SOLTHIS is a global health NGO, founded 20 years ago, which works for prevention and access to quality healthcare for all, by sustainably strengthening healthcare systems and services. We focus on women’s, mothers’ and children’s health, and on major pandemics such as HIV/AIDS and tuberculosis. SOLTHIS is a development NGO, present in West Africa with 6 country offices, which, in partnership with local actors, deploys projects including operational research, capacity building and advocacy.
SOLTHIS applies a policy of non-discrimination in recruitment based solely on the skills, experience and interpersonal skills of its candidates, and under no circumstances bases its selection criteria on notions such as gender, age, nationality, ethnic origin, sexual orientation, religious affiliation or state of health (pathology and/or disability). To complete our operational team based in Sierra Leone, we are looking for a:
Finance, Human Resources (HR) and Logistics Manager
Contract duration: Fixed-term contract (6 month with the possibility of extension)
Status: Opened to national and expatriate candidates
Base of assignment: Freetown, Sierra Leone
Availability: Before 1st of July 2024
SPECIFIC TASKS
The Finance, Human Resources (HR) and Logistics Manager is responsible for coordinating and supervising finance, human resources, logistics administrative, logistical, human resources and financial aspects of SOLTHIS’ program in Sierra Leone in compliance with donors and SOLTHIS’ procedures
Mission 1: Accounting
Validates monthly and yearly accounting according to internal procedures.
Provides technical support to the team for the implementation of new accounting process and rules, along with RCT
Mission 2: Finance
Responsible, with delegation to his/her team for some tasks, i.e., Budget Follow Up (BFU) and Financial Plan (FP) for:
Proper monitoring of the treasury of the mission
Compliance of procedures and tools according to the Admin and Finance Procedures (AFP) to donor guidelines and to audits recommendations, and make suggestions for improvement • Proper and timely updating of BFU (including donor allocation table updates and partners follow up) and that analysis and alerts are shared to relevant people
Development of the budget of projects in cooperation with program team (to be validated by CAF), and prepares monitoring tools (BFU template and budget lines)
Preparation of financial reports and cash requests for donors (to be validated by CAF) according to the deadlines
Provision answers to questions from donors on financial matters in liaison with the CAF, DAF, and CD
Coordination and oversight the annual programming process (financial plan, budgets, procurement plan), in collaboration with the CD before the validated by CAF
Preparation and supervision of audits carried out in-country and provides supports for audits led from HQ
Mission 3: Administration
Responsible for the compliance and validation of contracts with suppliers, consultants and donors are compliant and validated
Participates in the management of partnerships with local associations by supporting the Program Coordinator with the institutional diagnosis of the associations and the identification of capacity building needs; prepares partnership agreements, follow-up files and ensures capacity-building plan according to the needs
Mission 4: Human Resources and Team Management
Leads the HR strategy definition, and ensures legal watch (labor code, tax legislation, changes in the status of international NGOs that may affects the situation of staff)
Carries out periodic HR audits to gain a better understanding of the labor market and updates CD and the Director of Human Resources at HQ
Responsible for the proper updating of expatriate files
Checks and validates national staff contracts and payrolls
Oversees the compliance of recruitment procedures
Sets objectives to the support team, and conducts evaluations of staff under his/her direct supervision
Responsible for the development and implementation of the mission’s training plan
Responsible for the respect of the RACI of the admin and finance, and provides an analysis on this organisation and the support team HR set-up (makes suggestions for improvement according to the needs)
Mission 5: Logistics
Monitors the proper use of logistical resources of the organization
Ensures compliance with purchasing procedures, and implement corrective measures
Ensures periodic controls of the mission’s equipment and IT tools
Provides technical supports to the national logistician and project coordinators for the development of procurement plans, and ensures they are updated and responds to the mission needs
Mission 6: Security
Ensures that the safety and security rules of the mission are properly applied by all staff and visitors (consultants, staff from HQ, etc.) and make suggestions of improvement/updates to CD according to a regular monitoring of the national security environment
Leads, if necessary, the repatriation and medical evacuation of expatriate staff in collaboration with CD
Carries out safety briefing for SOLTHIS’ staff and implementing partners; and briefs visitors in the absence of CD
Mission 7 : Reporting
Validates and submits operations reports to the CAF, DAF, CD and donors
Carries out capitalization work on country, donors and internal procedures.
PROFILE REQUIRED
Education
Master’s degree or other post-graduate qualification in finance, accounting or business management. Will consider commensurate experience in lieu of master’s degree. However, a minimum of a bachelor’s degree in a relevant field is required.
Experience
Minimum of 5 years with similar position, preferably within the international NGO (INGO) and humanitarian environment
Proficiency with MS office pack, and mastering of SAGA accounting software
Previous experience as Finance, HR and Logistics Manager with an INGO or UN agency
Previous international experiences are strongly appreciated
Qualities and skills
Good knowledge of donors, including the Global Fund, AFD, UNITAID, Expertise France, etc.
Ability to handle confidential and sensitive information with discretion
Ability to work independently, prioritize tasks, meet deadlines and to take initiative
Ability to take decisions and work in autonomy.
Ability to multitask and deal with stressful situations.
A flexible approach to managing and prioritizing a high workload and multiple tasks with tight deadlines.
LANGUAGE
Fluency in written and spoken English; good knowledge of French is a plus
PAY
Salary: Depending on national and expatriate and on experience in a similar position, according to the SOLTHIS salary scale
HOW TO APPLY
Application form: CV and cover letter, and 3 references who are your former managers To be sent to recrutement@solthis.org with the subject “SL Finance, HR and Logistics Manager – Surname Name”.
Application deadline: 16/4/2024
Procedure: Only successful candidates will be contacted for technical validation and an HR interview. Applications received after this deadline will not be considered.
SOLTHIS reviews applications on an ongoing basis and may close the recruitment process early if a candidate is selected for the position.
This Job Description only serves as a guide for the position available. SOLTHIS reserves the right to change this document.
AVSI is recruiting to fill the following positions:
1.) Driver 2.) Logistic Officer 3.) Admin and Finance Officer
See job details and how to apply below.
1.) Driver
VACANCY ANNOUNCEMENT
“Driver – Bo office”
Post AVSI/HR/02/2024
AVSI is a non-profit non-governmental organization (NGO), recognized by the Ministry of Foreign Affairs and credited at the United Nations Economic and Social Council. AVSI is an authorized body for the implementation of international cooperation interventions, in Sierra Leone since 1999, with specific skills on the implementation of programs in education, child protection and youth employment. Please, refers to our media channels for further information.
Website: https://www.avsi.org/en/
Facebook: @AVSISierraLeone
With regards to the above and in the framework of the project “Boosting Market Development for Improved and clean Cookstove” – energy and clean cooking sector – funded by EnDev, AVSI is currently seeking to recruit a:
Position: Driver
Number of vacancies: 1
Scope of the position: The driver supports the project team in the execution of their responsibilities and tasks by transport services.
Type of employment: Full time (40 hours per week)– National contract
Duty Station: 100% in Bo with frequent mission to intervention areas.
Department: Operation
Report to: 1) Logistic officer, 2) Operation Manager
Summary of the key responsibilities:
Drive the Project vehicle during assigned official duties;
Ensuring that the vehicle is regularly cleaned;
Organizing and co-coordinating transport services for project;
Ensuring maintenance of project vehicles, reporting and documentation regarding vehicles and transport services;
Maintaining and filling the logbook of the vehicle;
Support logistic with filling of registers related to vehicle management
Ensure proper maintenance of the official vehicle as needed, including car wash, maintenance to garage, technical control.
Any other task assigned by the supervisor
Required qualifications:
Possession of minimum WACSEE diploma
Possess of a valid driving license A minimum of 5 years of professional experience as driver
Good use of Microsoft office package
Experience with other international organizations will be considered as an asset
Skills:
Excellent organizational skills;
Good writing and reading skills
Detail-oriented and works with a high degree of accuracy.
Highly organized and flexible.
Strong team-building.
How to apply:
Interested candidates should submit their applications containing:
Updated CV (no more than 3 pages) including a minimum of 2 referees from previous employers (name, designation-email address-contact number);
Cover letter.
Driving licence copy
Police clearance.
Last certificates attained.
The application can be submitted:
By Hand:
The applications must be addressed in a sealed envelope to the office of the Country Representative of AVSI Sierra Leone, 5g off King Harman Road, New England, Freetown no later than 16th March 2023 at 4.00 p.m (Western African Time).
Or By email
The applications must be sent through e-mail at the following e-mail address freetown@avsi.org with in subject ‘Application for “post AVSI/01/2020 – project coordinator” no later than 16th March 2023 at 4.00 p.m (Western African Time).
Please, note that only short-listed candidates will be contacted, and background check will be carried out in conformity with AVSI Child Safeguarding Policy.
If you are going to be selected as you are expected to comply and abide with all AVSI policies (e.g. AVSI Child Safeguarding Policy, PSEAH etc.).
2.) Logistic Officer
VACANCY ANNOUNCEMENT
“Logistic Office – Bo district office”
Post AVSI/HR/03-2024
AVSI is a non-profit non-governmental organization (NGO), recognized by the Ministry of Foreign Affairs and credited at the United Nations Economic and Social Council. AVSI is an authorized body for the implementation of international cooperation interventions, in Sierra Leone since 1999, with specific skills on the implementation of programs in education, child protection and youth employment. Please, refers to our media channels for further information.
Website: https://www.avsi.org/en/
Facebook: @AVSISierraLeone
With regards to the above and in the framework of the project “Boosting Market Development for Improved and clean Cookstove” – energy and clean cooking sector – funded by EnDev, AVSI is currently seeking to recruit a:
Position: Logistic officer
Number of vacancies: 1
Scope of the position: The Logistic officer will be responsible for procurement, provision of equipment and logistics support to AVSI Office of Bo.
Type of employment: Full time (40 hours per week)– National contract
Duty Station: Bo – with periodic visit in the capital and area of activities implementation
Department: Operation
Report to: 1) Head of Base, 2) Head of operations
Summary of the key responsibilities:
Oversee procurement processes for timely and cost-effective acquisition of goods and services, collaborating with vendors for contract negotiation.
Maintain updated records of inventory levels, deliveries, and transactions, including asset management.
Develop and implement asset tracking systems, conducting regular assessments for maintenance needs.
Coordinate transportation of goods and materials, optimizing delivery routes for cost efficiency.
Manage and coordinate AVSI vehicles, including fuel disbursement and supervision of store activities.
Implement inventory management systems, conducting audits to ensure accuracy and prevent shortages.
Ensure compliance with relevant regulations and maintain accurate documentation for all logistics and procurement activities.
Prepare reports on logistics performance, collaborate with departments for seamless coordination, and communicate effectively with stakeholders.
Coordinate drivers and office assistants for smooth operations, including immigration-related tasks and any other assigned duties.
Liaises between AVSI Central Office (Freetown) and AVSI field office in Bo on logistics and protocol matters;
Required qualifications:
Advanced Degree from a recognized university OR its equivalent, in related fields of Logistic
A minimum of 5 years of professional experience in Procurement, Logistic of operation management
Knowledge of GIZ and donor procurement rules and regulations is an assets
Driving license will be considered as an asset
Skills:
Excellent communication skills (both oral and written);
Excellent organizational skills;
Detail-oriented and works with a high degree of accuracy.
Highly organized and flexible.
Strong team-building.
Strong logical reasoning, critical thinking and problem solving;
Proficient in Microsoft Office applications and use of relevant software and other applications, e.g. word processing, spreadsheet, database, internet;
How to apply:
Interested candidates should submit their applications containing:
Updated CV (no more than 3 pages) including a minimum of 2 referees from previous employers (name, designation-email address-contact number);
Cover letter.
Police clearance.
Last certificates attained.
