Latest Vacancies at Solidarites International (SI)

Location: Maiduguri
Beginning of contract: 5/8/2019
Contract duration: 3 months (with possibility of extension)
Probation period: 1 months
Delocalized status and related benefits: Applicable

Mission

• The Deputy Finance Coordinator supports the Finance Coordinator in processing accounting and financial transactions, as well as in all tasks requested.
• He/she is responsible for implementing and monitoring, in close collaboration with the Finance Coordinator, the financial procedures on the different bases.
• The Deputy Finance Coordinator manages the finance team at Coordination level and supervises the Financial / Administrative teams in the bases with the support and under the supervision of the Finance Coordinator.
• He/she manages the cash processes (cash transfer, donor payment…) at mission level under the supervision of the finance coordinator.
• He/she takes on parts of the functions of the finance coordinator in case of absence.

Main Tasks
Financial and budgetary management:

• Monitor enforcement of finance process implementation at mission level and propose improvement to be validated by the Finance Coordinator
• Lead the monthly budget follow up process for validation of the Finance Coordinator:
  • Ensure the cycle is implemented on the mission as per Solidarites International standard
  • Prepare monthly forecast of costs managed by Coordination and Coordination costs
  • Consolidate and analyze budget follow up and allocation board at mission level based on base inputs
• Support the Finance Coordinator in the preparation of institutional donor and authorities’ financial documents:
  • Draft proposal based on base inputs as per donor or authorities’ requirement
  • Prepare financial reporting as per donor or authorities requirement

Accountancy management of the mission:

• Monitor enforcement of accountancy process implementation at mission level and propose improvement to be validated by the Finance Coordinator
• Overview and provide technical assistance to the team on daily operation
• Follow up SAGA parameters updates and ensure the implementation of the software at mission level
• Validate the monthly accountancy of the mission, report and follow the validation of the pack with HQ:
  • Final cross check of the accountancy pack
  • Liaison with the HQ and focal point for feedback on HQ cross check
• Oversee the yearly accounting closure preparation for validation of the Finance Coordinator:
  • Final cross check of the accountancy of the past year
  • Review the annexes and documentation necessary as per Solidarites International standard
• Oversee the accountancy archiving at mission level:
  • Ensure that all vouchers are cross checked and in line with Solidarites International standard
  • Ensure that archives are sent to coordination and HQ as per Solidarites International standard
• Oversee the preparation of audit at mission level for validation of the Finance Coordinator:
  • Ensure that all transactions documents are prepared and in line with Solidarites International standard
  • Prepare any additional requirement from the finance department in links with audit

Cash Management:

• Monitor enforcement of cash supply system and cash security at mission level and propose improvement to be validated by the Finance Coordinator
• Validate the cash flow request of the mission, report and follow transfers with HQ:
  • Final cross check of monthly cash flow forecast for the mission
  • Liaison with the HQ and focal point for internal transfer tracking
• Overview and provide technical assistance to the team on cash supply to the base
• Overview and provide technical assistance to the team on bank relationship

Administrative follow up:

• Ensure completion of paper and digital filing, supervise the back up of finance files
• Respect of the administrative calendar
• Supervise the yearly mailing of finance files to HQ

Legal follow up:

• Follow the evolution of finance related national laws and policies
• Supervise reconciliation between HR information and tax payment

Team management:

• Supervision and training of the base administrators
• Do regular field visits on the different bases
• Ensure minimum staffing levels for the administrative service during periods of absence
• Support the Finance Coordinator in the definition of the needs and in the recruitment of the coordination finance team
• Train, support and evaluate the Finance team in Cooridnation
• Provide technical support to the finance teams at base level, conduct regular field visits and support the Finance Coordinator in the preparation of general finance meeting.

Reporting/Communication:

• Report on a weekly basis to the Finance coordinator, compile internal reporting at mission level for the finance department and participate in the monthly meeting and reporting of the mission
• Establish and maintain relationships with the administrative stakeholders at national level (NGO & INGO, administrative local authorities…)
• On request, participate in meetings (donor, authorities, NGO forum…) and workshops relating to his/her field of activity and write up minutes to the Finance coordinator

Personal abilities

• Dynamic, organized, methodical, team player, with sound communication skills
• Languages : fluent in English (additional languages a plus)
• Personal qualities: reliable, honest, very good organization, resistance to stress, capacity to delegate and to manage, initiative and autonomy, capacity of prioritisation of tasks, work under tight deadlines

Technical competences:

• Professional experience: at least 3 year of experience in similar position in Finance especially with INGOs
• Bachelor Degree in Administration, Management, Accounting or any related fields
• IT skills : Microsoft software practice, sound Excel skills

Salary and conditions
In accordance with SI’s Terms of Employment; for national staff in Nigeria

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Location: Maiduguri
Contract Duration:3 months (with possibility of extension)
Beginning of Contract: 5/8/2019
Probation period: 1 months

Mission
Under the supervision of the Logistics Coordinator, the Deputy Logistics Coordinator will:

• Guarantee the implementation of all logistics related procedures, rules according to Solidarités International and or donors’ guidelines
• Build the capacity of the logistics teams (at base and coordination level) through coaching, training and providing on-going and ad hoc technical assistance
• Back up the Logistics Coordinator in guiding the mission logistics activities.

