【徵才訊息】CARE NGO 索馬利亞分部,誠徵營運經理
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2018.09.07

組織介紹

CARE 致力於消除貧困,尋求一個充滿希望、寬容和社會正義的世界,在這個世界中,貧窮得到克服,所有人都能有尊嚴和安全的生活。 CARE索馬利亞是一個在索馬利亞工作的國際非政府組織,援助索馬利亞及其合作夥伴與脆弱社區合作,通過其賦予婦女權力,達成減少貧困的目標。

CARE官網:care.org

工作總結

職位名稱為營運經理(OPM),職責包括通過外包服務商,進行車輛承包和司機管理、飛行和貨物預訂、設備管理和維護、物資的採購和運輸以及旅店和辦公室運營相關的所有小額現金採購。

任職者與哈爾格薩、奈洛比和其他分辦事處的其他方案人員密切合作,以實現組織的業務目標,並確保遵守上述領域的CARE USA和捐助者規則和條例。

工作內容

1.1 財產和資產管理

  • 協助監督分辦事處設備和用品的正確使用,安全保管和移動,確保維持適當的記錄。
  • 協助跟進設備的維修/維護,確保及時維修和正確記錄維修/維護。
  • 保留並保持適當的分辦事處資產和供應品庫存,包括分辦事處項目的庫存。
  • 確保按照政策進行定期物理計數,並獲得物理計數的簽字。
  • 確保及時更新和維護所有財產文件,即轉移表格,處理表格等
  • 跟進物業處置並確保按照物業管理指南進行,並獲得適當的批准。
  • 確保分離員工持有的所有財產都歸還。
  • 確保妥善處理,存儲和充分保護CARE財產。

1.2 一般管理和物流

  • 確保正確理解和遵守捐助者和CARE規則和條例,並確保所有行政流程及時完成,並提供充分和準確的支持文件。
  • 確保在適當情況下收到並清關供應品
  • 準備電力,水,電話費用匯總
  • 處理與研討會,會議和顧問訪問有關的所有組織和後勤要求
  • 按要求組織貨物和設備的發送,確保包裝清單和運單等隨附的文件正確填寫和簽字。
  • 協助組織便利收貨和運輸所需的必要海關文件
  • Line管理Office助手和Cook。
  • 協助CARE工作人員/訪客簽證/過境和許可申請
  • 確保有一個適當的備案系統,該系統定期維護,記錄保持正確並經常更新

1.3 運輸管理

  • 負責子辦公室層面的包裹/貨物運輸。
  • 負責奈洛比、哈爾格薩、加羅韋和其他分辦事處之間的項目供應運輸。
  • 在將其交給辦公室助理之前,通過GRN確認收到所有貨物和材料。
  • 準備燃料申請表並監測發電機和CARE租用車輛的燃料消耗,並準備車輛記錄表和每月燃料消耗報告的摘要。
  • 通過協調人監督駕駛員並酌情給出指示
  • 確保實地考察(Thuraya和Radios)的通信設備的可用性,並確保它們始終正常運行,充分收費並發給正在實地考察的任何工作人員。
  • 確保在任何實地考察之前填寫並批准旅行授權表格(TRF)
  • 確保所有在全職或臨時僱用的汽車都符合所需的招聘標準(備用輪胎,工具,有效許可證)
  • 確保在未過期內容的車輛中提供適當的急救箱。

1.4 工作人員空中旅行

  • 負責在奈洛比、索馬里蘭和邦特蘭之間,與在奈洛比和加羅韋負責相同活動的人員一起運送工作人員和訪客。包括所有人員航班預訂。
  • 監督子辦公室工作人員/訪客/貨物的所有航班預訂,確保這是及時有效地完成工作,並向工作人員和其他辦公室通報此類預訂和ETA詳細信息.
  • 確保所有後勤和行政支持提前到位,以便出發和到達的人員(文件) ,簽證等,租用條件良好的汽車,提前48小時組織SPU,通訊設施到位等)

