SOLIDARITÉS INTERNATIONAL is an international humanitarian organization based in Paris, France, which provides aid and assistance to victims of war and natural disasters. For the past 35 years, the organization’s vocation has been to meet the three vital needs - drinking, eating and sheltering – of vulnerable populations around the world. Our programs mainly focus on emergency relief actions related to water and sanitation but also related to food security as well as shelter and infrastructure rehabilitation and reconstruction.

Deputy Logistics and Admin Manager

Affectation: Cox’s Bazar, Bangladesh
Possible Start of the activities: August 01, 2018
Number of positions: 01
Duration of the contract: up to December 31, 2018 (with possibility of extension), Based on the implementation of new ISR, duration and terms of conditions of the position may change.

Responsibilities and description of tasks:

The Deputy Logistics and Admin Manager will implement and supervise all logistics operations at his/her assigned base.
He/she will organize logistic support for Cox Bazaar program coordination team, in keeping with Solidarités International procedures.
He/she will assist the base manager or the Deputy Country Director in the implementation of safety rules.
His/ her main responsibilities in below:

Supply Management

• Carry out a purchasing environment analysis at the local level
• Update of price lists and supplier files
• Manage the Solidarités International purchasing procedures and those from donors funding the programs.
• Support  to Teknaf logistics manger updating purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints only for the Cox Bazaar purchases
• Create and process requests for quotes and internal order forms
• Ensure that budgetary lines related to logistics are monitored and observed
• Preparation of purchasing documents and draft the contracts 
• Ensuring that approval rules and procedures are observed
• Select suppliers and negotiate prices, deadlines and delivery methods
• Ensure that purchasing documents are complete and archived in keeping with Solidarités International procedures
• Ensure that dealings with suppliers are monitored

Vehicle Fleet Management

• Planning and execution of maintenance and repair work on base vehicles
• Establish vehicle movement schedules
• Ensure that a complete breakdown kit is available on board all vehicles
• Permanently ensure that all drivers have received general training and carry out regular testing
• Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures
• Check that vehicle log books are in place and are used correctly
• Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded
• Prevent the misappropriation of fuel and spare parts
• Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored

Equipment/Telecommunications Management

• Update inventory in real time
• Optimize distribution of materials according to task needs
• Organize the installation, safe-guarding and monitoring of materials
• Install communication means and ensure that they are regularly maintained
• Train teams in the use of these communication means
• Ensure monthly mobile credits are given to the team
• Recharge data on the internet sticks
• Monitoring of the internet connection and do regular communication with the internet service provider for maintenance

Management and Monitoring of IT Equipment

• Ensure  antivirus software is updated in the base computers
• Implement backup and data-protection procedures
• Ensure the maintenance and correct use of IT equipment
• Provide technical assistance to teams and organize training sessions

Supplies Management

• Ensure material is stored under suitable conditions and monitor expiration dates
• Ensure procedures are followed as stock is checked in and out
• See that all documentation linked to stock is complete and correct
• Supervise monthly physical stock inventory

Finance Management

• Establish a statement of needs for liquid assets
• Carry out withdrawals, payment of advances and supplier and any other payment request in accordance with established procedures
• Keep the advance books and cash journal
• Record budget allocations and accounting codes of the expenses, checking that the supporting documents complies with Solidarités International procedures
• Archive accounting documents in accordance with Solidarités International procedures
• Ensure cash box and safe security
• Prepare monthly closing, revision and integrity of accounts for the Cox Baazar base

Human Resource Management

• Train and supervise the logistics team
• Conduct performance reviews for members of the logistics team
• Organize formal team meetings at regular intervals
• Keep record of attendance, leave and update base HR team timely

Security

• Implement team safety measures as determined by the coordination team
• Train teams in safety rules and procedures
• Pass on any security-related information to his/her line manager

Reporting/Capitalization

• Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
• Ensure that internal order forms are monitored and that the status of each order is given to the person waiting
• Consolidate logistics packs monthly and pass on to the logistics coordinator
• Provide the logistics coordinator with all information needed to draft intermediary and final reports
• Pass on purchasing reports for closed programs to the coordinators at the established frequency
• Attend logistics cluster meeting in the area and report it to the head of base (Teknaf, Cox Bazaar and Dhaka)

Qualifications and Competencies:  

• Bachelor in Management/business administration.
• Minimum of 3-5 years professional experience in humanitarian and/or development programs and in the relevant field
• Fluency in written and spoken English is a must.
• Good understanding of ICT-systems and experience with MS Office applications, including Excel
• Understanding of basic principle of procurement and administration.
• Good knowledge of the different humanitarian actors and coordination, communication and representation skills;
• Good diplomatic and negotiation skills
• Human resource management
• Competence in risk and security management
• Strong knowledge of cultural and political contexts in Bangladesh
• Good interpersonal and communication skill.
• Strong organizational skills.

Salary Range: Monthly consolidated salary BDT 51,200/- and other benefits as per HR policy of SOLIDARITES INTERNATIONAL.

ORG CHART POSITION (reporting and functional relationships)
Line Manager: Deputy Country Director

Application dead line: Wednesday 25th July 2018.

Only short listed candidates will be invited for test and interview.
“SOLIDARITÉS INTERNATIONAL promotes diversity in its workforce”