Main Tasks
Supply Management:

• Carry out and supervise a purchasing environment analysis at Maiduguri in close collaboration with Logistics coordinator. Review supplier files and price lists’ update.
• Guarantee compliance with Solidarités International/donors’ purchasing procedures and ensure that approval rules and procedures are observed.
• Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines, contextual and procedural logistical constraints.
• Participate in the drafting of the procurement tables during the proposal editing process under Logistics coordinator supervision.
• Supervise the preparation of purchasing documents.
• Participate in the drafting of call for tenders documents as well as framework agreements or contracts necessitating a coordination validation.
• Take part in suppliers’ selection, prices’ negotiation, deadlines and delivery modes definition.
• Ensure the suppliers’ relationships monitoring.
• Ensure a regulatory monitoring about customs procedures and legal documentation enforced in Myanmar.
• Participate of logistics team members’ training and capacity building.
• Participate, in close collaboration with logistics coordinator on durable equipment purchasing according to Solidarités International standards, and have them validated by the headquarters Desk logistician.
• Ensure that purchasing documents are complete, archived and compliant with Solidarités International procedures/guidelines for audit purposes. Ensure their regular sending to coordination or upon request in case of audit.
• Organize and monitor with the requesting base, the deliveries to ensure a smooth and timely process.

Vehicle Fleet Management:

• Participate to scaling up the vehicle fleet according to activities, ensuring homogeneity within the fleet.
• Ensure the sharing of the vehicle resources at base level under logistics coordinator supervision.
• Participate to the planning and execution of maintenance and repair tasks on mission vehicles.
• Participate to the definition of a vehicle’s tool kit content and ensure compliance by all bases.
• Participate to the compilation and analysis of the monthly fuel consumption on the base.
• Participate in the implementation of a supply strategy for fuel, spare parts and consumables.
• Supervise that the administrative management of vehicles (log books, contracts, insurance, etc.) is correctly done and follows Solidarités International rules and guidelines.

Equipment Management:

• Participate to the equipment strategy definition (purchase, renewal) in close collaboration with logistics coordinator.
• Assign a logistics code to all equipment entering the park in accordance with SI procedures.
• Monitor equipment (condition, localization, person in charge of...) through, proper documentation of each asset (accordingly to Solidarités International’s procedures) whenever equipment is bought and/or transferred to the base. Keep hard copy records of inventories and complete identification files for each equipment (asset ID, procurement file, maintenance and repairs follow up, invoices, loss/theft reports, donation forms…).
• Help to optimize the equipment allocation, according to requesters’ needs.
• Ensure proper installation and setting of equipment and manages their good operation, maintenance, repairs.
• Participate to the monthly update of the mission park statement.
• Participate to scaling up the mission’s communication resources according to the field capacities and constraints
• Ensures that all users are correctly following Solidarités International guidelines regarding backup and data-protection procedures.
• Ensure that the computer park, at base level, is well maintained and used correctly.
• Offer technical assistance to the teams and organize training sessions if needed or required by logistics coordinator.

Human Resource Management:

• Participate to the logistics personnel needs’ analyse and ensure that the team under his/her supervision matches with the operational needs and with the budgetary constraints of the base (recruitments, reorganization, promotion…).
• Participate in the drafting or updating of job descriptions for the log team members.
• Brief when necessary the logistics team members on arrival and support them in accomplishing their objectives throughout their mission.
• Provide support and training materials to logistics team members.
• Conduct performance reviews for members of the logistics team under his/her direct supervision and ensure the follow up of his/her team in terms of holidays.
• Ensure that the staff under his/her supervision is following their respective team in terms of evaluation and holidays follow up.
• Organize regular formal meetings with team members.

Security:

• Assist the Logistics Coordinator in implementing security rules as determined by Solidarités International guidelines.
• Train teams in safety rules and procedures.
• Pass on any security-related information to his/her line manager.

