Première Urgence Internationale – Iraq
Première Urgence Internationale – Iraq

LOGISTICIAN ADMINISTRATOR OFFICER / Required 25% Travel

Première Urgence Internationale – Iraq Full Time Baghdad Baghdad Charity and voluntary work

Job Expired

Job Overview

Preliminary Job Information
Job Title LOGISTICIAN ADMINISTRATOR OFFICER
Country and Base of posting IRAQ, Baghdad
Reports to Field Coordinator

 

General information
The organization
 

Première Urgence Internationale is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilian victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. Première Urgence Internationale relies on 30 years of field experience in 50 countries in crisis, as well as on the complementarity of its medical and non-medical expertise, to adapt its programs to each context and to the real needs of the most vulnerable populations.

 

The association leads in average 180 projects by year in the following sectors of intervention: food security, health, nutrition, construction and rehabilitation of infrastructures, water, sanitation, hygiene and economic recovery. Première Urgence Internationale is providing assistance to around 4 million people in 21 countries – in Africa, Asia, Middle East, Eastern Europe, Caucasus and France.

 

Job Description
Overall objective
 

Under the functional supervision of the Financial Coordinator and the Logistics Coordinator, the Logistician Administrator is responsible for the sound financial, accounting, and logistics management of the base as well as the management of human resources, administrative and legal files of the base in compliance with PUI and donor procedures. He / She works under the hierarchical supervision of the Field Coordinator.
Tasks and Responsibilities
 

•  Financial, and accounting management: S/he supervises the financial, accounting management on the base and ensures compliance with the related procedures, with the functional support of the Mission’s Administrative Coordinator.

•  Human Resources Management: S/he oversees the administrative human resources management activities on the base with the functional support of the Administrative Coordinator.

•  Administrative management: S/he supervises the administrative management on the base and ensures compliance with the related procedures, with the functional support of the mission’s Administrative Coordinator.

•  Logistics management and monitoring: He/she supervises the logistics aspects and activities of his/her base. This involves the supervision of the supply chain (monitoring and management of purchases, warehousing, transport, including the last mile) as well as support logistics (monitoring and management of equipment, tools, resources and services that the teams need to properly carry out their work). Finally, he/she implements the necessary actions in relation to the security, safety of people, goods and premises.

•  Coordination, Reporting and Representation: S/he centralizes and disseminates information within the database for all matters related to financial, administrative, legal and human resources. S/he represents the association with partners, authorities and various local actors involved in the financial, administrative, legal and human resources fields of the base.

 

 

 
Specific Goals and Related Activities
•            S/he supports the Base Project Managers in updating their operational monitoring tools.

•            S/he co-leads the collective analysis (technical, administrative and logistical) of budget monitoring, detects variances and proposes adjustments to the Administrative Coordinator logistician coordinator and the Field Coordinator.

•            S/he is collaborating for cost optimization, s/he uses budgets monitoring tools and the cost allocation table for this purpose under the supervision Administrative Coordinator and the Field Coordinator.
1.      ENSURE SOUND MANAGEMENT OF THE BASE NATIONAL HUMAN RESOURCES

•            S/he is responsible for recruitment processes on the basis (validation of job term of reference, recruitment requests, selection grid, etc.).

•            S/he participates in the decision of disciplinary sanctions or termination of employment contract in connection with the Field Coordinator.

•            S/he participates in the integration of any new employee on the base, conducts their financial induction and ensures in particular that administrative, HR and financial procedures are explained and understood.

•            S/he ensures compliance with PUI Rules of Procedure on her/his base.

•            S/he oversees the administrative management of national staff, including contract management, attendance and absence monitoring, staff record creation and maintenance, and, appraisal follow up, and archiving, etc.

•            S/he is responsible for the preparation of the HR database and payroll operations.

•            S/he is responsible for the calculation and reporting of taxes and supervises the reportings and payments to the relevant bodies for the employees of her/his base. S/he ensures compliance with the good working conditions of the employees of the base and works in collaboration with the employees legal bodies of representation and consultation.

•            S/he follows the organization chart, the training plan of the national staff of the base and offers training in her/his field (Human Resources, Management, Finance, etc.) when necessary.

•            S/he participates and ensures the definition and application of the HR policies of PUI (evaluates the changes, monitors the evolution of the cost of living, etc.) and refers it to the Administrative Coordinator.
2.          MANAGE THE BASE ADMINISTRATIVELY

•            S/he participates in the development by the Administrative Coordinator of the Partnership Agreements with local NGOs in the framework of the projects. S/he provides them with support and technical training on financial tools, procedures and monthly monitoring of their financial reports.

•            S/he is responsible for the administrative monitoring of rentals, claims and insurance contracts.
3.          ENSURE THE BASE LOGISTICS MANAGEMENT

•            He/she ensures the procurement of his/her base in its operational aspects (from the coordination but also at the local level) as well as in its administrative aspects by ensuring compliance with internal procedures (e.g. concerning compliance with base/coordination validation thresholds) and donors..

