Sub Office Manager

The African Initiatives for Relief and Development (AIRD) works with several donors and partners to provide some of these much needed humanitarian services. The services AIRD provides include; Refugee and Non Food Items (NFIs) transportation, Construction, Infrastructure & Rehabilitation, Fleet Management, Workshop Management, Warehouse Management, Fuel Management, Water Sanitation & Hygiene (WASH). Our desire is to do even more for Persons of Concern (PoCs) by growing our activities and capacity in the areas of livelihoods, WASH and environmental interventions.  More information: www.airdinternational.org

AIRD seeks to recruit candidates for position of Sub Office Manager for its Emergency Roster.

Being a fast paced and growing organization, AIRD will in situations including but not limited to supporting either existing country programs in both routine and emergency response, or to initiate a new program in a new location, require additional capacity in short notice. In such situations the Roster helps our country offices get critical support without delay.

The Roster facilitates emergency recruitment for both External and Internal candidates.  Candidates selected for the Roster will be ready for deployment on short notice. 

The Sub Office Manager is responsible to: To provide overall management, logistical, financial and administrative services to support the operations at the Sub Office level which may include overseeing Field Offices.

 Operational Management

• Ensure operations receive timely, effective and efficient management, administrative, financial and logistical support services in order to meet project objectives
• Ensure management, administrative and logistical support systems and procedures are followed
• Implement appropriate management, administrative and logistical support systems and procedures in coordination with the Operation Manager
• Manage the support and administration team
• Oversee cashbook entries and financial coding at the Sub Office and field
• Foster good communication and coordination between the support, administration team and the technical operational team
• Implement the Human Resources, Procurement, Logistics, and Financial SOPs throughout AIRD programs
• Participate in meetings, networks, seminars and conferences which relevant and beneficial to AIRD and its mission and mandate
• Contribute to fundraising initiatives where appropriate
• Keep informed of AIRD activities

Construction Management

• Manage daily project management for all construction activities under Sub Office
• Oversee and coordinate assigned engineering, planning, design, and construction works
• Adhere to quality, budget and schedule
• Coordinate the administration and approval process for projects and  provide updates 
• Coordinate the development of contracts for a variety of construction projects
• Plan, develop, negotiate, and administer formal agreements as well as permits with third parties, including local agencies and UN agencies.
• Liaise with partners to ensure proper and comprehensive project implementation
• Undertake technical and feasibility studies including site investigations, complex and repetitive calculations
• Compile job specifications and supervise tendering procedures
• Implement of the AIRD Procurement Standard Operating Procedure
• Assess the sustainability and environmental impact of projects

Warehouse Management

• Supervise, monitor and coordinate movements of supplies
• Maintain proper documentation and update of stock cards and bin cards
• Ensure the proper  storage of items according to each reference requirements
• Prepare and submit consolidated stock movement report on a monthly basis

Fleet and fuel management

•  Plan transport and fuel operations in coordination with logistics officer in the field
• Monitor vehicle movement to ensure timely delivery of services to the client and beneficiaries
• Ensure that drivers comply with the laws of the countries and at all times act with courtesy and professionalism

Human Resources

• Participate in the induction of new staff in the Sub Office
• Conduct appraisals of line managed staff as per AIRD systems
• Support the selection, recruitment and disciplinary systems and procedures of Sub Office staff
• Participate in the national staff capacity building, identification of staff training needs and providing mentoring support where appropriate

Reporting and Communications

• Ensure daily communication and coordination with the Country Management Team, participate in CMT meetings and coordinate Sub Office management meetings and briefings
• Ensure timely and detailed production of AIRD program internal reports as directed by the CPD

Representation

• Represent AIRD when dealing with local authorities, other organizations and NGOs within the Sub Office area of operations
• Ensure all relevant parties are kept informed of AIRD activities as appropriate
• Support the CPD in his/her in-country Public Relations/Communications role

Donor and partner related activity

•  Coordinate the collection of information, and draft funding proposals and budgets for submission to Head Office for approval
•  Identify and collect information on possible future donors and funding opportunities

•  Create and maintain relationships with donors, partners and other parties

Information Management

• Develop and maintain systems for recording program activities, outputs and impact
• Provide relevant materials, case studies, photographs, events and media contacts in line with AIRD’s corporate profile, identity and message as directed by the CPD and Head office Communications Department

·   Develop appropriate internal reporting formats and ensure effective internal information flows

Business Planning

·         Contribute towards program business plans and budgets as directed by the Operations Manager

·    Support the Operations Manager as required in the planning and implementation of activities and   events within the programme area

•      Support in the monitoring and evaluation of program activities
•      Undertake any other duties appropriate to the post as may be required

Required Languages

• Must be conversant with English and French (written and spoken)

Minimum Qualifications

• At least 4-7 years practical experience in humanitarian response
• Civil Engineering degree
• Minimum bachelor’s degree and/or post graduate degree in a relevant field
• Familiarity with the humanitarian reform process
• Proven skills in networking and relationship building
• Strong analytical and information gathering skills
• Cultural sensitivity
• Significant work experience with a non-profit sector
• Excellent communication skills (oral and written) in English/French
• Proficiency to use MS Office suite of applications and other IT systems
• Ability to write clearly articulate proposals, reports, and correspondence
• Strong analytical, communication and problem solving skills is necessary along with capacity to identify and articulate potential problems and provide possible solutions in concise and clear manner
• Experience working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset
• Willing to travel for program requirements

Personal characteristics

• Behave Ethically: Understand ethical behaviour and practices, and ensure that own  and the behaviour of others is consistent with these standards and aligns with the values of the organization
• Build Relationships: Establish and maintain positive working relationships  both internally and externally, to achieve the goals of the organization
• Communicate Effectively: Speak, listen and write clearly  using appropriate and effective communication tools and techniques
• Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
• Leadership Positively influence others to achieve results that are in the best interest of the organization
•  Decision making :Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization as authorized
•   Organizing: Set priorities, develop a work schedule, deploy the right resources and monitor progress towards goals
• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results
• Ensuring value for money i.e. program/project monitoring
• Ability to work under hardship environment and with minimum supervision