Copy of driving license
The application can be submitted:
By Hand:
The applications must be addressed in a sealed envelope to the office of the Country Representative of AVSI Sierra Leone, 5g off King Harman Road, New England, Freetown no later than 16th March 2023 at 4.00 p.m (Western African Time).
Or By email
The applications must be sent through e-mail at the following e-mail address freetown@avsi.org with in subject ‘Application for “post AVSI/01/2020 – project coordinator” no later than 16th March 2023 at 4.00 p.m (Western African Time).
Please, note that only short-listed candidates will be contacted, and background check will be carried out in conformity with AVSI Child Safeguarding Policy.
If you are going to be selected as you are expected to comply and abide with all AVSI policies (e.g. AVSI Child Safeguarding Policy, PSEAH etc.).
3.) Admin and Finance Officer
VACANCY ANNOUNCEMENT
“Project Coordinator – EnDev Project”
Post AVSI/HR/01-2024
AVSI is a non-profit non-governmental organization (NGO), recognized by the Ministry of Foreign Affairs and credited at the United Nations Economic and Social Council. AVSI is an authorized body for the implementation of international cooperation interventions, in Sierra Leone since 1999, with specific skills on the implementation of programs in education, child protection and youth employment. Please, refers to our media channels for further information.
Website: https://www.avsi.org/en/
Facebook: @AVSISierraLeone
With regards to the above and in the framework of the project “Boosting Market Development for Improved and clean Cookstove” – energy and clean cooking sector – funded by EnDev, AVSI is currently seeking to recruit a:
Position: Admin and Finance Officer
Number of vacancies: 2
Scope of the position: The Admin and Finance Officer will be responsible for providing administrative, coordination and financial management support.
Type of employment: Full time (40 hours per week)– National contract
Duty Station: Bo – with periodic visit in the capital
Department: Operation
Report to: 1) Head of Base, 2) Head of Operations
Summary of the key responsibilities:
Monitor budgets and expenditures and contribute to budget planning and revision;
Ensure the financial transactions are authorized, recorded, filed with adequate supporting documentation, and maintained;
Prepare and submit timely and reliable financial updates, reports and statements;
Support the conduct of financial audits;
Assist in organizing and participate in work planning and progress reporting meetings;
Liaises between AVSI Central Office (Freetown) and AVSI field offices in Bo on Admin and financial matters.
Required qualifications:
Advanced Degree from a recognized university OR its equivalent, in related fields: accounting, business and administration, financial management.
A minimum of 5 years of professional experience in administration, finance or operations.
Knowledge of GIZ grant management principles and procedures will be considered as an asset
Skills:
Excellent communication skills (both oral and written);
Excellent organizational skills;
Detail-oriented and works with a high degree of accuracy.
Highly organized and flexible.
Strong team-building.
Strong logical reasoning, critical thinking and problem solving;
Proficient in Microsoft Office applications and use of relevant software and other applications, e.g. word processing, spreadsheet, database, internet;
How to apply:
Interested candidates should submit their applications containing:
Updated CV (no more than 3 pages) including a minimum of 2 referees from previous employers (name, designation-email address-contact number);
Cover letter.
Police clearance.
Last certificates attained.
The application can be submitted:
By Hand:
The applications must be addressed in a sealed envelope to the office of the Country Representative of AVSI Sierra Leone, 5g off King Harman Road, New England, Freetown no later than 16th March 2023 at 4.00 p.m (Western African Time).
Or By email
The applications must be sent through e-mail at the following e-mail address freetown@avsi.org with in subject ‘Application for “post AVSI/01/2020 – project coordinator” no later than 16th March 2023 at 4.00 p.m (Western African Time).
Please, note that only short-listed candidates will be contacted, and background check will be carried out in conformity with AVSI Child Safeguarding Policy.
If you are going to be selected as you are expected to comply and abide with all AVSI policies (e.g. AVSI Child Safeguarding Policy, PSEAH etc.).
Jhpiego is recruiting for the following job functions:
1.) National Program Development (NDP) Consultant 2.) Tender Notice for the Supply of IT Equipment
See job details and how to apply below.
1.) National Program Development (NDP) Consultant
Jhpiego is a non-profit global health leader and Johns Hopkins University affiliate that is saving lives, improving health and transforming futures. We partner with governments, health experts and local communities to build the skills and systems that guarantee a healthier future for women and families.
LOCAL BID CONSULTANT Scope of Work (SoW)
Anticipated Integrated Health (SIHSA) Proposal
Jhpiego seeks a National Program Development (NDP) Consultant for an upcoming five year U.S. government funded integrated health services project. This project aims to accelerate reductions in maternal, newborn, and child mortality and morbidity by increasing the capacity of the Government of Sierra Leone institutions and local organizations to introduce, deliver, scale up, and sustain the use of evidence-based, quality maternal, newborn, and child health (MNCH) services, malaria, voluntary family planning (FP), and reproductive health (RH) care.
CONSULTANCY KEY FOCUS AREAS
1) Identify and assess strengths and weaknesses of primary competition, confirming current and new related information.
2) Meet with identified key informants and stakeholders to gather information, opinions and perspectives on the upcoming bid. (specific to the technical areas)
SL MOH
Jhpiego SL Staff
USAID and other Donors
Other INGO’s and local NGOs
Other entities as/if needed
3) Gather information and impressions on Jhpiego’s reputation among government and USAID stakeholders relevant to the bid in order to inform our positioning, partnering, staffing and proposal themes.
4) Gather information, data and documents needed to fill in Jhpiego’s identified gaps and better understand the local context.
5) Compile a contact list of individuals and organizations who have been consulted
DELIVERABLES:
▪ Completed Capture Planning Tool
▪ Interviews with key stakeholders documented and follow-up conducted as needed
▪ Strengths and weaknesses of competition documented, suggestions developed regarding how to distinguish Jhpiego’s offering from competition (partners, staffing, program and technical strategies)
▪ Report compiling the above
Jhpiego offers a highly dynamic and enabling work environment and provides competitive compensation based on experience and background.
Qualified persons are required to send their Curriculum Vitae (CV) and application letter to: SL-Recruitment@jhpiego.org
Deadline for the submission of applications: March 12th 2024 Please note that given the likely high volume of applications, only shortlisted candidates will be contacted.
2.) Tender Notice for the Supply of IT Equipment
TENDER NOTICE FOR THE SUPPLY IT EQUIPMENT
Timeline:
Item Date
1 ITT Published March 04, 2024
2 Closing date for clarifications March 11, 2024
3 Closing date and time for receipt of tenders March 11, 1 PM GMT
4
Deadline for Submission
March 12, 1 PM GMT
Interested bidders can collect the tender document:
At Jhpiego Office, 1 Sonia Drive, Hill Station (back of City Super Market)
Background
Since its founding in 1973, Jhpiego has been innovating to save the lives of women and families worldwide, Jhpiego creates and delivers transformative healthcare solutions that save lives. In partnership with national governments, health experts and local communities, Jhpiego builds health providers’ skills and develops systems that save lives now and guarantee healthier futures for women and their families.
Jhpiego through the U.S. Health Resources and Services Administration (HRSA) and funding from the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) continue to provide innovative and evidence-based interventions across 30 high volume sites in 4 high burden districts of Sierra Leone to meet the UNAIDS 95.95.95 target for HIV epidemic control.
Jhpiego is seeking a vendor to supply the following:
Item Description
Dell Latitude 7420 laptop, 11th Generation Intel Core,
i7-1185G7, 16gb RAM, 500gb SSD or any brand with similar
capabilities
Dell Latitude 7420 laptop, 11th Generation Intel Core,
5-1185G7, 8gb RAM, 500gb SSD or any brand with similar
capabilities
Samsung Galaxy A24, Internal Memory 128gb, RAM 4gb Main
Camera 50mp, f/1.8, Battery Li-Pro 500mAh or any brand with
similar capabilities
Bluetooth Mouse
Dell Monitor (E2221HN) 2, or any brand with f=similar capabilities
Docking Station, (WD22TB4)
Internet Dongles with 3 months Subscription (6mbps)
World Vision is recruiting to fill the following positions:
1.) Associate Technical Director 2.) Monitoring, Evaluation, Accountability and Learning Manager 3.) Associate Finance Director 4.) Supply Chain Manager 5.) Chief of Party
See job details and how to apply below.
1.) Associate Technical Director
MAJOR RESPONSIBILITES
Oversee Grant Implementation: 35% of time
Direct and oversee World Vision’s work in the GF program, ensuring that all program goals are met.
Manage grant budget within approved spending levels.
Identify issues and risks related to program implementation in a timely manner and suggest appropriate program adjustments to the Chief of Party.
Ensure grant expenses are reasonable, allocable, prudent and spent in accordance with GF rules and regulations to ensure clean audits.
People Management: 30% of time
Organize and direct the work of grant staff and short-term advisors, set individual performance objectives cascaded from program objectives to all staff hired in the project.
Provide supervision, training and performance management coaching and feedback.
Support Staff Learning and Development according with WVI policy.
Develop and update workforce planning.
Ensure strong staff management practices, consistent with WV policies, GF requirements and local laws.
Ensure proper technical capacity of staff is available
Effective and accurate reporting and communication: 15% of time.
Establish and maintain effective reporting, evaluation, and internal communication.
Ensure timely and accurate narrative reports aligned to the program Performance Framework and the overall requirements of the donor.
Networking and Liaison with different stakeholders: 15% of time.
Liaise with the Government of Sierra Leone and relevant line Ministries officials, diseases programs, SRs, SPs, the Country Coordinating Mechanism (CCM) and other organizations as appropriate.
When delegated by CoP represent the project in meetings with GF and other stakeholders.
Close collaboration with WVISL Programs Department for implementation of the grant activities as well as close collaboration within the Resources Development and Management Department on donor positioning, lessons learned, grant health and quality improvement.
Other responsibilities: 5% of time.
Participate to WVISL technical and management engagements to foster programmatic integration and collaboration for impact and sustainability.
Carry out additional responsibilities as assigned, including administrative and planning functions.
KNOWLEDGE, SKILLS AND ABILITIES
At least 10 years’ experience in the management of or in the administration of complex health projects.
Extensive experience in operational management or administration of health projects, especially HIV, TB and Malaria programs, and dealing with international partners (Global Fund, PMI, PEPFAR, etc…);
A minimum of a Master’s degree in Project Management / Social Sciences / Public Health
Knowledge of development issues, trends, challenges, and opportunities and implications to community development, particularly public health
In-depth knowledge of matters related to health systems strengthening and related implementation approaches with Global Fund (GF)
Hands on operational experience implementing GF projects in a wide variety of contexts
Demonstrated experience as development professional managing pool of technical support;
Knowledge of operational issues in HIV/TB and Malaria programming
Knowledge of effective participatory M&E systems;
Knowledge of supply chain management processes.
Knowledge of financial management systems.
List additional work experience required as a minimum qualification for this position.
Strong ability to develop and monitor a dynamic partnership with organizations of civil society and decentralized government agencies and services;
Be able to use, interpret a complex set of information for decision making;
Ability to prepare reports, perform strategic program analysis, briefing notes and prospective short-and-term management;
Be able to take responsibility, make decisions and monitor their execution in a timely manner;
Have demonstrated ability to work independently;
Have strong experience in coaching, training supervision and counseling;
Ability to communicate effectively orally and in writing using English and French Preferably Creole.
Have proficiency in the use of computer tools (word processing, databases, Internet/Intranet).
Availability for travel within and outside the country.
Preferred Skills, Knowledge and Experience:
Be committed to the well-being of children and able to adhere to the vision and mission of WV including commitment to gender equality; inclusion, and human rights approach.