•            He/she ensures that the support logistics at the base level is managed and that office and guest house have the equipment, services and means required to ensure that the teams working and living conditions are provided in optimal conditions.

•            He/she ensures the implementation and regular updates of steering, reporting and controling tools of logistics activities to guarantee costs and flows management.

•            He/she deploys and ensures compliance with standard operating procedures and good practices related to the use of equipment, premises and means of transport. He/she implements and follows the principles and guidelines shared by the coordination in relation to the IT tools and solutions required for the smooth running of his/her base.

•            He/she implements and ensures compliance with the mechanisms, standard operating procedures and rules concerning facility management, communications as well as people and goods movements.

•            He/she participates in the HR dimensioning of his/her department, in the recruitment and evaluation of the team as well as in its direct management.

•            He/she ensures that the members of his/her team carry out their tasks and assume their responsibilities.

4.      ENSURE SOUND FINANCIAL, AND ACCOUNTING MANAGEMENT OF THE BASE

•            S/he ensures that the accounts are entered according to internal rules and communicated to the Administrative Coordinator according to the schedule established, after validation of the Field Coordinator.

•            S/he is the guarantor of the account keeping and ensures that the balances of cash and bank accounts are always absolutely justified by the appropriate accounting documents.

•            S/he ensures the proper maintenance and archiving of accounting and HR documents (journals, accounting documents, bank reconciliation, physical inventories, bank statements, HR files, etc.).

•            S/he prepares the Finance and HR documents to be submitted to the Administrative Coordinator for an audit.

•            With the Administrative Coordinator and the Field Coordinator, s/he monitors the cash flow of the base, supervises payments and is the bank’s contact for the base

•            Together with the Administrative Coordinator and the Field Coordinator, s/he ensures that an internal control system is in place on her/his base.

 

 

5.          PARTICIPATE IN COORDINATION ON THE BASE, REPORTING AND CIRCULATION OF INFORMATION

•            S/he sends internal and external reports to the Field Coordinator, to the Admirative Coordinator, within the internal validation deadlines (HR database / HR pack / Accounting / Budget monitoring / cash flow forecast).

•            S/he participates in core and internal base meetings of which s/he is an active member.

•            S/he ensures an efficient flow of Finance and Human Resources information to the base teams and the capital.

•            Externally, s/he represents PUI with the administrative authorities for all HR and Finance matters (Bank, ACFPE, Labour Inspection, etc.) at the base level.

•            Participates in regional regulatory watch and reports to the Coordination.
6.          OTHER DUTIES

•            Employee must possess a valid driving license and be willing and able to drive PUI vehicles for work-related purposes, particularly if the PUI driver is not available.

 
•            The tasks and responsibilities defined in this job description can evolve depending on the project’s needs.

 

Required Profile
Required knowledge and skills
  REQUIRED DESIRABLE
TRAINING  

•Bachelor’s degree + 2, + 3 in logistics (purchases, transport etc) or financial management

  

•         Financial Management

•         Logistics…

•         Training in Public Health / Agric / Water, Sanitation / Other

 
PROFESSIONAL EXPERIENCE

•            Humanitarian

•            International

•            Technical

  

•        Min. 3 year

•        A fortiori

  

•        Experience in Team Management
KNOWLEDGE AND SKILLS  

•        Team Management

•        Logistical and IT skills

•        Administrative and Management skills

  

•        4Knowledge of procedures : institutional donors (UE, CDCS, BHA, ECHO, UN agencies, Foundation  …)
LANGUAGES

•             English

•             Arabic

•

•             Other (specify)

  

X X

  

 

•              French and Kurdish
SOFTWARE

•            Pack Office

•              Other (specify)

  

X

  

 

•        4Saga
Required Personal Characteristics (fitting into the team, suitability for the job and assignment)
 

•        Ability to work independently while taking initiatives and showing a sense of responsibility

•        Ability to withstand pressure

•        Sense of diplomacy

•        Analytical skills

•        Capacity to adapt and organizational flexibility

•        Organization, rigor and ability to meet deadlines

•        Ability to work and manage affairs professionally, and with maturity

•        Ability to represent the activities and mandate of PUI before local authorities

•        Ability to integrate the local environment into operations, in its political, economic and historical dimensions

•        Ability to work with different partners in a spirit of openness, and with adaptable communications strategies

 

 

More Information

  • Address Baghdad
  • How to apply In order to submit an application, all candidates are invited to fill the following google form by clicking on the link below: https://forms.gle/AiWaW8ErtDKGdstB7 Premiere Urgence is an equal opportunity employer. Females are highly encouraged to apply. Female Candidates are encouraged to apply for This Position. Premiere Urgence will proceed to the preselection of candidates on a rolling basis and reserve the right to close the advertisement as soon as a candidate is identified for the position. Therefore, you are kindly invited to submit your application as soon as possible. Kindly note that all applications received by email or by paper will not be considered. Only those submitted through the application link will be processed. Premiere Urgence International thank you for your interest in the organization.”
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