Country: Vanuatu
Closing date: 06 May 2016
Context of the position
2007-2010: Creation of the FRC Vanuatu delegation.
The FRC opened a delegation in Vanuatu in June 2007, which was composed of a head of delegation and an administrative assistant both based in Port-Vila on Efate Island. The main objective was to reinforce the VRCS’ capacities and to help them develop their activities as well as keeping a permanent watch on humanitarian issues. This delegation for instance supported the emergency response organized by the PIROPS in the Solomon Islands. This intervention led the FRC to later implement a project there financed by ECHO.
FRC activities today:
The delegation is based in Port-Vila, capital of Vanuatu, on the island of Efate. The Vanuatu FRC was recently reorganized because of the division in September 2013 of a single delegation comprising the Solomon Islands and Vanuatu, which was under the responsibility of a single head of delegation.
The delegation of Vanuatu is currently composed of a head of delegation, four heads of project (2 DRR and 2 WASH/DRR), one admin, finance & HR coordinator, one logistics coordinator and 2 volunteers (an assistant to the head of delegation and a shelter/construction delegate).
4 projects are currently underway:
- A disaster risk reduction project.
- A disaster risk reduction project .
- A project on disaster impact mitigation.
- A recovery project focusing on Wash and shelter.
The position
Function
Responsible for logistics & administration activities, coordinates and efficiently ensures the follow-up of logistical and administrative procedures, tools and standards determined by the FRC in consultation with the VRCS.
Chain of command
Answers directly to the logistics coordinator and the dinance, administration and HR coordinator, based in Port-Vila.
The team of which he/she is responsible is composed of two drivers, one cleaner and a logistician.
Operational links (mentioned in the advertisement)
Cooperates with the project delegates (head of project, shelter delegate, DRR Officer, WASH delegate) in the field
Responsibilities and duties:
- LOGISTICS
Base management
- She/he checks and insures the maintenance of the French Red Cross premises and facilities (house, office, warehouse), as well as the general water and electrical supply, walls, ceilings, premises surroundings and security conditions.
Fleet management
- She/he manages a team of drivers.
- She/he insures good functioning of vehicles fleet and other engines.
- She/he plans vehicles movements.
- She/he tracks consumption of fuel and lubricants.
- She/he follows-up and updates the fleet’s maintenance planning.
Supply
- She/he prepares requisition orders its base (Tanna), does the follow-up, check their proper reception and state of goods.
- She/he carries out local purchases and insures that the line manager is aware of any problems linked to the quality or availability of the items to be purchased.
- She/he participates in the trimestral purchase planning, together with the logistics coordinator and the head of project.
- She/he organises transport of goods within Tanna Island and to the capital.
Equipment
She/he performs maintenance of logistics equipment for IT and radio communications, and specially :
- Inventories, location and identification of equipment.
- Insure maintenance of equipment
- Monthly back-up all computers in the project.
- Guarantee means of communication.
Security monitoring
Monitor the project security policy and guidelines, evacuation plan and contingency plan, performing day-to day monitoring of the application of security rules.
FINANCE
To be responsible of the accountancy of the base (payment of invoice, bank and cash reconciliation, monthly closing, bank withdrawal…).
To ensure an accurate and timely closure of month-end and year-end financial books. This includes correct document codes, and ensuring all incomes are booked accordingly.
To be responsible of the cash flow management, to fill the ledgers and to insure the compliance of the invoices to prepare the monthly fund request with the head of project, and to send it to the coordinator.
To be responsible of the payment of the per diem of the expatriate staff (prepared and signed by the coordinator).
To prepare and organise the monthly transfer of the hard and soft accountancy to Port-Vila.
HUMAN RESOURCES
To follow the VRCS HR timesheets and send it to the coordinator on a monthly basis.
To manage with the coordinator, the administrative aspects of all VRCS recruitment in Tanna base.
To keep updated administrative records of all VRCS staff (leaves, allowances, timesheet) and send the original documents on a monthly basis to Port-Vila.
To send the FRC timesheets signed prepared by the Coordinator, on a monthly basis.
ADMINISTRATION
To file the administration records related to FRC daily activities on the base.
Check the proper filling (hard and soft copies) of administrative documents according to the procedure.
To be in charge of the purchase and inventory of the stationary.
To facilitate all meetings and workshops related to the projects in Tanna.
To organize hotel bookings in Tanna if necessary.
REPORTING
She/he writes and sends monthly reports to the logistics coordinator and to the finance, administration & HR coordinator according to guidelines.
Profile of the candidate
QUALIFICATIONS AND REQUIREMENTS:
Essential qualifications
- Rigor, integrity and confidentiality.
- Great sense of diplomacy, good capacity builder and patience.
- Adaptability and flexibility.
- Team worker.
- Logistician or administrator officer profile.
- Experience in administrative management or logistics for a delegation in an international organization.
- Knowledge and/or experience of program donors (ECHO, USAID) desired.
- Good knowledge of office package (Word, Excel, PPT, Internet, etc.).
Desirable qualifications:
- Knowledge of the Red Cross Movement
Languages:
· Professional French and English essential.
Location : VANUATU, Tanna
Duration: 12 months
To be filled: May 2016
Deadline for applications: 06th of May 2016
Prerequisites
- Passport valid for more than 6 months at the moment of departure
- Up-to-date vaccination card / fitness for travel
To be better acquainted with the Red Cross Red Crescent Movement, we invite you to follow two training sessions online, free and accessible to all, that constitute a real advantage for your application:
WORC (The World of Red Cross and Red Crescent) is an e-learning course on the fundamental principles and operations of the Red Cross Red Crescent Movement. Its 12 modules address subjects such as the origin and history of the Movement, its fundamental principles, its emblem, the International Federation, the ICRC and national societies. It is intended for all: volunteers, employees, members or people wishing to get more information on the biggest humanitarian movement in the world.
Stay Safe is intended for every staff in a position to carry out international missions on behalf of the Federation or a National Society of the Red Cross Red Crescent Movement. The course aims at developing a common culture of security management within the Movement in order to enable a better understanding of the main threats and risks for humanitarian actors in the field, and offers solutions to restrain their impact.
You will find these lessons on the IFRC Learning Platform open to all by clicking on the following link : https://ifrc.csod.com/client/ifrc/default.aspx
How to apply:
Candidates should apply directly via the FRC job board and send CV and CL
http://emploi.national.croix-rouge.fr/fe/tpl_croixrouge02.asp?newms=jj&id=69044&newlang=2