Ability to consistently produce quality results in a timely manner;
Strongly drives performance forward in area of the business for which he/she is responsible;
Involves others in setting and achieving goals;
Creates strong sense of purpose within own part of the business and with stakeholders;
Demonstrates honesty and transparency in holding self and others to account to deliver on agreed goals and WV standards of behavior;
Set strong strategy in own part of organization;
Balances future vision with practical delivery;
Cross cultural adept;
Acts as a team player, willing to get the best outcome overall, adjusting own priorities if necessary;
Creates and delivers outcomes in complex partnerships, keeping key stakeholders on board;
Sets a strong learning culture in the project/program he/she is managing;
Uses opportunities across WV to develop others;
Remains calm and positive under pressure an in difficult situations;
Sense of initiative;
Good capacity to prevent and solve problems and potential conflicts;
Critically evaluates work effectiveness and searches for better ways of working.
Work Environment:
Be prepared to travel to implementation sites and regional, global meetings as required.
2.) Monitoring, Evaluation, Accountability and Learning Manager
With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.
Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!
Employee Contract Type:
Local – Fixed Term Employee (Fixed Term)
Job Description:
MAJOR RESPONSIBILITES
Establish and operationalize a robust monitoring, evaluation accountability and learning system: 35% of time.
Develop and update a costed M&E work plan using appropriate template. The workplan should cover at-least one or two years. This should include the cost of the impact/outcome measurement framework including costs for each activity regardless of frequency (one time or routine).
Work with GF and MOH staff to finalize indicator definitions and measurements by ensuring that M&E plan include a table presenting all indicators for which data are collected by national disease program or by Principal Recipient, depending on the performance framework approved by Global Fund.
Put in place a system/plan to collect data for measuring impact/outcome indicators and programmatic indicators.
Design and roll out a data management system that promotes interoperability and/or triangulation of programmatic data to facilitate monitoring across disease programs
Ensure that data management (data collection, storage, processing and analysis) is appropriately done in order to generate the reports at national and district level
Develop and operationalize information dissemination strategy that ensures exchange of feedback and information to the community and facility level as well as national and international stakeholders
Ensure that data is collected, analysed and used to inform decision-making and increase efficiency and effectiveness of the program through a periodic report according to the Global Fund requirements.
Lead the roll out of Commcare application to support routine data collection
Ensure that the M&E plan demonstrate coordinated governance arrangements, data flow and data sharing and harmonized supervision.
Establish and roll out programme accountability mechanisms that promote provision of information, consultation and participation of participants including KPs and collection and acting on complaints and feedback.
Engage MOH DPPI unit, disease programs and sub national units to ensure that data sharing and learning practices are harmonized
Network with external and internal partners to promote a culture of learning and achieve M&E excellence
Support the Sub Grantees to conduct routine learning forums
M&E plan and costed work plan that is linked to national plan is available and used by the GF program
A plan is in place to collect data for measuring impact/outcome indicators and programmatic indicators
A robust data management system that promotes interoperability and triangulation of programmatic data is in place
An information dissemination strategy is in place
Data and information are available for decision making
A robust accountability system is in place
Staff, Sub Recipients and implementing partners have capacity to use digital health tools such as Commcare.
Beneficiary tracking system in place that does not allow for double counting and bias
Data Quality Assurance: 15% of time
Develop data quality assessment protocols
Develop and operationalize data quality assurance mechanisms that ensure quality of data during data collection, transfer, compilation, analysis and storage. This mechanism should include how late, missing and incomplete data is accounted for.
Carry out routine data quality assurance to prevent M&E fraud in relation to program targets and service delivery. This may include organizing internal data quality audits.
Develop improvement plans for data quality, reporting completeness and/or timeliness (people, systems, processes, tools to review and suggest improvements)
Put in place mechanisms to ensure data security including cybersecurity, storage, transmission and use
Data quality assessment protocols is in place
Data submitted to Global Fund meets expected quality standards
Routine data quality assurance is conducted to prevent M&E fraud
Improvement plans are in available and used to improve quality
Data protection protocols are in place
Capacity building: 15% of time
Assess M&E capacity of grant, Sub Recipient and implementing staff and develop capacity building plan so as to improve the M&E human resource capacity over the plan’s life span
Plan and roll out training for Global Fund grants staff, Sub Recipients and implementing partners to strengthen MEAL capacity.
Provide appropriate mentoring, coaching and supervision in order to equip, motivate and empower grant M&E staff, sub recipients and implementing partners.
Guide staff and sub-grantees to identify and resolve issues and challenges in monitoring systems, using ongoing mentorship and coaching approach
Assessment report and capacity building plan is documented
Global Fund, Sub Recipient and implementing partners have MEAL capacity
Program Review, Evaluation, and Surveys: 20% of time
Supervise program’s overall performance, cost effectiveness and impact by doing program reviews, evaluations and surveys according to norms and requirements of Global Fund and provide data for decision making
Coordinate planning and execution of national HIV, TB, Malaria surveys and studies according as per internationally agreed guidelines/standard protocols (Stigma Index Surveys, Drug Resistance Studies, TB prevalence surveys and Malaria Indicator Survey)
Consolidate national and sub-national population size estimates to be used to inform programming (obtain reliable coverage estimates, identify population in need of routine services or targeted programs for key populations)
Support execution of regular national analyses of sub-national, disaggregated data as well as regular analyses at the provincial and district levels to inform planning and/or programmatic decisions
Conduct or contribute to relevant analyses to inform resource mapping, stratification, optimization, intervention targeting and efficient deployment of resources
Ensure ethical collection and protection of data including privacy, confidentiality, access to health information and data protection.
Programme reviews periodically and results used to support decision making
National surveys completed on time
Population size estimates are available to inform programme decision making
Regular analyses done at sub national and national level and results used to inform planning and programmatic decisions
Ethical protocols are observed in the GF program
Strong collaboration established with MOH DPPI unit and other M&E programs
Reporting: 15% of time
Compile periodic reports for each Global Fund component (Malaria, HIV, TB, RSSH), facilitate review and submission to GF
Review reports from sub recipients and implementing partners and provide feedback
Build capacity of the PR2 staff, Sub Recipients and implementing staff on quality reporting
Prepare MMRs and submit to Chief of Party
Lead integration of HMIS data systems used by World Vision (Commcare) and MOH (disease specific HMIS, community data systems, private health sector data) to facilitate seamless reporting
Quality reports produced and submitted on time
Sub Recipients and implementing partners have capacity to produce quality reports that meet or exceed GF standards
HMIS systems are fully integrated to facilitate seamless reporting.
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE
Required Professional Experience
Must have 4 to 7 years of progressive relevant experience in monitoring and evaluation in public health sector, epidemiological literacy and surveillance.
5 years of progressive relevant experience in program management.
Experience developing monitoring and evaluation frameworks for public health programs (designing questionnaires, conducting surveys/research).
Experience in digital health systems such as DHIS2.
Experience working in developing country and maintaining good relations with international organizations.
Required Education, training, license, registration, and certification
University degree in Public Health, Epidemiology, Monitoring and Evaluation, Statistics, International Development and Rural Development. Certification in monitoring and evaluation will be an added advantage.
Preferred Knowledge and Qualifications
Proficiency in written and spoken English. Excellent analytical skills using platforms such as SPSS, STATA, ENA SMART, NVIVO. Excellent research skills. Good interpersonal, organizational and management skills. Ability to maintain performance expectations in diverse cultural contexts and physical hardship conditions. Ability to solve complex problems and exercise independent judgement. Knowledge of the Global Fund and World Vision policies and procedures. Experience working with national disease programs in the area of monitoring and evaluation.
Travel and/or Work Environment Requirement
Work environment: Office-based with frequent travel to the field.
Travel: 10% Domestic/international travel is required.
International Assignment – Fixed Term (Fixed Term)
Job Description:
JOB PURPOSE
Associate Finance Director-Global Fund is responsible for full accounting and financial management, overall budget monitoring and compliance oversight of the Global Fund grant and all related sub-grantee/sub-contractors. The position oversees design and implementation of strong internal controls and appropriate financial reporting procedures/policies to minimize/manage risks associated with grant implementation, safeguard Global Fund’s investments, achieve consistent compliance with Global Fund grant agreement, approved workplan/budget, Global Fund policies and regulations, WV International (WVI) and World Vision International Sierra Leone (WVISL) policies and procedures, as well as local laws and regulations. The person coordinates capacity assessments and capacity building, budgeting and financial management and actively works with the sub-recipients (SRs) in developing their grant financial management capacity. He/she develops and implements financial strategy to prevent or reduce compliance-related liabilities and risks. The scope of work covers all aspects of the Program’s financial management.
The Global Fund grant is a three-year project, budget of $21 million dollars, and possibility of increase at a later stage. This position is contingent upon funding and donor approval.
MAJOR RESPONSIBILITES
Budget and Financial Management:20% of time
In coordination with the Chief of Party, ensure that all Sub-Recipient (SR), SSRs and Service Providers’ agreements and amendments are well prepared, grant files are updated/maintained, and key grant documents are shared as defined in the grant agreement with donor and by World Vision internal policies.
Ensure that donor donor-facing reports are prepared accurately and disseminated within the due dates. This includes ensuring that reports (e.g., Field Financial Reports (FFRs)) are discussed collectively with the different functions (program management, M&E, finance) to ensure quality analysis of the issues and identification of appropriate solutions, ensuring that this is captured in the report and carrying out accuracy and quality checks before submission to the Global Fund.
Review all management letters and ensure that all issues raised are resolved expeditiously in collaboration with the Fund Portfolio Program Manager and the Country Team of the Global Fund
Lead the identification of budget and compliance needs and oversee the implementation of trainings on budgeting and compliance with all relevant Global Fund program staff and the SR(s) under the grant.
Proactively track budget spending against the budget and provide recommendations to the Chief of Party on needed actions to get budget execution on track.
Develop effective budget monitoring tools and implement them for all Global Fund’s Malaria, HIV & AIDS, and TB program activities; review SR budgets against spending and provide comments / recommend approval by the Chief of Party
Actively engage in budget discussions and generate feedback to Global Fund’s Program Management Unit (PMU) on adverse budget variances in monthly meetings and results from SR monitoring.
Take the lead on liaising with WVISL and US finance teams, prepare cash projections, ensure that proper accounts are used, review cash disbursement advance journals, review and approve liquidation journals, and review posted journals for errors.
Perform regular reconciliations of cash balances, SR advances (if applicable) and non-cash assets to ensure effective management of the grant resources.
Compliance and Risk Management: 20% of time
Ensure that all program financial processes and reports are compliant with WVISL and Global Fund policies, procedures and regulations, local legislation and other international bodies.
Ensure project documents and financial records are maintained and readily available for internal/external audits and reviews.
Coordinate the development and implementation of grant financial management trainings and capacity building activities in close.
Ensure strong cost allocation, general accounting, internal controls and administrative systems are in place.
Implement financial policies in accordance with World Vision Field Financial Manual, Global Fund Rules and Regulations and local financial regulations.
Practice standard financial systems, including implementation of good internal controls, asset monitoring and reconciliation of all funds accounts.
Oversee grant accounting processes, including that of SRs.
Assure that all grant policies and regulations are adhered to for purposes of eligibility of reported expenditure.
Ensure full compliance with before the fact Blocked Parties Screening (BPS) requirements of WVI and donors. This relates to vendor, partner and staff screening, and direct responsibility to ensure that SRs are fully compliant with this requirement.
Ensure full compliance with Labour Distribution Reporting (LDR) and timesheet reporting as per WVI policies.
Ensure that the Grant meets its fair share of support cost as allowable per donor regulations, and that the allocation of support cost demonstrates full cost recovery in compliance with WVISL cost allocation policy and donor requirements.
Proactively manage spending and budget executive in collaboration with supply chain and programs teams, to keep the grant burn rate on track and avoid overspending in grants.
In coordination with the Chief of Party, develop and implement the grant close-out plan in compliance with WVI policies and procedures and Global Fund guidelines to ensure timely and effective closure of the grant.
Audit, Monitoring and Reporting: 25% of time.
Ensure that the Global Fund program has in place and adheres to a schedule of planned Audit monitoring visits; the basis for the selection, timing and frequency of its monitoring visits should be properly documented.
