Head of Sub-base at The MENTOR Initiative

Key tasks and responsibilities:

Logistics, HR and Administration

• Ensure adherence to MENTOR’s systems and procedures for logistics, Finance, HR and administration functions, with support from the Logistics and the Finance HR-admin Coordinator.
• Liaise with the Maiduguri office to ensure efficient and timely systems support and collaboration necessary to implement the programme.
• Work closely with the Field Logistics Officer and in coordination with the Logistics Coordinator based in Maiduguri to oversee and maintain the programme transport management system, including vehicle movement planning, Monguno transport report.
• Ensure well-being of MENTOR’s staff in Monguno.
• Manage MENTOR’s assets in Monguno ensuring all assets are fully accounted, tracked, marked, and monitored using a full inventory and asset register.
• Oversee the maintenance and running of MENTOR’s premises (office/stores) in Monguno ensuring that adequate supplies, staff reporting times and support systems are in place. Special attention will be paid to generator management, maintenance, and fuel consumption.
• In collaboration with the Finance HR-admin Coordinator, ensure that cash request(s) are submitted on time for further processing.
• Ensure all Monguno MENTOR staff are trained in, and aware of standard procurement procedures. 
• Ensure that logistics, finance and admin reports are compiled and produced to a good standard on a regular basis as required.

Human Resources management

• Provide management oversight to the programme, Logistics and HR/Administration staff.
• Assist in recruitment of Daily Workers, community prevention workers (as necessary) and provide training to relevant staff on MENTOR’s systems and policies, while ensuring standards of transparency and accountability.
• Effectively manage and support staff reporting to this position through periodic Performance Development Review and one-to-one meetings.
• Advise on and monitor the implementation of MENTOR’s HR policy and procedures with respect to national personnel.

Program support

• In liaison with the Senior Prevention Officer, ensure that programme activities in Monguno are conducted in a seamless manner and in accordance with the programme Plan laid out by the Prevention Coordinator.
• In conjunction with the Prevention Coordinator, ensure the needs and support required by programme Team are addressed in line with the relevant programme plan to reach the targeted beneficiaries and overall programme goals.

Security

• Support the Logistics Coordinator in the day-to-day application of the MENTOR’s Security Management Plans (SMP) and Standard Operating Procedures (SOPs) in Monguno.
• Ensure safety of the programme team during their activities and movement in deep field; that all HF, VHF and other communications equipment are operational, used by programme teams in line with communication policies and protocols.
• Provide briefing to staff and visitors on the Security Management Plan (SMP) and SOPs and ensure all staff are fully aware of their duties and responsibilities related to security.
• Represent MENTOR with local authorities and/or other Security meetings and other members of the humanitarian community in Monguno.
• In collaboration with the Logistics Coordinator, undertake analysis of security incidents and trends in the zone of intervention and surrounding areas, ensuring that line management is regularly briefed on the security situation and advise as necessary in relation to adaptation of workplans and movement plans.
• Ensure that any relevant security information and/or security incident you are aware of is reported to the Logistics Coordinator in a timely manner. 

Representation and External Coordination

• Assist the SMT in developing relationships/contact list of other INGOs and external stakeholders to follow the evolution of security situation and regularly report feedback to management.
• Participate in coordination meetings and other meetings with local authorities, INGOS and UN partners.

Accountability

In line with MENTOR’s commitments under the Core Humanitarian Standard (CHS):

• Work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed.
• Work with SAFEGUARDING focal point to ensure that information about safeguarding and expected staff behaviour is disseminated among programme beneficiaries, stakeholders and communities.

Reporting

• Weekly written report including updates on Security, Finance, Logistics, Activities, Meetings, etc…  
• Weekly meeting with SMT to discuss the updates in the field and agree on actions/plans to be executed. •      
• Monthly visit to Maiduguri Offices for follow-up and meetings with SMT

Other

• Adhere fully to the commitments and Report to the appropriate manager any violations of rules, MENTOR’s Code of Conduct (CoC) and its affiliated safeguarding policies, including the respect of confidentiality and duty to report.
• Undertake any other additional duty that is identified by the Country Director or the SMT.

Your skills and experience will include:

Essential:

• Primary degree in Programme/ Administration/ Logistics, Supply chain management or Associated discipline
• At least 4 years’ Programme / Administration / Logistics experience, with management experience, of which at least two years’ working experience with an INGO.
• Proven ability in report writing.
• Excellent communication skills; Excellent in English, both written and verbal.
• Strong communication, problem solving and analytical skills. Able to prioritise and handle a diverse and heavy workload.
• Proven analytical, planning and time management skills.
• Willingness and ability to communicate with people and to contribute to local staff capacity development.
• Good team player, flexible and capable of working with a multinational team.
• Politically and culturally sensitive.
• Excellent computer skills, including Microsoft Word, Outlook, PowerPoint and Excel.

Desirable:

• MSc or A degree in Programme Management/ Administration/ Logistics/ Development studies or relevant field.
• 3 years’ experience in management role.
• Outgoing personality with excellent training skills.
• Experience working/living in an insecure environment.
• Ability to work under pressure to meet tight deadlines.