Job Vacancies at Sierra Leone Red Cross Society – 2 Positions

Sierra Leone Red Cross Society (SLRCS) is recruiting to fill the following positions:

1.) Procurement and Logistics Manager
2.) Finance Officer

Sierra Leone Red Cross Society (SLRCS) is a humanitarian organisation that believes every human being is entitled to a life of dignity and opportunity. With the help of our partners, staff, and volunteers, we work in vulnerable communities to improve the lives of vulnerable Sierra Leoneans.

See job details and how to apply below.

1.) Procurement and Logistics Manager

SLRCS is seeking a talented, hard-working, and dynamic Sierra Leonean for the position of Procurement and Logistics Manager.

Date required: August 2021.

Duty station: SLRCS HQ, Freetown with frequent travels to the provinces as and when required.

Fixed term – One year with possible extension based on performance.

JOB SUMMARY: The Logistics and Procurement Manager will report directly to the Director of Finance, Logistics and Procurement and will work closely with Senior Management and Technical Team leads in supporting and overseeing Procurement and Logistics services from a management perspective to ensure required supplies of goods, works and services needed for program activities are mobilized efficiently and in a timely manner. He/she will lead the setting up of strategic contracts, supplier-prequalification exercise leading to the development of framework agreements for the national society, supporting programs in procurement planning, process and award of contracts. He /She will also work closely with branch offices to support procurement and logistics functions as well as capacity building at the branches. He /She will also be responsible for managing the society’s warehouses and work with branch staff to ensure adequate and secure storage is provided for supplies in the field.

Main Duties

Procurement and Supply Chain Management Responsibilities:

• Manage the entire process in the planning of procurement of goods, works and services.

• Responsible for Supply chain activities, inventory control, logistics and distribution, customs clearance, ensuring effective-functioning processes to avoid costly delays and lost opportunities.

• Ensure effective lines of communication to ensure timely delivery of supplies using the most appropriate procurement procedures.

• Be responsible for introducing process improvements in the supply chain and identify new vendors/suppliers without jeopardizing quality and service delivery.

• Ensure full compliance with SLRCS procurement rules and regulations and as well as donor procurement policies and procedures.

• Establish and implement a monitoring system that ensures that the prices paid for supplies are in line with local market prices.

• Develop and manage the database of suppliers, elaborate supplier selection, and evaluation, quality and performance measurement mechanisms are in place.

• Prepare monthly, quarterly and annual procurement plans, and progress reports as required.

• Ensure transparent and competitive procurements are conducted and properly documented as required, and in compliance with SLRCS/donor rules.

• Organizes and leads the bid solicitation process including drafting and issuing RFQ, RFP, RFI, Tenders, developing bid evaluation criteria and guiding clients on processes involved.

• Call for and oversee selection committees to review applications and select vendors

•  Ensure the integrity of the competitive process, facilitates bidder debriefings where necessary, and exercises appropriate judgment and tact while ensuring to protect confidential information.

• Prepare service delivery contracts, leases and purchase orders for all acquisition needs.

• Maintain procurement files including all relevant documentation and vendor tracking system as well maintain all the relevant information concerning the organization’s suppliers;

• Manage vendor contracts and maintain relationships with suppliers to ensure completeness of deliverables outlined in the contract this includes ensuring that all vendor complaints and concerns are addressed promptly to ensure that SLRCS continues to always receive uninterrupted services.

Warehouse Management Responsibilities

• Manage the entire Warehouse management process of the SLRCS.

• Responsible for i inventory management processes at the Warehouse thereby ensuring effectively-functioning of the Warehouse.

• Strategically manage warehouse in compliance with SLRCS Warehouse Management and related policies and vision.

• Oversee receiving, warehousing, distribution, and maintenance operations at the SLRCS Warehouse

• Setup layout and ensure efficient space utilization

• Adhere to all warehousing, handling and shipping legislation requirements

• Maintain standards of health and safety, hygiene and security

• Manage stock control and reconcile with data storage system

• Liaise with clients, suppliers and transport companies

• Produce stock reports and statistics regularly (IN/OUT status report, dead stock report etc)

• Safeguards warehouse operations and contents by establishing and monitoring security procedures and protocols.