1.5 賓館和辦公室工作環境管理

  • 確保適當容納員工和訪客。這應包括在哈爾格薩的CARE賓館和酒店預訂中進行住宿預訂,並與其他分辦事處的負責人聯絡,以確保安排旅行者的住宿。
  • 賓館的日常管理,包括直接監督清潔工。
  • 確保提前滿足賓館的所有需求,例如:缺水,電力短缺,供應短缺,清潔,維修和保養工作,食品準備時間得到尊重,廚房需要得到相應的照顧,通知廚師提前入住賓館的人數(每天)等
  • 辦公室的一般清潔和安排,確保員工能夠在乾淨,充氣,照明,佈置良好和有利的工作環境中工作。確保辦公室沒有穿過地板的電纜和可能對員工造成職業危害的任何其他物體。
  • 確保地面和整個辦公室/賓館大院保持清潔。

申請人資格要求

  • 行政管理學位或行政文憑
  • 至少兩年的行政和物流經驗
  • 熟悉穆加迪休的法律環境和索馬里文化
  • 出色的分析、談判和溝通技巧:熟練並在政府層面建立關係。
  • 倡議和解決問題的能力
  • 誠實和積極的態度
  • 能夠在適當的時候採取主動,以應對日常工作中遇到的困難
  • 能夠根據工作需求進行及時調整

申請辦法

  • 申請截止日:2018/09/19
  • 工作地點:索馬利亞首都穆加迪休
  • 有興趣和符合資格要求的候選人請於2018年9月19日前提交一份文件作為附件(combining the application letter and CV with at least 3 professional referees)通過電子郵件發送至 [email protected]
  • 請將「 the reference Administration Officer - Mogadishu」設為電子郵件主題。請勿附上您的推薦(testimonials)或證書。
  • CARE是一個促進性別、公平和多元化的平等機會組織,強烈鼓勵女性候選人申請。 

〈備註〉wowAfrica阿非卡僅提供徵才資訊公告,若對工作內容有疑問或申請文件投遞時遇到問題,請自行去信至 CARE組織 詢問或請求協助。


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CARE is a global leader within a worldwide movement dedicated to ending poverty. We seek a world of hope, tolerance and social justice where poverty has been overcome and all people live with dignity and security. CARE Somalia is an International NGO working in Somalia. CARE Somalia and its partners work with vulnerable communities to address the underlying causes of poverty and promote peace and development through its strategic goal to reduce poverty by empowering women, enhancing access to resources and services and improving governance.

Job Summary

The main purpose of this position is to manage all aspects of general office administration, Transport, Asset/ materials Management, Procurement under the direct supervision of the Operations Manager (OPM). The responsibilities include vehicle contracting and managing of drivers through the outsourced facilitator, Flight and cargo bookings, equipment management and maintenance, procurement and transportation of supplies and all petty cash procurement relating to guesthouse and office running. The position is to provide efficient, quality and timely support services within the remit of this job.

The incumbent works closely with the other programme support staff in Hargeisa, Nairobi and other Sub offices to achieve the operational goals of the organisation and ensure compliance with CARE USA and Donor rules and regulations in the above areas.

Specific Responsibilities

1.1. PROPERTY AND ASSET MANAGEMENT

a) Assist in monitoring the proper usage, safe custody and movement of sub office equipment and supplies, ensuring that proper records are maintained.

b) Assist in following up on repairs/ maintenance of equipment, ensure timely repairs and proper record keeping of the repairs/maintenance.

c) Keep and maintain proper inventory of Sub office assets and supplies including those of projects under the sub office.

d) Ensure that periodic physical counts are conducted as per policy and sign off on the physical counts are obtained.

e) Ensure that all property documentation is timely updated and maintained i.e. transfer forms, disposal forms etc

f) Follow up on property disposals and ensure that they are carried out in accordance with the Property Management guidelines and that appropriate approvals are obtained.

g) Ensure all property held by separating staff are handed back.

h) Ensure CARE property is properly handled, stored and adequately safe guarded.

1.2 GENERAL ADMINISTRATION & LOGISTICS

a) Ensure proper understanding and adherence to donor and CARE rules and regulations and that all administrative processes are completed timely and have sufficient and accurate supporting documentation.

b) Ensure that supplies are received and cleared with customs as appropriate

c) Prepare summary of electricity, water, telephone bills for payments

d) Deal with all organizational and logistics requirements pertaining to workshops, meetings and consultant visits

e) Organise dispatch of goods and equipment as per requirement, ensuring that documents accompanying dispatches such as packing lists and waybills are correctly filled and signed.

f) Assist in organising necessary customs documentation required to facilitate receipt and transportation of supplies

g) Line manage the Office Assistant and Cook.

