Sub Office Manager job at African Initiatives for Relief and Development

JOB DETAILS:
Job Summary
To provide overall management, logistical, financial, and administrative services to support the operations of the Suboffice.

Job Roles
Operational Management
· Ensure operations receive timely, effective, and efficient management, administrative, financial, and logistical support services to roject 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
· 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
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 reports on a monthly basis
Workshop Management
· Supervise, monitor, and coordinate the activity of the workshop in the Sub Office
· Ensure that the workshop inventory list for all equipment and spare parts is updated on monthly basis.

· Ensure that maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client/partners.
Fleet and fuel management
• Plan transport and fuel operations in coordination with logistics officer in the Sub Office
• 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;
· Ensure close monitoring of the ERP system
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
Finance Management
· Implement the Finance Policies and Procedures Manual as per the AIRD requirements
· Update the CPD with accurate information regarding the budget balances of the project(s) on a monthly basis
· Submit financial reports to UNHCR and other donors after endorsement by the CPD as per the UNHCR and AIRD rules and regulations
· Monitor the cash flow and budget utilization at the country program
· Remit timely payments of staff salaries and all other staff obligations as per the labor laws of the country
· Ensure an accurate budget coding of all financial documents on file
· Conduct monthly trial balance for both local & foreign currencies on monthly basis

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 program area
· Support in the monitoring and evaluation of program activities
· Undertake any other duties appropriate to the post as may be required
Qualifications and Education Requirements:
• “Minimum bachelor’s degree and/or postgraduate degree in Supply Chain Management, Logistics, Mechanical Engineering, or related fields.”
General Work Experience:
• At least 10 years of practical experience in humanitarian response
• Experience in operations management or implementation within the humanitarian sector.
• Experience in coordinating group activities and managing cross-functional teams.
• Knowledge of project management techniques.
• Relevant experiences with UNs and/or major donors

Skills:
• Strong organizational and coordination skills.
• Competence in managing budgets efficiently.
• Ability to work independently and as part of a team.
• Good communication and interpersonal skills.
• Proficiency in MS Office and other relevant software.

Languages:
Must be conversant with English and French (written and spoken)

Work Hours: 8

Experience in Months: 120

Level of Education: Bachelor Degree

Job application procedure

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