FTA-Fixed Term Appointment
20 September 2011
Administrator Logistician, Mbabane, Swaziland
ADMINISTRATOR LOGISTICIAN Swaziland Mbabane
ACF is an international non-governmental, private, apolitical, non-religious and non-profit organization created in 1979. Its goal is to combat hunger and dangerous situations that threaten men, women and children. Currently 500 expats and more than 5,000 local employees are working for ACF in more than forty-six countries working in projects concerning four areas of focus: nutrition, health, food security and water and sanitation.
The Swaziland mission opened in October 2007 after an exploratory mission in response to the droughts affecting all Southern Africa. Having the highest HIV prevalence in the world (26%), nutrition had not been a priority in Swaziland and very few resources from the Ministry of Health (MoH) were allocated to this activity. At the time, only one hospital in the Lubombo region was providing treatment for Severe Acute Malnutrition and there were no national guidelines for such treatment. Currently, through the support of ACF-Spain, there are 6 In-patient Therapeutic Programme (ITP) sites and 26 Out-patient Therapeutic Programme (OTP) sites within existing MoH structures in all 4 regions providing a comprehensive care of HIV and malnutrition.
ACF Swaziland is currently running an European Union funded project. The mission will have to be closed on the 31st of March 2012.
ACF-Spain is looking for an Administrator Logistician in Swaziland mission.
Objectives and fonctions
Objective 1. Provide appropriate management of the financial activities of the mission, the good compliance with the donor rules and for the financial reporting of the mission - Standard activities (budget follow-up, financial reports, accountancy, treasury, etc.) - And specifics ones to mission closure: o Design the final financial report of the EU project and prepare/follow-up the external financial audit (January 2012). o Prepare and implement the financial action plan for the mission closure, in respect with ACF and donor's rules. o Ensure the follow up of the mission closure's budget in relation with the Head of Mission and the financial controller (HQ). o Filing: Ensure the correct filing of justification. o Ensure the preparation of the documents to be sent to HQ and the documents to be destroyed. o Adjust the mission closure budget according to real expenditures and Cost Coverage Plan. o Ensure the 2010 accountancy closure in order to be able to realize the EU financial report and the financial audit in time.
Objective 2. Provide appropriate management of logistics activities in the mission and to ensure the application of ACF procedures - Standard activities (supply chain, fleet management, etc.) - And specifics ones to mission closure:
o Design the Logistics strategy according to the mission closure and implement. Follow up of the logistics indicators and principles.
o Prepare the logistics action plan in relation with the logistics assistant and the Head of Mission.
o Organize and manage the equipment (donations and transfers), the in-kind donations according to the donor rules.
o Finalize and follow-up the important procurement files (External evaluation and financial audit).
o Identify the suppliers and negotiate the transport files with the transport companies and the freight forwarders. Analyze and make sure the customs procedures are respected. Organize the supply (quotations, export, customs, transport management…).
o Ensure the closure of the on-going suppliers' contracts, mainly: end of house and office rentals, end of security guards contract, closure of Internet and phone lines, end of cars rentals…
o Prepare and realize the sale of small equipments and office items (preferably donated according to donors rules) following ACF procedures and local law criteria,
o Ensure that the important documents are identified and sent to HQ, and ensure that the relative documents are destroyed according to local laws and ACF/donors procedures.
o Realize a Logistics Assessment on arrival and at the end of the mission in order to focus on main discrepancies and to apply corrections.
Objective 3. Provide appropriate supervision of Human Resources management in the mission, the follow-up of national and international staff, and the compliance of the mission to the labour laws - Standard activities (payment of salaries, support to managers in HR management, labour legislation, expatriates contracts, administrative documents, etc.) - And specifics ones to mission closure:
o Support Head of Mission in designing the exit strategy regarding HR management.
o Design and implement the HR action plan for the mission closure (ends of contracts, evaluations, etc.)
o Prepare with the Admin Ass the analysis of end of contracts to finalize an action plan (notice, leaves, evaluations...)
o Review the HR files with the Administration Assistant to verify that there is no discrepancy for future audit.
o Filing: ensure the proper filing of local and expat staff documents per Donor contract.
o Definition of the exit documents (work certificates, reference letters, certificates of payments...)
o Support Head of Mission in designing the communication process to the team .
o Support the staff in analysing their competencies (to be diffused to other NGOs), designing CVs, interview preparation, trainings, etc.
o Participate with Head of Mission and HQ to the expatriation process of potential staff.
o Prepare and support the HQ HR visit in the mission.
Objective 4: Limit the risks of corruption and mitigate the financial risks related to Logistics, human resources and finance management through control and the application of ACF procedures - General filing: Ensuring the correct filing of justification documents as per Closing Project Check list. Ensuring as well the quality of the invoices/receipts.
- Logistics: Close follow-up and checking of the related sensitive documents (procurement, fuel consumption, stock follow-up...) - Human resources: Special effort to communication quality and follow-up with the staff. Ensure the respect of the internal regulation and use as a main document. - Finance: Ensure that the donors and ACF procedures are applied
Finance background and experience with ACF working as Admin in the field.
Experienced in EU financial reporting and auditing.
Strong Logistics background and experience in field logistics would be very appreciated
Strong human resources management and communication skills required,
ACF kit log (2 or 3) training much appreciated
Very good level of English required
Experience in working in with local authorities
Proficient in Computer Skills (IT maintenance, very good level in Excel, Word, PowerPoint)
Ability to adapt within stressful environments and within an intercultural team.
A supply management profile would be much appreciated
House and maintenance cover by the organization.
Formal contract of work (3 months)
Salary: from 1.200€ to 1.800 € gross per month according to candidate's previous experience + responsibility plus ( according to standard list of ACF – Spain)
ACF- Spain remuneration system allows a salary progression based on the annual development appraisal
Travel costs to and from the mission.
25 working days of holidays per year.
Travel and accident insurance and repatriation on account of the organization.
We will only consider CVs received by email.
For candidates who are not in Madrid, the first interview will be through telephone. Short listed candidates will have a face to face interview to be held in Madrid. For those candidates selected, all the travel costs will be refund when the first mission is assigned.
Interested candidates should send to : - A letter of motivation. - Updated CV. Please specify the length of the experience monthly. - The details of 2 managers who can provide us with professional references for the last two work experiences (We could ask for references also to different managers from the ones that you facilitated us. If you don't agree, please let us know it). PLEASE indicate this reference ADMLOG/SWAZI/11. Due to the urgency in covering the vacancies the process could be finalized before the end date given here)
The Human Resources department will contact only those pre-selected for an interview.
AJS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS AND AJS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
SOME EMPLOYERS MAY ACKNOWLEDGE RECEIPT OF YOUR APPLICATION.