h) Assist CARE staff/visitors in making visa/transit and permit applications

i) Ensure that there is a proper filing system that is maintained regularly with records kept properly and updated frequently

1.3 TRANSPORT MANAGEMENT

a) Responsible for the transportation of parcels/cargo at the sub office level.

b) Responsible for the transportation of project supplies between Nairobi, Hargeisa, Garowe and other sub offices.

c) Confirm the receipt of all goods and materials through the GRN’s prior to handing them over to the Office Assistant.

d) Prepare fuel requisition forms and monitor fuel consumption for the generator and CARE hired vehicles and prepare summary of vehicle log sheets and monthly fuel consumption reports.

e) Supervise drivers through the facilitator and give instructions as appropriate

f) Ensure availability of communication equipment for field trips (Thuraya and Radios) and ensure that they are functional at all times, fully charged and issued to any staff going on a field trip.

g) Ensure that Travel Authorisation Forms (TRFs) are filled and approved prior to any field trip

h) Ensure that all cars hired on either full time or temporary terms meet the required hiring criteria (spare tyres, tools, valid licences )

i) Ensure availability of appropriate First Aid Kits in vehicles with non expired contents.

1.4 STAFF AIR TRAVEL

a) Responsible for transportation of staff and visitors between Nairobi, Somaliland and Puntland in collaboration with those who does the same activities in Nairobi and Garowe. This includes all personnel flight bookings.

b) Oversee all flight bookings for staff/visitors/cargo for the sub office, ensuring that this is done in a timely and efficient manner and that staff and other offices are informed accordingly on such bookings and ETA details.c) Ensure that all logistical and administrative support is in place well in advance for those that departs and for those that are arriving (documentations, visas etc, a well conditioned car is hired, SPUs are organised 48 hrs in advance, communications facilities are in place, etc)

1.5 GUESTHOUSE AND OFFICE WORK ENVIRONMENT MANAGEMENT

a) Ensure that staff and visitors are appropriately accommodated. This shall including making accommodation bookings at the CARE guesthouse and hotel bookings in Hargeisa and liaising with the responsible persons in other sub-offices to ensure that accommodation of those travelling are arranged.

b) Day to day management of the guesthouse including direct Supervision of cleaners.

c) Ensure that all the Guesthouse needs are attended to in advance, e.g. water shortages, power shortages, supplies shortages, cleaning, repairs and maintenance works, food preparations time is respected, Kitchen needs are attended to accordingly, informing of the cooks the number of staffs staying in the guesthouse in advance (on daily basis) etc

d) General office cleaning and arrangement ensuring that staffs are able to work in a clean, aerated, lit, well arranged and conducive working environment. Ensure that the office is free from cables crossing the floors and any other objects which may cause occupational hazard to staffs.

e) Ensure that the ground and the entire office/ guesthouse compound is maintained and kept clean.

2 GENERAL RESPONSIBILITIES

Any other duties as assigned by the Sub office Coordinator.

3 REQUIRED QUALIFICATIONS

3.1 Education/Training· Degree in Administration Management or Diploma in Administration.

3.2 Experience· At least two years experience and exposure to Administration and logistics environment in a similar setting.

3.3 Technical Skills and Core Competencies· Thorough understanding of the emerging legal environment in Mogadishu and the workings of Somalia.· Excellent analytical, negotiating, communication skills: skilful and creating relationships at government level. Initiative and problem solving skills. Honest, diplomatic and of positive attitude. Ability to take initiative where appropriate to deal with difficulties encountered in daily work. Ability to adapt or change priorities according to the changing demands of the job3.4 Desired· Knowledge of Somalia/ Somaliland workings and contacts

4. INTERNAL CONTACTS· Overall reports and is accountable to the Operations Manager· Program support staff – Garowe, Hargeisa, Erigavo and Nairobi· Country Office Program Staff

5. EXTERNAL CONTACTS· Vendors· Government Agencies

HOW TO APPLY:

Interested and qualified candidates are requested to submit one document as an attachment (combining the application letter and CV with at least 3 professional referees) via email to [email protected] by close of business on 19th September 2018. Please include the reference Administration Officer - Mogadishu as the subject of your email. Do not attach your testimonials or certificates.

CARE is an equal opportunity employer promoting gender, equity and diversity. Female candidates are strongly encouraged to apply. Our selection process reflects our commitment to the protection of children from abuse.



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