Reporting / Capitalization:

• Under the supervision and in close collaboration with logistics coordinator:
• Compile and analyze bases’ monthly logistics packs and carry out logistics reporting to logistics coordinator on a predefined schedule.
• Participate in drafting proposals and donor reports for logistics related sections/annexes.
• Centralize information on transport companies, distances, prices and methods.
• Ensure that price and supplier lists are compiled, along with documentation requirements in effect (import – export, exemptions, taxes)
• Transmit procurement files for completed programs to headquarters according to established schedules.
• Participate in coordination meetings related to logistics when asked and/or delegated to do so.
• Participate to the archiving of logistics documents.

Requirements
Personal Abilities:

• Dynamic, organized, methodical, team player, with sound communication skills
• Languages: fluent in English (additional languages a plus)
• Personal qualities: reliable, honest, very good organization, resistance to stress, capacity to delegate and to manage, initiative and autonomy, capacity of prioritisation of tasks, work under tight deadlines

Technical Competences:

• Professional experience: at least 3 year of experience in similar position in Logistics especially with INGOs
• Bachelor's Degree in Logistics and Supplies or any related fields
• IT skills: Microsoft software practice, sound Excel skills

Salary and Conditions

• In accordance with SI’s Terms of Employment; for national staff in Nigeria
• Delocalized status and related benefits: Applicable

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Location: Monguno, Borno                       
Beginning of contract: ASAP
Contract duration: 3 months (with possibility of extension)
Probation period: 1 month

Mission

• The MEAL TL is the focal point for collection and documentation of monitoring and evaluation information. He/she supports the programme teams through monitoring, data collection, data processing, mapping and analysis of the information.
• He/she provides technical support and training to the field staffs, participates to the roll out of the accountability framework and contributes to internal knowledge building.
• He/she coordinates a team of monitoring agents for data collection, context monitoring and do no harm analysis.

Main Tasks
Monitoring and Evaluation:

• Centralize / follow-up creation and update of monitoring plans.
• Contribute to the revision of monitoring and evaluation tools and train program team on design and proper use of it.
• Participate into data analysis and writing of monitoring and evaluation reports.
• Participate to the follow-up of recommendations.
• Propose cross cutting monitoring activities to improve the quality of the response.
• Ensure MEAL team weekly planning and follow up.
• Respect schedules and deadlines agreed upon with his/her Manager.
• Report back any problems and constraints encountered during the course of the activities and suggest operational solutions.
• Participate to the revision of monthly APU.

Data management and mapping:

• Centralize and organize all data on program.
• Support program team regarding the preparation of database frames based on questionnaires and other data collection tools.
• Provide methodological support to the programme teams to ensure timely and high quality data entry and processing.
• Provide project related figures and monitoring follow up as requested by coordination.
• Maintain a library of maps produced by SI as well as other stakeholders.

Institutional Knowledge Building:

• Follow up on the Internal Knowledge Building plan and provide data for IKB documents (activity forms etc.).

Human Resources management:

• Participate in validating recruitment of his team.
• Manage and support the team under his/her responsibility.
• Train his/her team members to use and maintain the available tools correctly.
• Evaluate the performances of his/her team members.
• When recruiting daily workers, follow procedures and directives outlined by his/her line manager and the administrative service.
• Enforce safety procedures.
• Ensure that safety procedures are followed by members of his/her team.

Reporting / communication / representation:

• Draw up and submit a weekly task report to his/her project manager.
• Take part in the drafting of the monthly program pack.
• Establish and maintain good relations with local participants and communities (populations) in the operational fields.
• Represent SI when asked to do so.
• Listen to the populations and local participants in the field and report to his/her manager any non-technical or safety-related issues which could affect the activities or safety of Solidarités International teams.
• Support the coordination and program team in the preparation of visual supports needed for presentation materials.
• Participate to reinforce understanding of SI fields of action, principles and modus operandi by the program teams and populations.
• Ensure that tools and files are properly archived and secured.
• Participate into learning workshops.

Requirements
Personal abilities:

• Professional experience: 2 years of experience in similar position (NGO/Private or Public sector)
• Languages : English, Kanori, Haussa, Shua (additional languages a plus)
• Personal qualities: reliable, honest, very good organization, resistance to stress, good interpersonal skills (communication), team player, capacity to delegate and to manage, initiative and autonomy, capacity of prioritsation of tasks

Technical competences :

• Training: University degree in Statistics/Methods of Data Collection/Observational Studies.
• Competency in Excel (data input, basic analysis, etc)
• Competency in and experience with data collection tools (Kobo)       
• Experience with food security and livelihood (FSL) programmes (not essential but preferable)   

Salary and conditions
In accordance with SI’s Terms of Employment; for national staff in Nigeria