Ensure that assessments and monitoring visits are being carried out in accordance with WV policies about timeliness, comprehensiveness, professionalism and documentation.
If needed, ensure that corrective action plans are prepared within sixty calendar days of the assessment or monitoring visit, and that program staff are supporting Audit Implementation to address the identified issues within agreed timelines.
Ensure financial and programming staff participate in the financial monitoring of the SR (including site visits); trip reports must indicate the monitoring steps performed, the processes reviewed, the result of the testing and reviews, and recommended corrective actions.
Review and analyze assessment, monitoring, trip reports and monthly updates on a timely manner and to inform follow-up actions.
Ensure that the Audit team receives support from WV to correct weaknesses detected by internal and external auditors, Global Fund program staff, and others; directly address issues that are escalated.
Ensure internal control systems are reviewed and monitored to verify that financial duties are adequately segregated; Global Fund program finance and compliance staff should regularly monitor and assess PMU ability to accurately record and post all financial transactions and provide feedback to the CoP.
Ensure the development of a staff and SR capacity building plan, through which finance and compliance staff provide direct technical support to support in all aspects of finance, compliance and internal control for SR. Ensure that the project SR evaluates and effectively monitors any SSRs and/or partners to achieve efficient use of Global Fund resources.
Ensure that the Global Fund program finance and compliance staff provide direct technical support in all aspects of finance, compliance and internal controls for SRs.
Facilitate formation of the Financial Management Working Groups (FMWGs) for effective management of the Global Fund GC7 consortium led by WVISL.
Capacity Building: 10% of time
Ensure that the Finance and compliance officer provides direct support in building the capacity of GF Finance and Program team on Global Fund policies and procedures required for the program intervention activities on the grant.
Ensure that there is real time on-site monitoring during implementation of key activities.
Ensure that there is periodic assessment of GF financial system and processes to identify gaps/weaknesses and recommend steps to mitigate risk.
Approve all liquidations and ensure there is adequate support documentation for the implemented milestones.
Develop and maintain good professional networks with the Regional Deputy Finance Director and WVUS Finance Manager.
Administration and Fleet & Asset Management: 20% of time
Ensure that Global Fund GC7 grant’s assets, under the care of WVISL and/or Sub-Recipients/Service Providers, are secured, safe, and well maintained and managed in full compliance with local regulations and Global Fund policies.
Ensure that Global Fund GC7 grant provides quality hospitality services to staff and visitors.
Ensure that transportation/logistics are well managed to promote operational effectiveness.
Implement of fleet management policies, both for WVISL and Global, including tracking of vehicles, fuel management and vehicles and motorcycles maintenance.
Team Management, Internal Collaboration and Engagement: 5% of time
Lead, direct, mentor and coach a team of finance and grants compliance staff to meet GF program objectives.
Take the lead in setting annual Global Fund program finance and compliance targets and ensure that specific tasks are built in staff performance plans.
Conduct periodic reviews of staff performance in keeping with WVISL’s performance management system and mentor staff to ensure high levels of motivation, commitment, capacity, and teamwork.
Review and handle performance management of staff.
Adhere and implement to organizational guidelines and polices.
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE
Required Professional Experience
At least 5 years of accounting and/or grants management experience
Three years Global Funds grant experience
At least 5 years’ experience managing staff
Experience with government grant regulations and financial reporting requirements.
Balanced combination of 5 years Business Management experience in INGOs
Required Education, training, license, registration, and certification.
Master’s degree in accounting, Finance, Management or related field like international business management
CA, ACCA, CPA or another professional accreditation equivalent
Travel and/or Work Environment Requirement
15% travel
Physical Requirements
Medical assessment required.
Language Requirements
English
Applicant Types Accepted:
Local and International Applicants (IA’s) Accepted
International Assignment – Fixed Term (Fixed Term)
Job Description:
PURPOSE OF POSITION
To effectively manage the Supply Chain function in line with World Vision’s procedures in order to support timely implementation of World Vision Programs/Global Fund grant multicomponent grant HIV, Tuberculosis (TB) and Malaria program, that will have the greatest impact on process improvement, simplification, standardization and cost containment thus ensuring the achievement of the Child Well Being Outcomes.
The Global Fund grant is a three-year project, budget of $21 million dollars, and possibility of increase at a later stage. This position is contingent upon funding and donor approval.
Major Activities
Strategic Planning:
Develop and implement supply chain strategies aligned with Grant program objectives/ design, Implementation and planning.
Advise and Provide Technical Support to the SRs and government Counterparts on the development and Implementation of Supply Chain Activities in a coordinated manner between the Three (3) Diseases components alignment with WV and Global Fund guidelines and policies.
Lead on developing a strategy for Proactively engage and integration of MOH, other partners, NGOs local authorities, Vendors and stakeholders to ensure good coordination and adequate information sharing, address common concerns/problems and seek solutions.
Planning
Together with MOH specialist and other partners, undertakes quantification and forecasting for both Health and Non Health related products.
Represent the SCM function on Grant Strategic Planning & Annual Business Planning process
Review and finalize Annual Business Plans
Represent the SCM Function in project designs and engage in Grant, GAM meetings, Partner – Sub-Grantee Meetings ensuring SCM is engaged early enough to allow professional input during planning stage.
Prepare Procurement planning guidelines align with Global Fund Guidelines and Planning Calendar and socialize them with all Stakeholders.
Review the procurement planning and prepare Consolidated Annual Procurement Plan to socialize with Grant Management & develop the Sourcing Strategy.
Ensure Annual Procurement Plans are quarterly reviewed with Programs and Finance, and update the Sourcing Plans accordingly.
Strategic Sourcing
Determine the requirement for the Category, Market and Incumbent Supplier based on the Spend Analysis and Annual Procurement Plans.
Execute the reviewed and approved Sourcing Strategy.
Develop the Market Assessment and Supplier Pre-Qualification process based on the global polices and process.
Develop the framework in managing the RFQ/RFP Process including baselines & price survey methodologies.
Lead negotiations for the High Spend Categories and develop the negotiation strategies and contracting processes for other categories.
Review Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.
Identification, management, monitoring and evaluation of Potential Supply Chain technical assistance outsourced to third (3) parties
Ensure that Strategic Sourcing process and related controls are included in the Partner / Sub-Grantee Assessment Tools for assessment.
Advise the Sub Recipient on proposals for Supply Chain Management, ensuring that the related responsibilities are adequately designated: the time, resources, estimates are adequate for implementation of the proposals and in compliance with the Sub Recipients Contracts
Supplier Contract and Relationship Management
Vet (through in-country legal) and finalize, Global Standard contracts for Grants use.
Draft & review supplier contracts for those categories where the vetted global standard contract format is not applicable, and reviews supplier recommended changes.
Ensure that Key Performance Indicators (KPIs) are embedded for all Strategically Sourced contracts and managed.
Resolve contract-related issues and improve T&C in contracts and the contracting process.
Develop supplier onboarding process and supplier relationship management framework including the communication guidelines & Supplier continuous improvement plan.
Procurement Execution
Ensure that the execution of the supply chain component of the various Global Fund Programs are in line with the Global Fund Requirements and WVI Policy
Ensure all orphaned PRs in COUPA waiting to be sourced are assigned to the appropriate staff and are actioned in a timely manner.
Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold and ensure periodic review mechanism is place of the Buyers’ supplier award decisions.
Ensure, that all gaps are identified relating to the procurement execution (Process, system usage, disputes and etc.) and update / resolve them on a timely manner.
Data Management, Analysis and Reporting
Ensuring the Implementation of provided advise and technical support to the full usage of the COUPA system and advise on the improvement of the data management system (LMIS) for Supply Chain Activities
Guarantee the maintenance of documentation about the Supply Chain Activities and elaborate report in order to keep the office representation and Global Fund fully informed about the status and results of Supply Chain activities
Develop, track, and evaluate procurement metrics including areas of spend analytics, procure-to-pay process, operational efficiencies, and supplier performance to drive procurement strategy development and implementation.
Design and communicate SCM KPI dashboard to management.
Conduct regular meeting with staff on KPIs to identify areas for improvement.
Monitor sourcing projects progress and produce sourcing status reports to management.
Ensure that Master Data management process is built on global fund and WVI guidelines, ensuring the acceptancy and completeness.
Process, Procedure and Policy
Promote the incorporation of standard operating procedures within the supply chain and the use of instruments for planning and scheduling processes
Understand, interpret and analyze the global policies, processes and guidelines for better adoption at NO level and manage Exception Approval process.
Drive the policy, process and guidelines implementation plan, defining roles & responsibilities and owners for each step in the SCM process.
Ensure regularly reviews are done on the procurement policies, processes and guidelines (Source to pay (S2P), logistical, warehousing) to ensure their effectiveness and applicability and advise Regional and Global SCM Teams for possible change and /for improvement.
Advise National Offices on the acquisition and use of 3PLs and 4PLs and application of INCOTERMS.
Ensure adherence of SCM Policies, procedures and documentation to ensure compliance with WVI & donor regulations of the implementing Partners/Sub-Grantee are being evaluated under Partner / Sub-Grantee Assessment stage and captured them under capacity development plans.
Systems Development and Implementation
Maintain procedures and putting them into operation.
Plan and execute testing and implementation of major systems.
Ensure that databases meet user requirements.
Liaise with programmers, applications/operational staff, IT project managers and other technical staff.
Control and Compliance
Assess criticality of the Risks identified related to SCM & Procurement and plot them in the Risk Pyramid.
Develop the risk mitigation plans and embed the to the processes, SoPs and guidelines for implementation and regularly evaluate control measures.
Monitor adherence to control measures and compliance with WV supply chain policies and guidelines.
Coordination with regulatory authorities for better understanding of the requirements and guide SCM Unit to comply and monitor the implementation.
Investigate reported cases breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM and take corrective measure as per the established NO framework.
Conduct root cause analysis for external and internal audit findings, prepare respond and the implementation plan and monitor.
Ensure SCM Policies, procedures and internal control system is strong enough to safeguard Global Fund funds and authorities allocated to Partners and Sub-Grantees under the partnering arrangement. Any gaps should be captured at Partner / Sub-Grantee Assessment stage and build onto capacity development plans.
Establishes Control Mechanisms and internal Audit Systems for Supply Chain including inventories
Collaborate with SRs, promotes and facilitates compliance with relations established by contract, assets and procurements
Team Management:
Provide leadership to Supply Chain Department to ensure Our Promise strategy is embedded in the Department’s annual objective and day to day work.
Manage the performance of direct reports through performance reviews, frequent conversations and other method as appropriate. Be courageous in providing coaching or feedback for continuous performance improvement.
Ensure that all Supply Chain staff members understand Procurement Policies, Processes, and Systems.
Plan and coordinate departmental meetings to review status of tasks and update Senior Management Team on the progress of the departments’ functions.
Lead monthly appropriate review meeting to address open procurement issues/performance and provide solution.
Training and Capacity Building
Coordinate, participate in, and/or train staff from Supply Chain, Sub Recipient and other partners on Global Fund and WVI Procurement Policies, Processes, and Systems.
Develop Partners’ / Sub-Grantees’ capacity assessment and capacity building framework / guidelines are developed, leveraging the most recent regulatory best practices.
Train the SCM Team and other internal stakeholder in using the framework for capacity assessment and developing capacity building plans for Partners / Sub-Grantees.
Ensure the capacity building plans are implemented, monitored and take corrective measures for identified gaps / deviations.
Logistics and Distribution of Health and Non-Health Product
Laise with the MOH and other partners to ensure adequate planning, receipt, storage and timely distribution of health product.
Coordinate, Monitor and updates stock, consumption/distribution and pipeline information for decision making.
