports any changes in standards, case law or in the practices of other stakeholders in the financial field of which he/she is aware.
• Complies with the General Data Protection Regulation (GDPR).
• Contribute to programme or country operational strategy (StratOp).
• Draft new project proposals for the continuity or expansion of the project.
• Contribute to the drafting of new proposals for new opportunities, if necessary.
• Implements and complies with procedure for archiving financial documents and publishes and
• Updates financial documents in the dedicated workspaces.
• Contributes to internal control within his or her area of responsibility and applies identified corrective actions.

Mission 3: Operational implementation

Responsibility 1: Contributes to financial and budget management

• Contributes towards optimizing the use of HI’s own funds.
• Adheres to the deadlines in HI’s financial calendar.
• Consolidate cash flow needs within his or her area of responsibility.
• Contribute to responses to questions from internal and external auditors

Responsibility 2: Contributes to the financial management of institutional funding in compliance with “donor” guidelines and contractual obligations

• Assists with the drafting of funding proposals for institutional donors; compiles multi- programme proposals when the programme is lead.
• Optimizes funding schedules (coverage of office and support costs) in the drafting or revision of institutional funding proposals.
• Informs budget holders of institutional donors’ financial rules and verifies their application.
• Verifies funding expenditure monitoring and provides budget holders with donor budget monitoring reports.
• He or she monitors consumption rates, issues alerts in the event of a risk of non-compliance with flexibility rules and anticipates slippage by preparing contractual amendments with his or her interlocutors.
• Archives the budgets and financial reports shared with institutional donors (with an internal and external version) in the dedicated storage spaces.

Mission 4: Profession facilitation

• Contributes towards the facilitation of the profession’s development in his or her area of responsibility.

Mission 5: Emergency preparedness and response

• Contributes to the program's emergency preparedness actions and, during an emergency, adapts his/her work modality to contribute to HI’s effective humanitarian response

Mission 6: Operational implementation of HR

Contributes to the dimensioning and quality of Programme resources:

• Contributes to project reviews of HR aspects
• Contributes to the sourcing process in his/her geographical area
• Ensures compliance with the quality of the recruitment process and assists managers at every stage.
• Participates in the Programme's HR reporting schedule and helps to meet HI’s global HR deadlines.
• Takes part in local inter-NGO meetings on HR issues.
• Ensures that the HR cycle is implemented in his/her geographical area.

Ensures the quality of personnel administration for HI staff present in his/her geographical area.

Assists managers in his/her geographical area with the implementation of HI's HR policies.

• Ensures or participates in the communication of HI policies and frameworks to managers: explains, clarifies,answers questions

Legal and social aspects: helps to maintain the social environment and compliance with the legal HR framework in his/her geographical area.

• Is responsible for organizing the social dialogue in conjunction with staff representative bodies
• Contributes to the management of ongoing disputes with third parties or employees in his/her geographical area, in conjunction with his/her HR (line) Manager.
• Contributes to the identification of legal and fiscal risks for HI in his/her geographical area.

YOUR PROFILE :

Educational background and experience

• University degree in a financial related discipline
• At Least CPA IV
• At least 4 years practical experience as a Finance Officer..preferrably in an NGO
• Certifcate in Human Resource Management an added advantage.

Knowledge and Skills

Skills Required:-
Professional Skills

• Cash-flow management
• Accounts management
• Tax management
• Financial and budget management
• Financial management of institutional funding
• Sourcing and Recruitment
• Personnel administration
• Payroll
• Remuneration and management of the wage bill
• Employment law
• HR IT Tools

Cross -Sector Skills

• Frameworks and references
• Office and collaborative tools
• Stress management
• Collaborate in a global organization

Language skills

• English and Kiswahili