Head of Base - Monguno & MMC/Jere at Terre des hommes (TDH)

General description of the position:

The Head of Base shall provide leadership in field humanitarian interventions in the assigned Field Office. The incumbent will work closely with the Head of Delegation, all the Support Departments (Administration, Finance, Logistics, Security, Compliance, MEAL, and Human Resources), and the Project Managers to ensure organization policies, processes, and procedures are followed. The Head of Base will ensure the needs of the office, guest houses, and other Tdh facilities are addressed promptly. He/she will also create and maintain close relationships with local government, Security Agencies, host community representatives, IDP representatives, local and international NGOs and international organizations, UN/UNDSS and other stakeholders.

Program & Management

• In coordination with the project manager, prepares, manages, and regularly updates the project activities work plan, ensuring timely and quality implementation in compliance with the defined project strategy as well as Tdh and donor guidelines.
• Attends regular meetings with the field supervisors/field staff to discuss programme progress, take corrective measures as required and develop action plans.
• Participates in the development of relevant activities, including monitoring, and assessment.
• Supervises field activities and movements of project staff.
• Support capacity building among project staff and ensure compliance and transparency.
• Contribute to drafting of project reports (including flash updates, weekly/bi-weekly, monthly, and end-of-project reports).
• Support assessment of risks in the areas of project implementation and support the drafting of context-specific Field Operational guide.
• Support building and maintaining productive working relationships with consortium partner leadership as well as other stakeholders at the field level.

Administration/Logistics/Finance

• Supervises the payment of volunteers and other support staff.
• Supports the PM during the recruitment process.
• Monitors the field staff's pending ageing and liaises with them to close the pending in accordance with the specified maximum aging in Tdh Control Model
• Collects and checks field financial documents (invoices, receipts, attendance sheets, etc) and forwards to Maiduguri finance office to ensure timely processing and payment of vendors.
• Ensure regular performance appraisal and career management of staff under supervision.
• Collects and checks field financial documents (invoices, receipts, attendance sheets, etc) and forwards to Maiduguri finance office to ensure timely processing and payment of vendors.
• Monitors the budget of financing contracts in his area of intervention: ensures budget compliance and delivers budgetary and financial monitoring (analyzing discrepancies and putting forward corrective measures to the Finance Coordinator;  monitoring project financial indicators )
• Supports operations teams in drawing up project budgets for new proposals.
• Prepares monthly cash flow forecasts for his area of intervention for transmission to the finance coordinator.
• Ensures that field teams and partners comply with Tdh and donor financial policies and procedures.
• Ensure a positive working environment and good team dynamics.

Logistics/supply:

• Oversee purchasing activities within the scope of projects, in collaboration with the logistics manager.
• Ensure compliance with procedures in accordance with internal rules and donor requirements while effectively managing assets, inventories, and equipment.
• Ensure the application and adherence to TdH's procedural manual in all activities related to procurement and logistics.
• Contribute to the development of project procurement plans gather the needs of the base and channel them to Logistics in the Maiduguri office.
• Supervise logistics related to the transportation of goods and persons onto the field.
• Ensure effective supervision of logistics activities for the base, ensuring smooth coordination between various departments and partners.
• Plan and oversee the supply chain for the base and projects.
• Coordinate with the Maiduguri team for procurement and transportation, including the movement of staff.
• Implement efficient stock management systems, including regular monitoring, stock reconciliation, and timely replenishment to prevent operational disruptions.
• Organize fleet management, ensuring there are enough vehicles available for all project activities.
• Ensure that drivers operate and maintain their vehicles according to the contract, including maintaining vehicle logbooks.
• Establish regular reporting mechanisms, provide detailed reports on logistic activities, costs, and performance indicators, and ensure continuous monitoring for improvement.

HR Support

• Be the focal point to explain and enforce HR policies and tasks – such as timely collection of timesheets and staff leave forms and forwarding them to the HR Department.
• Liaising with project managers for the payment of volunteers and daily workers.
• Conduct regular meetings with staff and liaise with the HR Department to solve HR-related issues, if any.
• Facilitate the recruitment process of staff in that work location, if necessary.
• Liaise with HR Department to arrange the arrival of a new staff.
• Liaise with HR Department, SSC, and Security Department in case of medical evacuation.

MEAL

• Provides support to the MEAL team as they conduct assessments of community needs, by providing input into the assessment, arranging the logistics of the visit, and supporting analysis of the assessment results.
• Provide input in the development of concept notes, proposals, intervention strategies and budgets taking into consideration community needs, cultural and environmental appropriateness, and feasibility.
• Consolidate from both centres and submit weekly, monthly, and quarterly narrative reports on field interventions.
• And any other task as assigned.

Office Management

• Daily maintain office premises to a high standard (maintenance, cleaning, etc.). Work closely with Logistics, Security, and SSC to address all identified needs.
• Supervise cleaners to ensure they complete their jobs thoroughly and professionally.

Security

• Serve as Security Focal point, working closely with Security Coordinator and HoD
• Regularly update context and analysis of the area’s security.
• Secures Tdh premises and personnel and ensures monitoring surveillance equipment; inspects office compound, equipment, and access points and entry gates.
• Ensure all staff know, practice, and follow all security standard operating procedures.
• Ensure Security guards are aware of their responsibilities and present 24/7 on duty; ensure the guards have the equipment necessary to perform their responsibilities.
• Ensure Tdh offices and GHs are well equipped with fire extinguishers, first aid kits and an emergency contact list.
• Ensure safe rooms are well equipped (IT, supplies etc)

Essential Requirement

• Work within the framework of Tdh Nigeria’s core values.
• Act as an ambassador for Tdh Nigeria, through professionalism and conduct.
• Adhere to all Tdh policies and procedures both technical and administrational.
• Undertake and apply learning from appropriate training and development programmes.
• Maintain and care for all equipment issued by Tdh Nigeria and for any losses or damages due to negligence you will be liable for repair or replacement.
• Previous similar role in the North East is an asset
• Applicant should preferably be an indigene of Borno State

The candidate MUST have the following:

Educational Background:

• A relevant bachelor's degree in fields such as Project Management, International Development, Humanitarian Assistance, or a related field.

Experience:

• Proven experience working in a similar role in the Northeast region, preferably in Borno State.
• Clear knowledge of the Humanitarian Development Program (HDP).
• Previous experience in a leadership or managerial position within a humanitarian or development organization.
• Familiarity with the security context in the area.

Skills:

• Strong program and project management skills, including the ability to develop, implement, and monitor project activities.
• Excellent communication and interpersonal skills for building and maintaining relationships with stakeholders.
• Proficiency in administration, logistics, and finance processes.
• Demonstrated ability to oversee and coordinate field activities effectively.
• Knowledge of Human Resources policies and practices.
• Familiarity with Monitoring, Evaluation, Accountability, and Learning (MEAL) processes.
• Sound knowledge of security protocols and procedures.

Other Requirements:

• Adherence to Tdh Code of Conduct and commitment to upholding Child Safeguarding Policy and PSEA principles.
• Understanding and adherence to Tdh administrative and logistical regulations and procedures.
• Capacity to work within the framework of Tdh Nigeria's core values.
• Previous experience in a similar role in the Northeast is considered an asset.
• Understanding the local language(s) is an added advantage.
• Deliver any other tasks as assigned by his/her Supervisor.