• Office Manager at Action Against Hunger | ACF-International

  • Posted on: 17 January, 2017 Deadline: 31 January, 2017
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  • Action Against Hunger | ACF-International works to save lives by combating hunger and diseases that threaten the lives of vulnerable communities, through nutrition, food security, water and sanitation, health and advocacy.

    Office Manager

     

    Duty Station:     Dutse, Jigawa State
    Position Overview:
    The Office Manager will be responsible for ensuring that the necessary support is provided to the programs in terms of HR, Log and Admin / HR, and ICT in an effective and efficient manner as per Action Against Hunger (AAH) policies. He/she will support the Field Coordinator to ensure the safety and security of all AAH staff, locations, and assets. As determined by the Field Co, the Office Manager may need to represent AAH, its Mandate and activities to external actors and participate in humanitarian and development actors and governmental fora as appropriate. The Office Manager will ensure that AAH staff, and operations in all covered areas, apply the AAH Mandate, Charter and Code of Conduct, as well as operational and internal policies and regulations including AAH’s Risks Management Policies.

    Specific Objectives: 
    Objective 1: Overall Management of the Support to Programs:
    Facilitate the good coordination between the various departments in order to support the project objectives.
    Preside over weekly support team meetings (with Log, HR and Finance staff).
    Compile weekly report for support team (Log, HR and finance) and assist in drafting a consolidated Weekly report for the Base.

    Objective 2: Ensure proper base Administration & Finance
    Ensure all staff, especially Base Finance Officer, correctly understands and enforces AAH Finance / administration procedures and protocols.
    Provide periodic sessions to clarify and enforce administration procedures and policies and act as the focal point in the Base for the roll out of any changes.
    Facilitate training/capacity building of all staff on administrative processes where identified as necessary.

    Objective 3: Ensure proper Human Resources management
    Ensure all staff, especially the Base HR Officer and/or HR team, correctly understands and enforce AAH HR procedures and protocols.
    Provide periodic sessions to clarify and enforce HR procedures and policies and act as the focal point in the base for the roll out of any changes.
    Ensure that all recruitment on the base is transparent, fair, and takes place according to AAH procedures.

    Objective 4: Ensure proper base Logistics
    Ensure that AAH Logistics procedures are followed, in consultation with Log Coordinator and Field Coordinator at all times.


    Ensure supply chain management on Base (PR, PFU dissemination, timeliness and clarity) is organized and monitored, with delegation where possible.
    Ensure AAH procedures and donor guidelines for procurement and equipment/asset management are enforced, and understood by all relevant staff.

    Objective 5: Give appropriate line management and support to the Support staff:
    Line Management of senior Logistics, HR and Administration department staff on Base.
    Identify gaps, and plan and initiate recruitment for HR, log and Finance staff.
    Ensure support and daily management for all support departments including setting objectives and weekly work plans.

    Objective 6: Assist the Field co to insure safety/security of AAH personnel and assets:
    Assist Field Coordinator in analysis, identification, quantification and, mitigation of assessed risks through line management.
    Ensure good implementation of security rules (security plan, SOP) in the base and program areas.
    Contribute to the security plan, SOP writing and send incident reports to Field coordinator.

    Qualifications:
    Bachelor level degree in management, finance, or related field; MBA or similar higher degree a plus

    Essential Skills and Experience:

    •  3+ years of experience in an INGO in positions of progressively more responsibility and scope, in one or more of the following areas: Administration, HR, Finance, Logistics.
    • Experience with donor-funded programs.
    • Proven experience in contexts with volatile security and safety issues.
    • Experience supervising others.
    • Exceptional organization and planning skills.
    • Highly developed interpersonal, communication and leadership skills, able to negotiate, influence, give effective feedback, foster teamwork, promote cohesion, bring diverse teams, staff and peer-level .colleagues into alignment around work plans and organizational objectives.
    • Able to manage stress effectively, juggle competing priorities, balance various programmatic, logistic and team needs.
    • Champion of AAH Charter values – professionalism, transparency, neutrality, access to victims, non-discrimination.

    Preferred Skills and Experience:

    • Excellent drafting and written skills.
    • Previous management experience, including management of multiple teams/departments.
    • Previous AAH experience.

    Method of Application

    Applicants should submit their application by email to recruitment.ng@acf-international.org
    To be considered, applications must include a CV and letter of interest, and indicate the full position title and location in the email subject line, or on the application envelope. For example, “Office Manager - JIGAWA”. Also note that applications will be processed on FIRST COME FIRST SERVED basis and any application received without these specifications will not be considered.  Only shortlisted candidate will be contacted.
    Qualified women and men are encouraged to apply.
     

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