Handicap International recruits 01 Emergency Logistics & Administration Manager
Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.
Handicap International is changing his name and becomes « Humanity & Inclusion ».
HI, Humanity & Inclusion is an independent and impartial aid and development organisation with no religious or political affiliations operating in situations of poverty and exclusion, conflict and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.
Based in Tegucigalpa/San Pedro Sula, reporting to the Emergency Coordinator in Honduras, the Emergency Logistician and Administration Manager : Contributes to the finalization of the assessment and develops the programme’s financial, HR and logistical tools, in line with HI strategy and framework.
Guarantees compliance with HI’s financial, HR and logistics procedures while ensuring that the specificities of the programme are taken into account.
INFORMATION ON THE CONTEXT OF THE MISSION
The intensity of the disaster in Central America caused by ETA and IOTA hurricanes and the call for humanitarian assistance from the government of Honduras led HI to organize this rapid exploratory mission under the Authority of the Emergency Division. The objective of this mission was to understand the impact of the hurricanes on the population already strongly affected by COVID-19 crisis, to assess the response capacities of the actors present on the area and the potential gaps and to figure out the coordination mechanism in place.
Description : 1. Monitors the implementation of logistics activities in the mission
1.1 Develops the programme’s logistical tools in line with HI framework;
a. Supports the Emergency Coordinator and the Project Manager in defining and implementing an adapted logistics set up and framework especially for project activities requiring strong logistics support.
1.2 Ensures ongoing and optimal logistical management for the smooth-running of programme’s activities by strengthening compliance with HI standards, protocols and procedures;
a. Ensures the strengthening of logistical procedures for general services, procurement, equipment, vehicle fleet and stocks as implemented by the Logistics Department
b. Ensures effective fleet management ‘
c. Identifies, plans and ensures procurement of the projects in collaboration with project managers and coordinators
d. Carries out internal control of their implementation;
e. Ensures controls are carried out on partners’ logistics processes;
f. Ensures technical reference for all logistics/technical issues in the mission and provides coaching to logistics staff.
g. Analyses efficacity and efficiency of logistics department in regards to planification and operational objectives.
Oversees the programme’s financial resources and Ensure Effective Financial Management of the Mission
2.1 Develops the programme’s financial tools in line with HI framework;
a. Structures the funding schedule in accordance with the organisation’s financial strategy;
b. Ensures strong financial planning in coordination with the Emergency Coordinator
c. Does donor’s follow up and analyse the need for amendments, verifies financial reports;
d. Ensures coordination with the project teams for the drawing up and monitoring of the budget and for compliance with expenditure commitment procedure and institutional donor requirements;
e. Ensures that each budget holder has received adequate training for managing their budget and codifying expenditure correctly;
f. Ensures the implementation of expenditure commitment procedures;
g. Introduces and strengthening internal control procedures for the accounts, cash-flow and finances;
h. Coordinates and oversees the closing of accounts and balance sheet, informs the superior about it for its consolidation, with the aim that the statement reflects the financial reality of the mission. Ensures strict respect of deadlines;
i. Ensures monthly accountancy closure and controls with due quality and on due time;
j. Implements and strengthens circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.
Oversees the programme’s human resources and Ensure Effective HR Management of the Mission
3.1 Provides the Emergency Coordinator with HR options to support the deployment of emergency operations;
3.2 Produces and updates the risk map covering his/her scope of responsibility. Proposes and implements risk mitigation measures;
3.3 Contributes to incident reporting within his/her scope of responsibility;
3.4 Produces, compiles and analyses dashboard data; if necessary creates HR KPI specific to his/her programme.
3.5 Ensures respect and application of HI HR standards for the whole of his/her professional sector – Adapts and contextualises HR standards according to specific local characteristics;
3.6 Oversees internal control for his/her whole area of responsibility;
3.7 Guarantees compliance with and application of institutional donor rules on all the projects implemented within his/her scope.
3.8 Manage national staff payroll across the programme and coordinate with HQ for the administrative management of international staff
3.9 Ensures that legal norms and changes to case law are monitored locally with specific regard to employment legislation and the application of the legal framework.
3.10 Ensure the respect by staff and partner of HI’s Code of Conduct and PSEA
General Structure Management
3.1 Ensures the security and the follow up of the assets used on the Honduras mission (identification, inventory, affectation)
3.2 Ensures the security and the follow up of the communication and IT equipment’s (and supplies) on the Honduras mission (identification, inventory, affectation)
3.3 Ensures the respect of HI (and donor if required) asset management procedure
3.4 Ensures proper and safe office and working conditions for the teams (appropriate and sane building and furnitures, access to water and electricity)
3.5 Supports the operational safety and security of the field operations
Manages the programme’s support service teams
4.1 Supervises and leads the programme’s “support services” team, set objectives/ Individual Action Plans (IAP), conduct appraisals and assess direct reports;
4.2 Oversees the team’s career development: defines training needs and provides guidance on professional development;
4.3 Supervises development and implementation of Administrative, financial, logistic and security procedures;
4.4 Coordinates, finalizes and submits support service reports to Regional office on monthly, quarterly etc basis
4.5 Acts as a Focal point for all logistic, HR/administration and financial issues with Regional Office and HQ when needed.
5.1 Centralizes all logistics information available on the mission and consolidate a monthly report (into the proper reporting form) to be delivered to the Emergency Coordinator
5.2 Participates in the situation report (SITREP) by providing relevant data related to your position
5.3 Provides regular reporting on your activities to the Emergency Coordinator upon his/her solicitation (coordination meeting, workshop meeting, etc.)
5.4 Ensures proper internal control and filing system is implemented in your department with the full respect of internal and external deadlines
5.5 Provides the HQ with a mission report and/or handover document at the end of your contract
Expériences / Formation
Profil recherché : – Higher degree in finance/logistics/accounting/HR
- Minimum 2 years’ experience in Logistics, finance and HR:administration
- Experience in the set-up of Emergency project with an important focus on Logistics issues
- Spanish (spoken and written)
- French or English (spoken and written)
- Strong IT skills
- Previous experience with HI would be a strong asset
- Starting date : January 2021
- Length of the contract: 3 months
- Employee status, according to experience :
- Salary from 2757 € gross/month regarding the experience of the candidate
- Perdiem : 500€ net/month
- Hardship allowance: 250€
- Insurances : medical hearth coverage, retirement planning, repatriation
- Paid holiday : 25 days per year
- R&R : 1 day per month
- Status : unaccompanied/couple/family position
- Housing : Collective taken in charge by HI