• Controls inventory levels by conducting physical counts; reconciling with data storage system.

• Maintains physical condition of warehouse by planning and implementing new design layouts; inspecting equipment; issuing work orders for repair and requisitions for replacement.

Logistics Management Responsibilities

• Ensure safety for all and advise staff that driving does not take place unless every person in the car is using their safety belt in a vehicle

• Ensure proper servicing, maintenance and repair of vehicles, in accordance with SLRCS policies and standards and report any irregularities

• Ensure records are kept for mileage driven/fuel added and the vehicle logbook maintained, including for hired vehicles

• Prepare Fuel consumption and utilization reports and ensures fuel vouchers and chits are managed in line with SLRCS policies

• Responsible for vehicular movement from one location to another ensuring that the vehicles are always road worthy and equip with all requisite safety equipment (a safety belt for each seat, first aid box and extinguisher) is in place and working as described in any SLRCS or rented vehicle.

• Maintain an updated list of all assets (including inventory) present in every location with all requested information (brand, model, SN, reference of reception’s documents, condition, tags etc)

• Ensure that asset forms are completed for new assets and the inventory list updated immediately.

• Track and update movement/transfer of all assets/inventory/equipment accordingly Share with Finance on a monthly basis the updated asset list for all assets meeting the capitalization thresholds on a monthly basis for reporting in the Accounting system.

• Ensure the proper protection, use, maintenance and storage condition of all equipment

• Facilitate the repairs of all equipment as required by the Supervisor

• Ensure a permanent functioning electrical supply through EDSA power and generator backups through hardware maintenance procedures, including ensuring a minimum stock of fuel and electricity bills paid in good time.

• Carryout a regular and thorough service maintenance and care system of electrical set up in all offices ensuring good use and safety of electrical outlets

• Follow up and report on fuel and spare part consumption/vehicle maintenance logs, observing and reporting irregularities

• Provide Training for guards and other staff to ensure high quality operation, maintenance and care of energy setup and assets

• Ensure maintenance of all air conditioners installed at SLRCS structures, and all other electrical appliances

• Working closely with the Admin unit supervise and arrange all maintenance and repairs for SLRCS premises (office, warehouse and guesthouses) and equipment therein, ensuring they are compliant with standard

• Maintain and update a network of skilled contractors, such as electricians, AC Technicians, Plumbers, Carpenters etc

Education and Experience

• A Bachelor’s Degree in Procurement, Logistics and Supply Chain Management from a reputable institution or a degree in a relevant field with minimum five years’ practical experience in similar position.

• CIPS Certification or a master’s degree will be an added advantage.

• Minimum 5 years’ experience in Procurement Logistics and Supply Chain management.,

• Working experience in the humanitarian or NGO sector in similar position

• Experience working in an emergency setting/responding to emergencies.

Knowledge, Skills and Abilities

• Excellent communication in English both written and oral.

• Excellent interpersonal skills and ability to work with minimum supervision.

• Computer literate (MS word & excel and other accounting software)

• Skills in facilitation; training and developing staff.

• Skills in Project and Program Management

• Knowledgeable with the Sierra Leone Procurement Regulations and environment.

• High integrity

• Result oriented, analytical thinking, focus on quality.

• Attention to detail without losing the bigger picture.

• Good communication and interpersonal skills

• Ability to work independently and to take initiative.

• Flexible, patience and diplomatic

• Ambition to learn and support others to develop.

Applications should be forwarded under confidential cover marked the position you have applied for with an up-to-date C.V, names of two referees (non-relatives) and supporting documents to the HR Department, 6 Liverpool Street, Freetown/2 Cockrill North Off Wilkinson, Freetown, or the Branch Offices. Closing date for receipt of applications: 12th August, 2021 at 17:00 hrs.

“WOMEN ARE PARTICULARLY ENCOURAGED TO APPLY”

NOTE: CORRESPONDENCE WILL BE LIMITED TO SHORTLISTED APPLICANTS ONLY.  TELEPHONE ENQUIRIES WILL NOT BE PERMITTED

2.) Finance Officer

SLRCS is seeking a talented, hard-working, and dynamic Sierra Leonean for the position of Finance Officer - BRC Funded Projects

Date required: August. Duty station: Freetown with frequent travels to provinces as and when required.

