Base Management:
Ensure Concern and donor procurement, warehousing and fleet management procedures and controls are in place, understood and complied with by all relevant personnel, liaising with the Operations Director for support
Responsible for the management of all administration, warehousing and fleet management for the base.
Ensure all assets lists and inventories are properly recorded and maintained
Conduct physical stock, asset and inventory counts when necessary
Ensure all monthly procurement, warehousing and transport reports are accurate and completed in a timely manner and review these for any potential issues before submission to Logistics
Ensure the on-going maintenance and efficient running of all Concern properties in the base location (offices, stores, residences, programme centres (CFS/CFE etc))
Manage the transport and administration budgets for the base
Review monthly management accounts for administration and transport and ensure the budget is utilized as per plan and following standard financial procedures
Safety and Security Management
Act as overall security focal point for the area. This includes regularly monitoring of the security situation and trends, updating senior management on the same.
Organise, and ensure documentation of, regular security focal group meetings.
Ensure the team and visitors understand and adhere to Concern’s Security Management Plan (SMP) and the Standard Operating Procedures (SOPs). Support the Operations Director in regularly reviewing and updating the same and other relevant security and safety procedures and policies.
Conduct risk and security assessments of new project areas, sites or modalities.
Provide security briefings to new staff, national and/or international.
Collect and share immediate information on any security incident with direct impact on staff and/or operations
Ensure strict adherence by all staff to Concern’s zero visibility policy.
Coordination and Leadership
Act as focal contact person for Concern in your area for all government organizations/departments developing and maintaining positive and transparent relations with the same.
Participate where requested by the DPD in local coordination meetings with HAO, NGOs and other stakeholders to ensure strong cooperation and coordination.
Share information on Concern activities and intervention and promote good relations and collaboration with other actors working in the area.
Programme Support
Solve any bottlenecks that are impeding the implementation of activities at the local level.
Participate in regular programme and system coordination meetings.
Responsible for the management of all offices in the base location in line with Concern’s Administration policies and procedures
Team Management
Directly line manage the Admin and Logistics staff in the base. Lead, manage and motivate the team ensuring that staff directly line managed have clear objectives, works plans and receive meaningful and regular feedback on their performance along with identification of professional development opportunities.
Responsible for managing the time for all staff based in the location, and liaising with the technical line managers, where issues arise with the timekeeping for any individual.
Reinforce the matrix management structure and assist in ensuring strong communication and working relationships between local staff and technical line-managers.
Strengthen and build the managerial and operational skills of staff through on-job mentoring and coaching, feedback mechanisms, and the completion of performance development reviews and capacity building plans.
Where required, participate in the recruitment of national staff, including development of job descriptions, and liaise with HR for supporting the recruitment process.
Hold weekly management meetings and share the minutes with CMT
Ensure all Concern policies and guidelines are adhered to by staff and local partners in your area of jurisdiction e.g. Code of Conduct, Programme Participant Protection Policy, Equality, Anti-Fraud Policy and Accountability standards.
Concern Code of Conduct and Associated Policies:
Adhering to the standards of conduct outlined in the Concern Code of Conduct & Associated Policies
Supporting and promoting the standards outlined in the Code of Conduct & Associated Policies to the team, partner organisations and beneficiaries, and being committed to providing a safe working environment
Accountability
In line with Concern’s commitments under the Core Humanitarian Standard (CHS):
actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.
Other
Coordinate, signpost and promote health and wellbeing supports, training and initiatives for all staff in the base to improve their health and wellbeing.
Perform any other duties as requested by the Operation Director