Institute controls for proper tracking of health product during transport and handling at final destination (Last mile)
KNOWLEDGE, SKILLS AND ABILITIES
University Degree in Supply Chain Management, Procurement, Engineering, Pharmacy, or Business Administration, or equivalent professional qualification (advanced CIPS/MCIPS)
A minimum of five (5) years of progressive experience in international procurement, preferably in the health sector in contracts management, contracts administration and logistics.
Years of experience in pharmaceutical supply chain management is an asset.
Expertise in administration, project management and financial management.
Education on pharmacy or supply chain is a major asset.
License, registration, or certification required to perform this position:
CIPS/MCIPS or Pharmaceutical License
List additional work experience preferred for this position.
Substantive experience working in the INGO sector dealing with multiple donor funds and meeting different donor requirements.
Work Environment
Include travel & work environment details.
The position requires ability and willingness to travel domestically and internationally up to 20% of the time.
Applicant Types Accepted:
Local and International Applicants (IA’s) Accepted
International Assignment – Fixed Term (Fixed Term)
Job Description:
PURPOSE OF POSITION
World Vision International Sierra Leone is seeking a Chief of Party (CoP) for a Global Fund multicomponent grant HIV, Tuberculosis (TB) and Malaria program.
The Chief of Party (CoP) will be responsible for the overall leadership and oversight of the program. The CoP will have a keen understanding of the local dynamics and work collaboratively, effectively and efficiently with the Ministry of Health, other Ministries, Departments and Agencies (MDAs) of the Government of the Republic of Sierra Leone (GoSL), the Global Fund Country Team, the Country Coordinating Mechanism and its Secretariat, the key affected populations Organizations and all stakeholders. The CoP will manage a team of senior staff and ensure quality, timeliness and efficiency of all products and activities generated under the grant.
The Global Fund grant is a three-year project, budget of $21 million dollars, and possibility of increase at a later stage. This position is contingent upon funding and donor approval.
Major Activities
Leadership and Technical Guidance: 30% of time
Ensure that the Global Fund (GF) Program is both disbursement ready and implementation ready by leading and coordinating the contracting of the Sub Recipients (SRs), the recruitment of the full staffing, the contracting of the suppliers and the full completion of the transition activities between Grant Cycle 6 Principal Recipients (PRs) and Grant Cycle 7 PR2 to the highest quality as per the Operational Policy Notes.
Ensure that the Program’s strategic objectives, targets and budget are fully aligned with the highest technical quality standards for the program implementation.
Provide ongoing guidance and technical oversight to members of the GF Program Management Team, sub-recipients, and other stakeholders, including building and strengthening their capacities while monitoring their performance on an ongoing basis.
Provide high quality technical leadership and oversight to the program, ensuring that program team and SRs are familiar to program content, aligned with the agreed program design and targets as per the Performance Framework.
Ensure that all relevant technical materials are made available and disseminated in timely and efficient manner and applied relative to the program implementation. Develop and maintain effective management relationship and partnership with SRs, beneficiaries and Civil Society, and all the key strategic partners: MoH, PEPFAR, UN agencies, (WHO, UNICEF, UNAIDS, UNDP, UNFPA), USAID, civil society and affected populations organizations, CCM, LFA and other stakeholders.
Ensure that program implementation follows WVI and the GF latest technical and operational guidelines, operational notes, administrative policies, procedures and regulations.
Develop a clear strategy and model for condom distribution and uptake, PREP utilization for FSW, MSM, PWID taking in to account WHO guidelines and the NSP.
Develop a strategy and model for peer educators and Navigators for comprehensive HIV programing for key population that includes service provision along the entire cascade (identifying, reaching, networking, recruiting individuals to access HIV testing and treatment, counselling services and adherence)
Grant /Finance Management and Compliance: 25% of time
Direct the timely development of the Global Fund grant program budget and monitor its execution on an ongoing basis so the compliance with WV’s contractual obligations is maintained over the entire period of the Program implementation and as recommended in line with the GF grant budgeting and performance-based funding principles.
Oversee and monitor the control of expenditures within the budgets. Oversee the appropriate implementation, monitoring of sub-grants to all SRs, ensuring compliance all GF regulations and procedures.
Oversee all procurement and supply chain management activities allocated to PR2 to ensure they are well coordinated with national partners and implemented systematically in compliance with WHO, Global Fund and national protocols and guidelines.
In line with the WVI and WVISL Risk Management policies and the GF recommendations ensure development and implementation of realistic and robust risk management plans and contingency plans to ensure the program implementation integrity and continuity as necessary.
Ensure program spending and cash flows are maintained at the correct levels and take corrective measures in consultation with the PMU as needed.
Lead discussions in relation to necessary reprogramming of potential savings to achieve effective program implementation and funding utilization.
Networking and Representation: 15% of time
Closely coordinate and collaborate with the Local Fund Agent (LFA), Country Coordinating Mechanism (CCM), the Global Fund Country Team, CSOs and implementing partners, as appropriate.
Represent WVISL as the GF Principal Recipient (PR), interact, build and nurture effective working relationship with GF Sierra Leone Country Team and specifically with the Country Portfolio Manager.
Serve as a resource person for disseminating knowledge and skills to Government of Sierra Leone (GoSL), SRs and all partners as needed.
Develop and maintain professional and institutional relationship with GoSL Ministries, GF, as appropriate through sharing of reports, concerns, updates and being transparent in the management of the grant.
Represent World Vision as PR, developing and sustaining work relationship with internal/external stakeholders of WVISL.
Represent WVI as the PR within the NGOs (Non-Governmental Organizations) community, Civil Society Organizations (CSOs), strategic partners such as Ministry of Health, Ministry of Finance, UN agencies, USAID (CDC, PMI, PEPFAR), technical working groups, Health sector working groups/committee.
Program Quality:10% of time
Develop and review in a timely manner the annual, semi-annual and quarterly work plans for Program implementation.
Sustain regular and quality reporting of grant implementation progress as per the grant Performance Framework and the Program Implementation Work Plan.
Ensure the Development and submission in a timely manner of quality and accurate Program Update/Disbursement Requests (PU/DR) to the LFA and Global Fund CT
Ensure there is a well-developed Monitoring and Evaluation (M&E) system consistent with the grant and able to track and evaluate key interventions, assist in identifying gaps for decisions making, lessons learnt sharing and also to build an evidence base of operational research and surveillance.
Ensure all program monitoring tools and systems are in place to support high quality implementation by partners.
Ensure the monitoring system is robust enough to identify gaps in the standards of delivery of the program by partners.
Oversee that the program’s monitoring and evaluation system is developed and well aligned with the national M&E system, and ongoing data analysis is conducted to measure grant implementation performance.
Ensure that the M&E system is aligned with the GF and National M&E frameworks.
Ensure that the M&E system provides basis for informed, and evidence supported management decisions throughout the program implementation and as recommended in line with the GF performance-based funding principles.
Ensure that research/studies/ assessments are conducted to capture evidence of impact and best practices, and the results and lessons learned are disseminated in timely manner among all stakeholders.
Staff Management and Capacity Building:10% of time
Lead the Program Implementation Team in fulfilling both the GF and WVI’s core policies including Child and Adult Safeguarding, human rights, gender equality, diversity and inclusion, health and safety, Code of Conduct, Conflict of Interest etc.
Ensure a high performing and motivated Program Implementation Team is sustained with clear objectives, implementation strategies, and Key Performance Indicators (KPIs).
Meet staff support and professional development needs for improved staff performance.
Conduct periodic individual and team performance reviews to ensure they meet both WVISL and the GF standards, policies and procedures, and technical quality implementation.
Provide guidance, mentorship and management support to all GF Program Implementation Team staff to ensure timely achievement of program targets.
Internal Coordination: 10% of time
Establish and maintain effective working relationships and communication with various departments of the WVISL country office, WVI West Africa Regional Office (WARO), WV USA as well as the WVI Global Center.
Provide regular updates and recommendations related to Program implementation to the National Director, the WVISL Senior Leadership Team (SLT), and others WVI entities as appropriate.
As per the donor and the WVISL National Director’s determination, any additional tasks are completed effectively and in a timely manner.
Coordinate with and update WVISL SLT WV USA, WVI WARO on the GF grant status and performance on a regular basis.
Work in close coordination with the SRs, the CCM, the GF Country Team (CT), the CSOs, the WVISL Departments, WV USA team to ensure smooth implementation of the GF program.
Proactively raise any concerns/ issues and propose optimal solutions to WVISL leadership, WV USA, the CCM and the GF CT, as appropriate, for quick and effective solutions.
KNOWLEDGE, SKILLS AND ABILITIES
Minimum Qualification required:
A minimum of a master’s degree in public health and/or a Degree in Health Economic, Medicine, and/or project management or a post-graduate degree in a similar related field.
Experience:
At least 8 years’ experience in the management of or in the administration of large and complex health projects at the national level; minimum 5 years in a senior management position, supervising senior staff, in an international or multicultural environment at the national level.
At least 5 years’ hands on management experience and thorough technical knowledge of HIV/TB project /program at the national or international level is required.
Demonstrated experience in working with the GF and ensuring compliance with the GF requirements is a required.
Fluency of communicating in English is required (both read and write).
Preferred:
Be committed to the well-being of children and able to adhere to the vision and mission of WV including commitment to gender equality, inclusion, and human rights approach.
At least 10 years’ experience in the management of or in the administration of complex health projects. A minimum 5 years in a management position, supervising senior staff, in an international or multicultural environment at the national level or international level.
Extensive experience in operational management or administration of health projects, especially Global Fund in either HIV, Malaria and TB other public health programs, and dealing with international partners.
Extensive experience in financial and grants management, including sub-grant management, and budget and procurement control.
Strong ability to establish professional relationships and to work collaboratively with host government agencies, donors, civil society and community-based organizations (CBOs).
A minimum of a master’s degree in project management / social sciences / public health.
Knowledge of development issues, trends, challenges, and opportunities and implications to community development, particularly public health.
In-depth knowledge of matters related to health systems strengthening and related implementation approaches with Global Fund.
Demonstrated experience as development professional managing pool of technical support.
Knowledge of operational issues in HIV/TB and Malaria programming
Knowledge of effective participatory M&E systems.
Knowledge of supply chain management processes.
Knowledge of financial management systems
List academic requirements, technical skills or other knowledge preferred for this position.
Advanced university degree in public health, medicine, health economics or related field.
Experience related to prevention, care, and treatment for key populations.
Experience in monitoring and evaluation.
Understanding of Procurement and Supply Management issues in large-scale public health programs.
Ability to consistently produce quality results in a timely manner.
Strongly drives performance forward in area of the business for which he/she is responsible.
Involves others in setting and achieving goals.
Creates strong sense of purpose within own part of the business and with stakeholders.
Demonstrates honesty and transparency in holding self and others to account to deliver on agreed goals and WV standards of behavior.
Set strong strategy in own part of organization.
Balances future vision with practical delivery.
Cross cultural adept.
Acts as a team player, willing to get the best outcome overall, adjusting own priorities if necessary.
Creates and delivers outcomes in complex partnerships, keeping key stakeholders on board.
Sets a strong learning culture in the project/program he/she is managing.
Uses opportunities across WV to develop others.
Remains calm and positive under pressure an in difficult situations.
Sense of initiative and innovation.
Good capacity to prevent and solve problems and potential conflicts.
Critically evaluates work effectiveness and searches for better ways of working.
Work Environment:
National Office-based in Freetown with frequent travel to the field.
Periodic travel to implementation sites and regional, global meetings is required.
Travel: the position requires ability and willingness to travel throughout Sierra Leone and internationally up to 30%.
On call: This position requires being on call up to 50% of the time.
Applicant Types Accepted:
Local and International Applicants (IA’s) Accepted
Médecins Sans Frontières – Belgium (MSF – Belgium)
Médecins Sans Frontières (MSF – Doctors without Borders) is an international, independent, medical humanitarian organization that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation. MSF is therefore guided by the principles of neutrality and impartiality. These principles must apply to all MSF staff.