Fixed term – 1 year with possible extension based on performance.

JOB SUMMARY:

The main purpose of this role is to support the Head of Finance in ensuring the effective and efficient financial management of the SLRCS projects funded by the British Red Cross (BRC). This position will be based at the HQ and will support the day to day running of the BRC projects in ensuring that all project overall objectives are met thereby delivering efficient and effective humanitarian responses to the most vulnerable people in its operational areas.

Main Duties and Responsibilities

Financial Management

• To support operational branches and departments prepare annual budget and budget revisions in close collaboration with the Head of Finance (HoF)

• To prepare timely and accurate monthly financial reports including those of the branches.

• To work together with programme staff and prepare project quarterly reports with BVA in line with project agreements.

• To receive and review all payment requests and ensure they are accurate before submitting to the Head of Finance for approval and processing thereafter.

• To receive all Liquidations/Returns and ensure that they are supported by appropriate supporting documents and submit to the Head of Finance for approval.

• To prepare Cashbook and monthly bank reconciliations of all project bank accounts

• To ensure timely accounting and monthly reconciliation of staff working advances, monthly specification, and age analysis of open WAs

• To prepare quarterly reports of all operational project staff and branch working advances for the attention of the Head of Finance

• To check the accuracy of all payments and ensure they are supported by the appropriate supporting documents.

• To ensure all Taxes -PAYE, NASSIT and Withholding relating to SLRCS staff for the projects  are paid on time.

• To prepare monthly reconciliation of staff NASSIT thereby ensuring that all payments due are settled as required by law.

• To work closely with the HR unit to ensure all project staff salaries are paid on time.

• To work with the HR to ensure all project staff contracts are up to date and copies filed accordingly.

• To ensure accuracy of all accounting documentation, and that the required supporting documentation is attached.

• To maintain accurate records of all payables and receivables and report on same on a monthly basis.

• To ensure that all expenditure is in line with authorized Project budgets and  SLRCS finance guidelines.

• To record the transactions in the Financial Accounting System

• To prepare for and assist in audit of the SLRCS BRC funded projects books of accounts

• To prepare and update the asset/inventory register on a quarterly basis as per SLRCS procedures.

• To support the Head of Finance in the management of all BRC Projects bank accounts at HQ as well as branches

• To prepare fund confirmation receipt and share with the donor upon receipt of funds by the donor.

• To prepare Cash Forecast and Request for the attention of the Head of Finance on a quarterly basis.

• To support the Head of Finance during external audits

• To ensure the Financial Management and Procurement procedures are followed as per the Grant Agreement Documents (GAD) signed between SLRCS and the BRC

• Any other duties assigned by the Head of Finance

Education and Experience

• BSc Applied Accounting with + ACCA part qualified (6 of 13 modules) or other equivalent education.

• BSc Applied Accounting with + ACCA

• Minimum 3 years’ experience in accounting,

• Working experience of project financial planning and reporting

• Experienced in using accounting software like Microsoft Dynamics Nav or similar

• Knowledge of International Financial Reporting Standards (IFRS) and Generally Accepted Accounting Principles (GAAP)

Skills, Knowledge and Abilities

• Proven bookkeeping, accounting and reporting skills, including payroll, payables and budgeting

• Skills in facilitation; training and developing staff

• Fluency in spoken and written English

• MS Office

Duties applicable to all SLRCS staff

• Uphold the Fundamental Principles of the Red Cross/Red Crescent Movement

• Actively work towards the achievement of the goals of SLRCS

Demonstrate competencies and proprieties as defined in the behaviour framework of SLRCS

Languages

• Excellent level of English (written and spoken)

Applications should be forwarded under confidential cover marked the position you have applied for with an up-to-date C.V, names of two referees (non-relatives) and supporting documents to the HR Department, 6 Liverpool Street, Freetown/2 Cockrill North Off Wilkinson, Freetown. Closing date for receipt of applications: 12th August 2021 at 17:00 hrs.

“WOMEN ARE PARTICULARLY ENCOURAGED TO APPLY”

NOTE: CORRESPONDENCE WILL BE LIMITED TO SHORTLISTED APPLICANTS ONLY. TELEPHONE ENQUIRIES WILL NOT BE PERMITTED