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Office Manager – Bosaso

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  • Full-Time

Job Description

Title: Office Manager-National Only

Save the Children is the world’s leading independent organisation for children. We work in 120 countries. We save children’s lives; we fight for their rights; we help them fulfil their potential.

We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives.

We have over two million supporters worldwide and raised 1.9 billion dollars last year to reach more children than ever before, through programmes in health, nutrition, education, protection and child rights, also in times of humanitarian crises.

Following a major transition, our international programmes are now delivered through a merged operation with 15,000 staff, managed through seven regional hubs and reporting to a relatively small, central office. We’re changing to become more efficient, more aligned, a better partner, a stronger advocate, a magnet for world-class people and relevant for the 21st century.

Role Purpose:

To assume responsibility for the overall management of Bosaso office particularly support functions such as finance, administration, HR, logistic and security.

Contract Duration: 12 Months

Location: Bosaso

Office Manager – Bosaso
TEAM/PROGRAMME: Operations, Bosaso Office LOCATION:  Bosaso
GRADE: 3 POST TYPE: Somali National
Child Safeguarding:

Level 3:  the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

To assume responsibility for the overall management of Bosaso office particularly support functions such as finance, administration, HR, logistic and security.

SCOPE OF ROLE:

Reports to: Area Representative, Puntland

Staff directly reporting to this post:

Direct:Directly line manages Bosaso Field support staffs (HR, Finance, and Logistics, Administrative, and IT)

Indirect: All Bosaso based staff & Visitors

Budget Responsibilities: AllBosasocosts.

Dimensions: Save the Children works in 4 regions in Somalia with a current staff complement of approximately 450 staff and current expenditure of approximately GBP 30 million each year.

KEY AREAS OF ACCOUNTABILITY:

The Position holder is responsible and accountable for Save the children’s work inBosaso field office including planning, implementation and management of programs in accordance with Save the Children’s strategies and policies

Overall responsibility:

  • Managing and supervising support staff, ensuring they have clear objectives and their performance is managed in line with performance management frameworks, and thatthey are familiar with key SCI tools;
  • Ensure day to day running of the Bosaso office (including staff, programme implementation, fleet management, warehouses, office supplies, gov relationships)
  • Ensure that all resources for programme implementation are adequately managed and used for thepurpose they are meant to;
  • Manage, approve &monitor field level expenditure budgets, ensuring that office expenditures are documented, approved properly and that documentation and receipts are authentic when presenting as expenditure.

Supply ChainManagement

  • Closely work with and line manage the Supply Chain officer
  • Closely work with the Area Supply Chain manager in delivering Supply chain tasks:
  • Develop sound work plans and ensure timely implementation of required supply chain activities
  • Regularly update market analysis and suppliers list accordingly
  • As required, develop framework agreements for the movement of supplies; recurrent procurements like stationary, fuel, etc
  • Ensure supply chain is properly functional and in line with SCI procurement guidelines
  • Ensure timely and quality submission of monthly Log reports

HR / Admin

  • Line Manage HR/Admin Officer
  • Ensure staff are managed in accordance with SCI HR policies including performance management guidelines
  • Attend to human resource management issues including staff grievances and disciplinaries
  • Liaise with the Area Representative and HR/AdminManager on staff recruitment, training and capacity development for Bosaso staff.
  • Provide monthly report to the Area Representative on all Bosaso-based activities i.e. programme Supply Chain, Finance, HR and Administration
  • Ensure that SC office in Bosaso are well maintained and meets the standard criteria for service provision.
  • Ensure that all staff and visitors are briefed for administrative and security procedures and systems in place
  • Ensure that all programme visitors are properly supported in visas, accommodations and transports.
  • Ensurethe principles of child safeguardingand’do no harm’ are embedded in allprogramme planning,implementationandreportingandthat staffreceive regular training on same