Job Details
Title of position: LOGISTICS SUPERVISOR
Status of position: Full Time Position
Location:MSF-B Coordination, Freetown
main objective and responsibilities of the position
Supervising the daily logistics activities and providing maintenance to the MSF equipment, facilities and infrastructures, according to MSF standards and protocols in order to maintain the facilities in perfect conditions and collaborate in the development of the mission.
Monitoring maintenance activities of infrastructures, management of non-medical stocks and equipment according to MSF standards
Ensuring the check and follow-up of facilities under the line manager’s supervision through daily visits to the facilities and reporting any anomalies or problems, evaluation of the rehabilitation needs and following up minor building rehabilitation work according to supervisor’s instructions; checking that premises observe security norms and monitoring the consumption of mechanical and electrical vehicles/machines/devices
Planning together with the line manager the required checks and maintenance activities of energy systems/set-up according to MSF standards
Coordinating and leading the logistics team under his/her responsibility which includes daily supervision, monitoring of the quality of work and the definition of each person’s task, drawing up their working schedules; organizing and leading team meetings; participating in the recruitment of team personnel and attending logistics meetings and accounting for his activities
Ensuring the vehicle fleet maintenance which includes planning and overseeing timely preventive and curative maintenance of all project vehicles according to MSF standards and Instructing and monitoring drivers on correct driving habits and standard checks
Managing and following up orders which includes collecting logistics orders coming from different departments or health facilities; drawing up and following up orders according to the procedures in force; providing technical support to the storekeeper, makes local purchases according to MSF supply procedures and ensures reception conditions of freight or arriving material as well as the organization and setting up of materials before its shipment
Planning and supervising the logistics within the coordination base (repairs, equipment maintenance, stock management, cleanliness…), in order to ensure the best operational working conditions in the capital.
Supporting the Logistics Coordinator in organizing the ordering and transport of goods to the different projects, in order to comply with their needs in terms of quality and timelines.
Organizing and supervising the fleet of vehicles in the coordination base (driver’s schedules, vehicles maintenance, vehicles registration and insurance, fuel consumptions, etc.), in order to ensure coping with the transportation and movement needs.
Assisting the Logistics Coordinator with the check-up and supervision of the proper functioning of the computers and other communication and IT equipment, in order to ensure a continuous and appropriate flow of information and communication.
Ensuring repair and maintenance of generators and power back-up systems as well as cold chain equipment, water pumps and other technical equipment used or stocked in capital and informing the Logistic Coordinator in case of any further needs concerning technical equipment, in order to have everything running adequately.
Minimum Requirements and Competencies
Education
Essential secondary education and formal technical training
Experience
At least one year in MSF or 2 years in a similar post out of MSF
Language
Mission language essential; local language desirable
Knowledge
Essential computer literacy (MS Office and Internet)
Application Details
Applicants should submit:Application letter, CV, copy of certificates/diplomas, National ID, work certificates from previous employment – No original documents to be submitted
Email:msfocb-sl-recruitment@brussels.msf.org
Applications can be submitted to following MSF Belgium Office Locations:
FREETOWN:
MSF Belgium Office, 66, Sir Samuel Lewis Road, Aberdeen
KENEMA:
MSF Hanga Hospital, Main gate watchman post
BOAJIBU:
Main gate guard post MSF Boajibu Office
Please indicate “Vacancy Logistics Supervisor” on theenvelope
Application deadline:13th February 2024 – 5 pm – no late applications will be accepted
Only short-listed candidates will be contacted for further recruitment process.
Please note that MSF does not reimburse transportation cost if applicants are asked for a test or interview.
LOCATION: Various (Kailahun, Waterloo, Port Loko, Bonthe…)
GRADE: 5
CONTRACT LENGTH: 12 months (renewable)
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:
The Logistics Assistant is responsible for handling Logistics activities including fleet management tasks, Warehouse & Inventory management tasks, and Asset management tasks, in accordance with the timescales set and agreed and SCI’s systems, policies and procedures, to support our programmes to deliver outstanding results for children.
SCOPE OF ROLE:
Reports to: Supply Chain Officer
Staff reporting to this post: Drivers
KEY AREAS OF ACCOUNTABILITY:
Fleet Management
Ensure vehicles have current and lawful documentation.
Supervise Drivers and assign a Driver for each vehicle and travel request.
Receive travel requests, and maintain trip schedules and Staff Movement plan.
Ensure that SCI and Hired vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule.
Track all vehicles on the fleet, including movement planning and day-to-day allocation.
Manage service agreements related to vehicle maintenance and fueling.
Monitor fuel consumption and submit monthly reports.
Warehousing and Inventory Management
Supervise loading and offloading of delivery and distribution trucks.
Receive commodities and/or items in good condition, Count and record the goods received with appropriate documentation.
Update warehouse operation data into the Warehouse management software (TIM).
Ensure proper warehousing of the goods received by type, shipment, expiry date…
Keep the warehouse neat and clean; ensure pest control is in place and is monitored on a regular basis.
Ensure proper stock inventory management and documentations.
Check and maintain Store security measures, e.g. locks, windows, and maintain SCI key management policy.
Report to the line manager and security focal point in case of problems.
Asset Management
Ensure Field Office assets and GPE (General Programme Equipment) are checked and liaise with Asset Coordinator so that all changes are real-time updated into the master Asset Register or Asset management system.
Support the Country Office Team (Asset Coordinator) in managing the full asset lifecycle and ensure the assets are handed over or disposed of on time and in an appropriate/sustainable way, in accordance with SCI and donor rules and regulations.
Team Management and Capacity Building
Ensure effective line management of Drivers of the Field Office, including D2P (Develop To Perform) annual objectives set-up and evaluations, allocating responsibilities and tasks to available Drivers.
Monitor Drivers’ behavior and ensure high level of customer service.
Work with Drivers to develop their technical skills and capabilities.
Governance, Systems, Tools and Processes
Implement and ensure compliance to all our Fleet management, Asset management and Warehousing & Inventory Management Policies, Manuals, Toolkits and established Procedures.
Set a strong tone from the top that fraud is unacceptable. eClQEsd C0zl6U
Ensure that we are using recognized systems and processes, including (when available) ProFleet, TIM, e-Asset…
BEHAVIOURS (Values in Practice)
Accountability:
Accuracy and timeliness in all areas of responsibility
High level of accuracy in work, and ability to analyse complex sets of relationships and situations
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
Preferred BA/BSc in Supply Chain, Logistics, Management, Business/Public Administration, Economics or any other relevant discipline and/or professional License/Certification in Supply Chain/Logistics or equivalent Experience.
EXPERIENCE AND SKILLS
One prior work experience in a similar role in an NGO or private commercial sector.
Sector experience in NGO/UN system is preferred but strong commercial sector candidate with a demonstrable interest and passion of the NGO sector will be considered.
Strong communication (written and spoken), and interpersonal skills in English.
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
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.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
About Us
The Organization We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. We are working towards three breakthroughs in how the world treats children by 2030:
No child dies from preventable causes before their 5th birthday
All children learn from a quality basic education and that,
Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.
Application Information: Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/jobs We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.
Job Info
Job Identification 5780
Job Category Supply Chain
Posting Date 01/27/2024, 06:10 PM
Apply Before 02/09/2024, 11:59 PM
Job Schedule Full time
Locations FO – Waterloo
2.) Supply Chain Officer
Supply Chain Officer
Sierra Leone
Be the First to Apply
Job Description
TITLE: Supply Chain Officer
TEAM/PROGRAMME: Supply Chain / Operations
LOCATION: Various locations (Kailahun, Waterloo, Port Loko, Bonthe…)
GRADE: 4
CONTRACT LENGTH: 12 months (renewable)
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:
The role will manage the Supply Chain team in <FO>. The role has accountability for all Supply Chain activities in the Field Office – including all procurement processes, fleet management, asset management and warehouse management.
The role is responsible to ensure that all Supply Chain activities in the field office are managed in accordance with the timescales set and agreed and SCI’s systems, policies and procedures, to support our programmes to deliver outstanding results for children.
SCOPE OF ROLE:
Reports to: <FO> Field Manager (dotted line supervision from the Head of Supply Chain)
Staff reporting to this post: Procurement Assistant and Logistics Assistant.
KEY AREAS OF ACCOUNTABILITY:
General
In accordance with the Head of Supply Chain:
Ensure the Field Office has made readiness and preparedness provisions to support all existing and future programmes needs in terms of Supply Chain activities.
Develop a medium-to-long term Supply Chain plan for the Field Office – including identifying future procurement needs, optimizing fleet, assets, and warehouse / inventory management.
Communicating effectively with senior/middle management in the Field Office and Country Office – reporting on key activities, providing updates and escalating key issues.
Participate and contribute to the new Awards process, giving technical Supply Chain advice.
Carry out inductions with new staff on aspects of his/her role and areas of expertise.
Represent Save the Children on Supply Chain related workshops or trainings.
Provide technical support to Implementing Partners in the Field office according to guidance received from Field Manager and Head of Supply Chain.
Procurement
Support the implementation of the Sourcing Pipeline of the Country office, especially sourcing procedures related to the activities of the Field Office.
Evaluate the supplier market for commonly purchased commodities and develop a supply strategy for items that can be purchased locally.
Ensure all PRs are processed in a timely and compliant manner.
Ensure that “value for money” is achieved through competitive and transparent Procurement processes.
Fleet Management
Ensure SCIs fleet of owned and rented vehicles is managed in full compliance with SCIs regulations, local laws and best practices.
Ensure all drivers are adequately trained in key areas such as Defensive driving, Safety & Security, Child Safeguarding, etc.
Ensure accountability of the fuel management/consumption and maintenance of SCI vehicles.
Ensure update of fleet management systems and monthly reporting are accurate and done in a timely manner (i.e. Fuel Report, ProFleet, Fleet Service Charge, IVMS…).
Warehousing and Inventory Management
Ensure all Warehouse(s) are operated in an efficient, effective and compliant manner, following Save the Children’s policies and procedures, including the Total Inventory Management (TIM) system.
Ensure stock is managed effectively, communicating with programmes to ensure the timely distribution of goods to beneficiaries.
Where necessary evaluate Warehouse needs and set up additional warehouse space if required.
Asset Management
Ensure Area Office assets and GPE (General Programme Equipment) are checked and all changes are real-time updated into the master Asset Register or Asset management system.
Support the Country Office Team in managing the full asset lifecycle and ensure the assets are handed over or disposed of on time and in an appropriate/sustainable way, in accordance with SCI and donor rules and regulations.
Team Management and Capacity Building
Ensure effective line management of Supply Chain staff of the Area Office, including D2P (Develop To Perform) annual objectives set-up and evaluations, allocating responsibilities and tasks to available staff.
Work with staff members to develop their technical skills and capabilities.
Build and maintain strong business partnering with other functions – especially Programmes and Finance – to improve and ensure smooth implementation of procurement and logistics activities.
Governance, Systems, Tools and Processes
Implement and ensure compliance to all our Procurement, Fleet management, Asset management and Warehousing & Inventory Management Policies, Manuals and established Procedures.
Set a strong tone from the top that fraud is unacceptable.
Ensure that we are using recognized systems and processes, including (when available) ProSave, ProFleet, TIM, e-Asset…
BEHAVIOURS (Values in Practice)
Accountability:
eClQS3E C0zl6U
Accuracy and timeliness in all areas of responsibility
High level of accuracy in work, and ability to analyse complex sets of relationships and situations
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
Preferred BA/BSc in Supply Chain, Logistics, Management, Business/Public Administration, Economics or any other relevant discipline and/or professional License/Certification in Supply Chain/Logistics or equivalent Experience.
EXPERIENCE AND SKILLS
Proven experience in all technical areas of Supply Chain operations including procurement, transport, distribution, warehousing and inventory management, fleet management and asset management.
Minimum of 2 years of relevant experience working in Supply Chain/Logistics.
