Country: Somalia
Closing date: 14 May 2017
ISLAMIC RELIEF WORLDWIDE, SOMALIA PROGRAMME
Vacancy Re-advertisement
Position : Logistics/HR Officer (National Position)
Date of issued : 7th May, 2017
Closing date: 14th May, 2017
Duty station : Hargeisa –Somaliland
Reporting : Logistics Coordinator/HR Manager
Starting time : Urgent- immediately after the offer
Line Management responsibilities: Logistics Assistants/Intern
Duration of Initial Contract: 7 Months with possibilities of extension.
Background
Islamic Relief Worldwide, Somalia Programme has been operating in Somalia since 2006 and has responded to conflict and drought affected people through provision of life saving assistance. Through our projects, IR has continuously been providing safe drinking water, improving hygienic sanitation facilities, increasing hygiene awareness, particularly to ones living in IDP camps; empowering the urban poor and distressed working children, engaging in conflict management and mitigation and strengthening of community cohesiveness and co-existence.
JOB SUMMARY
To undertake all logistical & HR functions in Somaliland IRS Office and to provide effective and efficient implementation of IRS programmes.
Key Duties and Responsibilities
Manage the chain of supplies
To familiarize him/self with the IRS Logistics Manual and comply with the policies outlined in the IRS Logistics Manual.
Ensure keeping of an accurate inventory of items both in stores and office equipment.
Ensure storage of items is stored in clean and rodent/pest free.
Manage Procurement
Support projects in development of procurement plans and consolidate project procurement plans at the field and Country level
Organization and implementation of the procurement process of each project, including preparation of terms of reference, publication of procurement calls and bidding invitations, receipt of offers and quotations and their corresponding evaluation, in full compliance with IRS rules and regulations; all in coordination with the Operations Support Manager
Ensuring purchases is done in time for project use.
Reviewing quotations and analyzing them for price, quality, timeless and service.
Advise Procurement Committee on procurement process
Carry out market price surveys in local markets
Ensure that up-to-date files for price guide / catalogs / products technical information to be used by the office for Budgetary and ordering purposes are maintained.
Provide relevant support for all the procurements in the other Field Offices
Compliance of procurement activities with IRS rules, regulations, policies and strategies; implementation of the effective internal control
Manage the equipment, communication means and pool of vehicles:
Supervise allocation and use of equipment;
Ensure installation, maintenance and repairs of the equipment;
Update the asset registry lists
Supervise the management of the project/pool of vehicles: maintenance, daily planning, price fluctuations, administration (insurance, documents).
Supervise the team
Draw up a work plans;
Delegate the activities and check that they are carried out properly;
Organize training sessions;
Provide technical support to the team if necessary.
Reports
Write a logistics report on the procurement and logistics and transmit to the Operations Support Manager: narrative of activities, stock reports, reports on donations in kind, list of car prices, equipment list, Write reports on incidents;
Write follow-up reports on purchase orders and transmit them to the bases/programmes and to the Operations Support Manager.
Human Resources Management (HRM)
Assures a proper salary management with AX.
Keeps personal files up-to-date at all time.
Ensures proper follow-up of HR administration related to National Staff in general and to international staff arrivals/departures and stay.
Takes responsibility for all correspondence and filing of administrative documentation.
Recruitment & Introduction of new staff
Supports and provides assistance to a qualitative recruitment process.
Applies IRS policies and management procedures and tools.
Participates to qualitative appraisal and development planning processes.
Participates in the organization of training sessions and registration processes.
Provides assistance in conflict management.
Supports a proper and fair dismissal process.
Any other duties assign by Line manager.
REQUIRED QUALIFICATIONS AND COMPETENCIES
A university degree of logistics management, procurement, business administration and other relevant fields from recognized university.
Minimum of 04 years’ experience including at least 02 year working for national and international NGOs in logistics, procurement, HRM or related fields (Operations, Administration or Financial Management);
Experienced in logistics, ware housing, procurement, and documentation, Tender/proposals evaluation
Relevant training of logistics, HR, and procurement from recognized institute will be added value.
Knowledge of community based approaches in humanitarian and development settings is desirable.
Knowledge of international standards such as logistics, procurement procedure and logistics online software is desirable.
Competency with the analysis of contextual information, and developing clear, informed recommendations.
Proficiency in English (Written and spoken) is essential
Good IT skills. Knowledge of Microsoft Office Word and Excel is essential.
Experience in ERP systems is added advantage e.g. Microsoft dynamics, Navision and etc.
GENERAL SKILLS
Willing to adapt to IRW’s norms and values without compromising personal beliefs and principles.
Excellent communication skills - able to communicate and report effectively, both orally and in writing.
Willing and able to work long hours as required and meet deadlines.
Commitment to participatory approaches when working with communities.
Willing to learn local mechanisms, culture and humanitarian and development issues of the region.
Able to build productive working relationships; work as part of a team, and support colleagues.
Communicates honestly, openly, and consistently. Shares information appropriately and ensure that views of all members of the team are freely expressed.
Encourages a positive rather than negative viewpoint.
Good numeracy skills with knowledge of local markets and cost estimating are desirable.
Good interpersonal skills and the ability to build working relationships quickly and to work sensitively with people from various cultural and social backgrounds.
Able to form recommendations for creative solutions in problem solving.
Energetic and able to operate in situations which may be arduous.
Should be prepared mentally to do extensive field work and visit other locations within the Somalia.
Able to work flexible hours when necessary and strive towards task completion.
Flexible & patient.
Ability to work on your own initiative as well as a part of a team.
It is essential that the post holder shows a good understanding of humanitarian principles and sympathy with Islamic Relief’s values, as well as a commitment to Islamic Relief’s vision and mission.
Application Process:
IRW Somalia Programme is inviting applications from qualified motivated candidates who are interesting to submit their CVs, cover letters, academic qualifications, copy of national ID card/Passport and contact information for three work related referees should be addressed to the HR account: hr.mogadishu@islamic-relief.or.ke
NOTE: please make sure the job title in the mail subject line is clear;
Only short-listed applicants will be contacted;
IRW is an equal opportunity employer.
How to apply:
IRW Somalia Programme is inviting applications from qualified motivated candidates who are interesting to submit their CVs, cover letters, academic qualifications, copy of national ID card/Passport and contact information for three work related referees should be addressed to the HR account: hr.mogadishu@islamic-relief.or.ke
NOTE: please make sure the job title in the mail subject line is clear;