Financial, Budget and Grant Management

  • Work  closely with the programme team to efficiently and successfully manage the grant cycle (start, implement and close grants in line with donor as well as Save the Children’s policies)
  • Closely work with the programme team to ensure that programme budgets are managed through rigorous budget and finance monitoring practices with participation of all key functions involved in projects.
  • Oversee the application and observance of financial procedures and guidelines (control mechanisms) set out in the financial manual and donors’ requirements.
  • Work closely with the programme and finance team to ensure that budgets are spent and charged to their respective budget heads and grants by diligently reviewing the financial reports at least every month and bringing to the timely attention of the Area Representative and and the Finance Manager any major budget concerns and suggestions/recommendations
  • Ensure that adequate support to and monitoring of the field finance teams is provided by the finance and grants team at area level;
  • Line manage the finance officer;
  • Work closely with the programme team to ensure that grants are managed as per Save the Children’s and donors’ requirements including the quality and timely submission of reports;

Representation and Advocacy

  • Represent Save the Children in Bosaso, Bari region, network with INGOs/NGOs, UN agencies and partnerswhen requested by Area Representative,
  • Monitor the humanitarian context in Bari region and liaise on the same with the main INGOs, NGOs and UN agencies
  • Ensure the strict adherence of Bosaso team to the basic humanitarian principlesat all times: neutrality, impartiality, independence and other Common Humanitarian Standards (CHS).
  • Identify, establish and maintain close working relationship with key stakeholders with a view of promoting learning and sharing of experiences/information; creating synergy in program planning and implementation; ensuring the principles of ‘do no harm’ and creating a bigger voice on issues of common concern

Security Management

  • Act as security focal point for Bosaso Office, enforcing implementation of SC’s security procedures and protocols, and ensuring the understanding and strict compliance of staff at all times;
  • In close collaboration with the Area Representative and the Area Security Coordinator,proactively monitor the political, military and security situations at local level, actively participate in the analysis and in anticipating the a potential impact on SC’s activities
  • In close collaboration with the Area Representative and the Area Security Coordinator, ensure a clear security management plan is in place for all areas of operations in Bari regionand that this is reviewed regularly.
  • In close collaboration with the Area Representative and the Area SecurityCoordinator,manage any significant security incident in Bosaso and Bari region at large. If this involves a “critical incident” the Area Representative, Operations Director and Country Director must be informed immediately.
COMPETENCIES AND BEHAVIOURS

Accountability:

·         holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

·         Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

·         sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same

·         widely shares their personal vision for Save the Children, engages and motivates others

·         Future orientated, thinks strategically and on a global scale.

Collaboration:

·         builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters

·         values diversity, sees it as a source of competitive strength

·         Approachable, good listener, easy to talk to.

Creativity:

·         develops and encourages new and innovative solutions

·         Willing to take disciplined risks.

Integrity:

·         honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS AND EXPERIENCE

  • Minimum 5years practical experience managing operational team a large programme in a complex emergency context, with a particular focus
  • Substantial knowledge of standard logistics procedures and practices required
  • Good understanding of financial, HR, Security procedures required
  • Excellent communication and representative skills (written, oral, cross-cultural)
  • Ability to multitask and deal with stressful situations.
  • Ability to adapt within the working environment
  • Ability to work in a team setting.
  • Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in
  • Ability to present complex information in a succinct and compelling manner
  • Ability and willingness to dramatically change work practices and hours, and work with incoming surgeteams, in the event of emergencies
  • Commitment to Save the Children values
Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

JD written by: AR Date: 12th January, 2020
Evaluated by: HR Manager Date: 12th January, 2020

Qualifications & Experience

  • Minimum 5 years practical experience managing operational team a large programme in a complex emergency context, with a particular focus
  • Substantial knowledge of standard logistics procedures and practices required
  • Good understanding of financial, HR, Security procedures required
  • Excellent communication and representative skills (written, oral, cross-cultural)
  • Ability to multitask and deal with stressful situations.
  • Ability to adapt within the working environment
  • Ability to work in a team setting.
  •  Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in
  • Ability to present complex information in a succinct and compelling manner
  • Ability and willingness to dramatically change work practices and hours, and work with incoming surgeteams, in the event of emergencies
  • Commitment to Save the Children values

The Application will close 22ndJanuary,2020

We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse. Employment is subject to our Child protection standards including background checks and adherence to our Child Safeguarding Policy

Save the Children is an equal opportunity employer and seeks to employ and assign the best qualified talent.

Disclaimer:

Save the Children International does not charge any kind of fee at whichever stage of the recruitment process and does not act through recruitment agents

https://stcuk.taleo.net/careersection/jobdetail.ftl?job=200000AP&lang=en

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