Sector experience in NGO/UN system is preferred but strong commercial sector candidate with a demonstrable interest and passion of the NGO sector will be considered.
Excellent planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities.
Strong procurement experience in some of our key categories (Construction, Humanitarian Goods, Education Supplies, External Workers/Consultancy, Conference & meetings, Property, etc.).
Willingness to undertake field travel as required and work in difficult environments according to travel environments.
Strong communication (written and spoken), and interpersonal skills in English.
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
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.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
About Us
The Organization We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. We are working towards three breakthroughs in how the world treats children by 2030:
No child dies from preventable causes before their 5th birthday
All children learn from a quality basic education and that,
Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.
Application Information: Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/jobs We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.
Job Info
Job Identification 5779
Job Category Supply Chain
Posting Date 01/27/2024, 06:52 PM
Apply Before 02/09/2024, 11:59 PM
Job Schedule Full time
Locations FO – Kailahun FO – Waterloo
Supply Chain CoordinatorSierra Leone Posted on 01/17/2024
Save the Children is recruiting an experience, hard working and committed candidate to fill the role of Supply Chain Coordinator. This position is a national role and the post holder will be based in Pujehun Area Office. The post holder will report directly to the Area Manager and the Head of Supply Chain as his/her dotted line manager. This position will be advertised both internal and external for two weeks closing date on the 30th January 2024. Women and persons with disability are strongly encouraged to apply
3.) Administration Assistant and Receptionist
Administration Assistant and Receptionist
Sierra Leone
Job Description
TITLE:Administration Assistant and Receptionist
TEAM/PROGRAMME: Sierra Leone Country Office
GRADE: 5
LOCATION: Coordination, Freetown
CONTRACT LENGTH:
Fixed Term
CHILD SAFEGUARDING: (select only one)
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 provide professional general administrative support, including front desk duties, document/information management, visa processing, flights, hotel bookings and program support. The jobholder will also from time to time, be delegated other support duties including, but not limited to providing administrative support to programme teams.
SCOPE OF ROLE:
Reports to: Admin Coordinator
Staff reporting to this post: None
KEY AREAS OF ACCOUNTABILITY :
General Administration – Front Desk:
You are to Provide administrative back-up to the team including but not limited to the following:
Receive visitors and attend to their request and direct them to the appropriate staff
Receive and send out official communications (letter, courier)
Assist to co-ordinate office equipment/supplies by ensuring that all the equipment in the office are working and reporting any malfunctions/repairs/changes to be made
Ensure required cleaning items and toiletries are always available
Ensure the office is open and lock each day as assigned by the Admin Coordinator
Ensure staff have access to the office if they are to work on weekend after the necessary approval is obtained by the staff
Prepare meeting agendas, minute taking, tracking actions and key dates and organising events, meetings/workshop logistics e.g. booking venue/room, setting up conference calls e.t.c and ensuring action points are shared in good time
Carry out filing of relevant materials and documents
Disseminate formal communications to staff as directed by Line Manager
Assist in the purchase of small sundry office supplies from Petty Cash for the office at large, and process invoices and expense claims as required
Process monthly communication allowance recharge for all staff
Travel Arrangement:
Assist to coordinate all support requests from programme team members/visiting staff for flight and hotel booking.
Assist to liaise with the required hotel facilities to find the best options available and ensure value for money
Assist staff with relevant information on Visa processing – for example preparing Visa letters
Assist to send visitors Pre Departure Information (PDI) and other communications prior to their arrival as assigned by line manager.
Assist in flight booking arrangement for the team
Program Support:
Support program staff during workshops and events (local, internal and external – e.g. meetings with other teams, partner trainings and staff trainings)
Other responsibilities
The post holder may carry out other duties in addition to, or instead of those outlined above which may reasonably be required from time to time, in order to assist HR & Admin department by providing cover as needed
Management of store as directed by Line Manager
Ensure that the minimum standards of humanitarian relief are maintained in accordance with the Sphere Charter and Red Cross Code of Conduct.
Note: Your line manager must be copied on all official communication
Working contacts
Internal: Regular liaison with various teams at Coordination and other Field offices
External: Contact with visitors, hotels, airlines/travel agents, immigration etc
BEHAVIOURS (Values in Practice)
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. eClQYZL C0zl6U
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
Level of Education – Diploma/B.Sc in relevant field
EXPERIENCE AND SKILLS
Excellent planning and organisational skills, with proven administrative skills
Ability to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressure.
Ability to manage time and diary.
Ability to speak local language.
Excellent interpersonal and communication skills; written and verbal communication; fluent in English
Strong teamwork skills with the ability to both support colleagues and request support as and when required.
Commitment to Save the Children mission, vision and values.
Experience of working in challenging, insecure areas and willingness to work and live in a rural environment.
Computer literate and knowledge of Word, Excel.
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
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
About Us
The Organization We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. We are working towards three breakthroughs in how the world treats children by 2030:
No child dies from preventable causes before their 5th birthday
All children learn from a quality basic education and that,
Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.
Application Information: Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/jobs We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.
Since 1833, we’ve been empowering leaders to accelerate self-sufficiency and prosperity for their communities, businesses, institutions, and countries.
In the 19th century, that meant connecting people and trade by building roads and railways. In the 20th century, it meant building the capacity of national governments to meet their citizens’ needs, managing funds to support service delivery in difficult contexts and delivering world-class humanitarian aid. In the 21st century, we’re continuing that work and investigating the potential of frontier technologies to accelerate the pace of change for our partners.
BACKGROUND
The Child Health and Mortality Prevention Surveillance (CHAMPS) network aims to determine and track the causes of under-five mortality and stillbirths through epidemiologic surveillance, including reporting within 24 hours, clinical sampling, and use of advanced laboratory testing and diagnostics across a network of international sites. The area selected for CHAMPS in Sierra Leone is Bombali Sebora and Bombali Siari chiefdoms in Bombali district (population 606,544). The site area has a population of 161,383 and is mostly urban, including the city of Makeni (population 125,970).
For the last four years, the CHAMPS project has collected MITS and Verbal Autopsy data and analysed these to inform policies and interventions by key stakeholders. To fulfil one of the key objectives of the CHAMPS network, the CHAMPS Sierra Leone site is now embarking on additional surveillance activities in order to ensure that data from the catchment area can be extrapolated to produce national estimates for the purpose of policy making.
To accommodate the expansion of these new projects and workstreams, CHAMPS is building up a strong Operations, Procurement and Logistics team. This team provides support to program and other functional areas within the CHAMPS project, including procurement of goods and services, operational logistics, office management, fleet management and administrative office functions to ensure smooth operations of project activities across implementing partners.
Logistics and Operations Manager CHAMPS (Based in Makeni – One Position)
This is a 12 months’ position and will be based in Maken with support and oversight in Bo. Reporting to the Deputy CHAMPS Director. The job holder would provide oversight and line management to the CHAMPS Logistics and Admin team in carrying out all their duties (this includes, but is not limited to managing office supplies, petty cash, ensuring a safe and healthy working environment, and ensuring all facilities and services are in good working order). You will be responsible for all local procurement according to project needs. You will support all laboratory and international procurement for the CHAMPS site as needed. You will be accountable for all repairs and management of suppliers for all office functions. The job holder will be accountable for maintaining all CHAMPS assets, including updating the asset registers, ensuring inventory checks/stock counts, etc. Oversee vehicle fleet management and driver assignments to activities. You will provide support to the planning and execution of all project activities, including trainings, retreats, stakeholder meetings, internal staff meetings, etc. Manages and reports against the operational budget, ensuring efficiency and value for money. Advise programme and country leadership teams to manage operational risks. You will coordinate with all implementing partners to ensure procurement needs are met in a timely manner and to specifications. Conducts local security monitoring and informs CHAMPS leadership of incidents and risks. Coordinates with Ministry of Health and Sanitation (MoHS) employees as required by the line manager. Efficiently manages the running of the CHAMPS accounts, including maintaining the petty cash accounts and coordinating financial projections and accounting with the Crown Agents Country Office. Regularly updating the spend plan and managing the mobile money system.
Requirements.
Master’s degree in management, Logistics, Procurement, Supply Chain Management, or related field. Minimum of 5 years’ demonstrated and progressive experience in logistics, procurement, operations management (including fleet management – vehicles and generators). Proficiency with office software, such as Microsoft Office package (Excel, Project, Word, PowerPoint). Experience working with NGOs or international development organisations is an asset. Experience in accounting and financial management is an added advantage. Good understanding of procurement and supply procedures and processes. Excellent interpersonal and communication skill. Able to meet tight deadlines within a fast-paced setting. Must possess excellent organizational skills and attention to detail. Willingness to work extended hours, as required and the ability to work in a diverse team.
Interested candidates can apply by sending their updated curriculum vitae to the Email Address Below:
The closing date for receiving applications will be 18th January 2024. Female candidates are strongly encouraged to apply. Please note that ONLY shortlisted candidates will be contacted for interviews.
Freetown with some trips to the regions of implementation
Hierarchical supervision and technical functional link
Line manager: Administrative and Finance Manager (AFM)
Functional: Deputy AFM
Direct supervision and functional links within the mission
Hierarchical: Logistic Assistant
Functional: Programme and Project Coodinators
General Mission
Under the direct supervision of the Administrative and Finance Manager (AFM), the National Logistician oversees all logistical and procurement operations and provides strategic and tactical support to the country mission, i.e., 1 main office in Freetown and and 2 sub-offices up contry to ensure efficiency, accountability, and transparency of logistics and procurement management processes in compliance with donors and Solthis requirements as well as local laws.
He/She oversees fleet, asset and/or facility maintenance ; and collaborates with the Programming and finance departments, from project planning through implementation and close out.
He/She spervises a team of 6, including 1 Log Assistant, 1 Office/cleaner Assistant and 4 drivers.
Solthis is an international health NGO which contributes to the strengthening of health systems to improve the access to quality care in countries with limited resources and/or with the vulnerable populations. Solthis is registered and has been operating in Sierra Leone since 2011 where our teams have been providing comprehensive technical support at both health facility, national and community levels to improve quality of HIV care.
SPECIFIC TASKS AND RESPONSIBILITIES
1- Asset Management
Registers new asset, files, scans and uploads all mission assets to SharePoint; tracks and monitors them
Conducts regular inventory and annually physical check asset and submit a report to the AFM and CD
Leads the disposal asset process based on lifetime usage, project end or office closure
Ensures vehicle maintenance, and produces a monthly report that includes fuel consumption analysis
1The Maze off King Street, Wilberforce, Freetown, Sierra Leone, Phone. : (+232) 72 38 46 93, contact@solthis.org/www.solthis.org
2
Coordinates with the Programme and Project Coordinators and Team Leads in the sub-offices for vehicle planning
2- Flights/Travels Coordination and Staff Movements
Manages consultants and Head Quarters (HQ) visitors’ movements in the country, i.e. air tickets booking, issuing mission orders. hotel booking, landing visa, boat taxi ticket, arrangement of welcome at the airport , transfer arrangement for the tranfer by boat taxi, transportation to and from the hotel, vehicle availability, etc.
Manages staff movements in the country as per requests for vehicle or validadted ToRs, issuing mission orders, etc.
3- Office Management
Oversees the daily functioning of office facilities, ensuring they are properly, neat and functioning well
Oversees the implementation and filing of contracts with suppliers (offices rental, equipment maintenance, internet supply, etc.), ensuring that they are properly signed, and updates the database regularly.
Monitors supplier contracts in collaboratio with the Administrative Assistant, carries out an annual supplier evaluation and submits a report to the AFM and CD
Caoches, mentors and evaluate staff under his supervision (1 Log Assistant, 1 Office/cleaner Assistant and 4 drivers)
Manages security guards, ensuring visitors arrangement coordination with them, and making sure their work is done properly as per the SOPs/contract agreement signed with the Security company
Locates and rents appropriate facilities for trainings/workshops in collaboration with Log & Admin Assistant.
Arranges the office space, and equipments needed for the new employee to take up his/her post
Supports the Deputy AFM in the recruitment of staff i.e., advertisement of position, provision of equipments for tests, etc.
4- Warehousing
Ensures reception, storage in excellent physical condition of commodities and goods • Ensures the dispatching of commodities and goods in collaboration with the Programme and Project Coordinators
Ensures the maintenance of up-to-date warehouse records (stock ledger, bin cards, loss status reports, etc.) and filing systems for monitoring, control, and reference
Implements regular inventory control systems for proper commodities, goods and assets handling and accounting
Prepares accurate and timely warehouse report and annually warehouse physically check • Leads the process of disposal
5- Procurement
Collects and updates information on the cost of goods and services on the market on a regular basis, and makes it available for the new projects’ budget development
Maintains and updates suppliers’ information such as qualifications, delivery times, product ranges, etc.
Develops annual Procurement Plan for each project in collaboration with the Programme and Projects Coordinators
Follows and enforces Solthis procurement policies and procedures
Reviews, compares, analyzes, and approves products and services to be purchased. • Organizes biddings at mission level
Researchs and evaluates prospective suppliers
Prepares the documents required for the payment of expenditures and submit to the Deputy AFM for review before validation of the AFM
Ensures that all payment documents complies with procedures, checks the completeness/quality and are marked “GOOD TO PAY” before being submitting to the Deputy AFM
6- Fleet
Maintains vehicle fleet, including establishing a regular maintenance plan for each vehicle and an appropriate service record system
Ensures legal compliance of all vehicles, and maintains copies of all registration and insurance documents in an appropriate manner, filing of accident reports, and managing vehicles use log books
Supports the AFM and Deputy AFM to organise the repatriation and medical evacuation of expatriate staff, ensures vehicle readiness in event of emergency evacuation
Assists the Deputy AFM in the recruitment of qualified drivers
Liaises with the Deputy AFM to develop efficient driver schedules and leaves • Mentors and coaches drivers to adhere to strict schedules and monitors their behavior to ensure a high level of service.
Schedules regular vehicle maintenance to ensure operational efficiency
Ensures regular monitoring of drivers, and tracking of Solthis vehicles using GPS • Ensures the lease of private motor vehicle when needed, in compliance with Solthis security and vehicle policies
7- Security
Implements and manages an appropriate security plan for the mission in accordance with Solthis policy and procedures
As required by policy, proposes updates/reviews Security Management Guide to the AFM • Ensures ongoing security awareness training for all staff
As directed by the CD, represent Solthis at security meetings and monitors all security updates originating from the Government, UN, and INGO sources
Advises the CD on changing security situations, and on implementation of security policy as appropriate
Ensures the Security Management Guide is filed and accessible to project leadership in event of an emergency, including essential information related to medical details/insurance policies of all staff
Manages, maintains, and police a functional communications system between the main office and the sub-offices
Provides training and technical support as necessary
Ensures all respective legal requirements are fulfilled
Submit a weekly security report to the AFM
8- Administration
Registers expatriates staff with local authorities – work and resident permits. • Ensures that all administrative documents required for the performance of expatriate staff are complete and up to date, i.e. (visa, identity papers, travel authorisation, etc.),
Supports project development efforts by providing updated costs for goods for the development of budgets
Monitors newspapers and other specialised news sources on a regular basis to identify funding opportunities for Solthis to provides services and keeps the CD informed
Participates to audits by providing documents relating to logistics ; and follows up the recommendations of external financial audits carried out in the field and/or at head office • In conjuction with the Deputy AFM, and the support of HQ ensures the creation of email account for new staffs and their access to SharePoint ; and produce ther business cards
YOUR PROFILE:
Educational background and experience
You have a BSc in Logistics Management or technical related studies
You have additional training in logistics management and development of humanitarian projects/operations, or equivalent, preferably in the field of international solidarity.
You have at least 3 years of professional experience in a Logistics coordination/manager position with INGOs
Skills required:
High capacity for analysis and synthesis.
Ability to project quickly in an emergency context.
Mastery of the management of the project cycle.
Ability to handle conflicts.
Ability to work remotely including capacity building and remote deployment.
Excellent communication includes constructive feedback.
Security
Personal security management
Language skills
Excellent spoken and written English skills.
Personal Qualities
A creative mindset and approach are required to succeed in this role.
You must have the ability to work under pressure and without constant supervision.
Ability to be proactive, reactive, and flexible.
Capacity to organize your work and manage priorities.
Strong interpersonal and intercultural skills.
Good team member
HOW TO APPLY ?
Starting date : As soon as possible
Contract duration : 6 months, renewable based on performance
Salary & benefits : According to professional experience and Solthis salary grid Submission of applications : Please send your application in English (CV in PDF, cover letter in PDF, references, dates of availability) to the Country Director recruitment.sierra-leone@solthis.org, subject “National Logistician”, by January 9, 2024
The position is opened to Sierra Leonean exclusively. Female cadidates are strongfly encouraged to apply This non-contractual document is subject to change according to the needs of the service Solthis reserves the right to close any vacancy before the advertised deadline. Thank you for your understanding.
Action Against Hunger is an equal opportunity employer
Women are strongly encouraged to apply
ABOUT US
International Non-governmental organization, Action Against Hunger has been working to fight undernutrition and support communities affected by crisis across the globe for almost 40 years and across nearly 50 countries. Action Against Hunger established its presence in both Liberia and Sierra Leone in 1991 during the Civil War and since then has been operational in the two countries by implementing various humanitarian and development programs related to health, nutrition, food security/livelihoods and advocacy geared towards the reduction of the prevalence rates of under-nutrition in both countries. The Sierra Leone Coordination office is based in Freetown, Sierra Leone overseeing the operations in Bonthe and Moyamba.
Action Against Hunger is recruiting a suitably qualified Sierra Leonean as a Supply Officer to ensure supply to programs and the mission as a whole under the supervision of the Deputy Logistics Manager and overall oversight of the Support Services Head of Department
KEY ROLES AND RESPONSIBILITIES :
Manage orders & supplies
Process procurement according to ACF procedures;
Carry out requests for quotations;
Prepare the necessary documents for direct procurement and delivery.
Purchase ordered items in accordance with ACF logistics procedures;
Organise and monitor delivery;
Ensure proper receipt with the Stock Officer or requisitioners;
Solicit requisitioners prior to order and on delivery for all technical requests, to ensure conformity of ordered items;
Maintain information in LINK;
Maintain procurement records in accordance with ACF procedures.
Manage supplier data
Ensure constructive business relations with suppliers;
Prospect for / search for potential new suppliers;
Update the price list;
Update the supplier list on a monthly basis;
Updating the follow-up of contracts for each order (FO) under Framework Agreement.
Follow up on the payment of suppliers
Check and validate invoices in accordance with documentation, physical receipt and ACF procedures;
Make payments to suppliers for direct procurement after requesting an advance from the finance department;
Follow up the payment of suppliers with the finance department for larger expenses (transfer, cheque);
Ensure that ACF policies (Gender and Safeguarding, etc.) are well understood by suppliers.
Manage stock and shipments
Identify incoming and outgoing material and check quality and quantities;
Carry out a monthly inventory and complete an inventory report;
Maintain stock records;
Write up the various shipping documents.
Gender Action
Activities:
Help ensure all aspects of Action Against Hunger activities adhere to program quality standards and policies (accountability and mainstreaming) in a coherent and integrated manner.
Ensure that gender considerations are made as much as possible
Others
Ensure the highest standards of accountability through ensuring good communication and information sharing within the organisation.
Be aware of, understand, and comply with all of Action Against Hunger’s policies and procedures.
Undertake other related duties as may reasonably be assigned
Ensure timely filling and submission of ACF timesheets
QUALIFICATIONS
Bachelor’s degree in supply chain management, logistics, business administration, or a related field. Advanced degrees or certifications, such as Certified Supply Chain Professional (CSCP), are a plus.
A minimum of 3-5 years of experience in supply chain management, procurement, or logistics roles, with a demonstrated track record of success in managing supply chain operations.
Strong analytical and problem-solving abilities, with the capacity to assess supply chain challenges, identify opportunities for improvement, and implement effective solutions.
WORK CONDITIONS
STARTING DATE: January 2024
MONTHLY BASIC SALARY: 4,356.80 SLE
HOUSING AND TRANSPORT ALLOWANCE: 15% of basic salary each
DURATION OF CONTRACT: Twelve (12) Months, with possible extension
LOCATION: Freetown, with possible travels to Moyamba, Bonthe, and other field areas
HOW TO APPLY:
Send Motivation Letter, CV saved in your name – for example (Joe Blue CV) for your CV, and (Joe Blue Motivation Letter) for your motivation letter, with names of three (3) referees by EMAIL, under the Subject “Supply Officer” to
WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
ABOUT WFP
The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.
ORGANIZATIONAL CONTEXT
The Job holder report to a Head of Unit, Administration Officer.
At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders have a level of expertise and knowledge to adapt and contribute to the development of systems and processes in order to continually improve the level of support provided. Job holders are expected to manage resources and coach and coordinate a team of support staff.
JOB PURPOSE
To coordinate and provide high quality, client-focused and value-for-money oriented fleet administration services.
KEY ACCOUNTABILITIES (not all-inclusive)
Verify resource requirements in the area of responsibility (WFP Light vehicle fleet, Motor bikes, Generator sets and fuel products). Assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
Responsible for provision of enabling services such as Generator, Motor bikes and Light vehicle Fuel products, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
Data analysis and visualization. An analytical mindset and good problem-solving skills to support the effective and timely management of WFP resources.
Ensure fleet utilization /optimization reports/overview, as well as key performance indicators, are generated monthly.
Ensure fuel consumption, light vehicle, generator repair and maintenance costs are extracted directly from the organization’s corporate tools.
OTHER SPECIFIC JOB REQUIREMENTS
Cost performance report for Light vehicles, Motor Bikes and Generators, is produced from FMS monthly
Provide training and guidance to drivers and other fleet staff. Support, discipline and encourage your assigned drivers.
Vehicles’ status report is produced from FMS reviewed monthly and presented to the Office Management.
Real time data input on fuel, vehicle maintenance cost and Vehicle optimization in the organization’s corporate system
Regular review of Light vehicles, Motor bikes and Generator allocation and redeployment strategy based on actual SLCO operations.
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
People
d7wdRQN B2MjrX
Look for ways to strengthen people’s skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
Performance
Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
Partnership
Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
FUNCTIONAL CAPABILITIES
Capability Name
Description of the behaviour expected for the proficiency level
Business Support Services & Reporting
Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
Internal Controls & Risk Management
Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
Resource Management
Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
Specialised Knowledge in Administrative Services
Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.
Customer Focus
Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area.
Language: Fluency (level C) in English language.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
Strong understanding of fleet management/operation, principles including fuel management and vehicle maintenance.
Excellent problem-solving skills. Should be adept at identifying and resolving issues during fleet operations.
Familiarity with fleet management software and other relevant technologies in streamlining fleet operations.
6 years or more years of progressively responsible work experience in the relative business stream with experience in general administrative and fleet management.
TERMS AND CONDITIONS
Position open to Sierra Leone Nationals only
Only shortlisted candidates will be contacted.
Qualified female candidates are strongly encouraged to apply.
WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience.
Please visit the following websites for detailed information on working with WFP.
http://www.wfp.org Click on: “Our work” and “Countries” to learn more about WFP’s operations..
DEADLINE FOR APPLICATIONS
15 December 2023
WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
ABOUT US 
AVSI is recruiting to fill the following positions:
Jhpiego is recruiting for the following job functions:
World Vision is recruiting to fill the following positions:
Job Description
Save the Children is recruiting to fill the following positions:
Since 1833, we’ve been empowering leaders to accelerate self-sufficiency and prosperity for their communities, businesses, institutions, and countries.
Supply Officer
WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.