Administrative and Logistics Coordinator at Terre des hommes Foundation (Tdh)

Aim: equitable treatment of staff and efficient HR management in support of the program:

• Define the Human Resource’s Policy, including pay, social and training aspects
• Define and implement the corresponding HR processes
• Manage national staff recruitment and assessment processes
• Participate in welcoming and administrative briefing of expatriate staff
• Ensure that the HR policies are respected
• Ensure the administrative management of program staff
• Ensure the management of medical evacuations for expatriate staff and the management of accidents and serious incidents

Responsibility: Guarantee compliance with the program's administrative and legal framework
Aim: Tdh presence is secure from a legal standpoint:

• Guarantee the correct archiving and security of the organization’s documents (paper and digital)
• Ensure compliance with legal requirements (HR, administrative, financial, etc.), referring to local expertise if required  (lawyers, employment inspectors, etc.)
• Keep a watch on NGO groups, take part in the activity of networks on legal and HR aspects
• Follow up partnership contracts and ensure they comply with internal rules and donor obligations

Logistics
Fleet (Vehicles and Thermal equipment) management:

• Size the fleet and thermal park based activities and ensure its homogeneity
• Ensure the pooling of vehicles at bases
• Oversee the planning and execution of maintenance and repair of the fleet
• Define the composition of batches of board and verify their implementation
• Define rules regarding travel of vehicles and persons according to Tdh procedures
• Analyze the monthly consumption related to the fleet
• Establish a procurement strategy for fuel, spare parts and consumables
• Supervise the administrative documents related thermal equipment (log book, contracts, insurance ...)

Technical Equipment Management:

• Develop a strategy for renewing equipment
• Size the equipment fleet based on activities and ensured the homogeneity of the fleet and respect Tdh standards
• Ensure that the pooling of resources in the mission.

Management of communications systems and telecommunications:

• Size the communication network based on the needs of the mission, the financial opportunities and constraints related to the mission.
• Ensure the compliance with current legislation regarding radio communications equipment
• Ensure the functioning and proper use of communications equipment and compliance with Tdh communication procedures and protocols.

Management and monitoring of IT assets:

• Size the computer park of the mission
• Ensure the establishment of a backup, data protection and update the antivirus.
• Ensure the maintenance and proper use of computer equipment

Purchasing Management:

• Conduct environmental analysis of national procurement and compile environmental analyzes done by purchaser
• Oversee the updating of price and providers lists.
• Validate the procurement tables
• With Coordination team, ensuring that the purchase planning is integrated into the activities planning.
• Check consistency of purchase planning with the Supply manager.
• Ensure compliance of logistics budget lines and their consumption.
• Validate the tenders and contracts that require validation of coordination
• Validate the purchases of durable equipment according to Tdh standards and sizing of the mission

Inventory and stock Management:

• Size the emergency stock and contingency for the delegation
• Analyze monthly inventory
• Ensure proper management of the delegation warehouses.
• Ensure compliance with storage procedures and use of Tdh formats
• Ensure that physical inventories are conducted monthly and reconciled with theoretical inventory
• Consolidate and ensure the value of donations for all programs
• Submit a reallocation of equipment and material remaining at the end of program

Management of shipments and deliveries:

• Ensure compliance with local customs procedures.
• Capitalize the information’s on distances, prices, modes and transport companies
• Work to optimize delivery times

Support the Country Representative on the following tasks
Context analysis / information collection:

• Monitoring and analysis of political and military strategies of armed groups and militias in presence
• Define security strategy appropriate to identified risks
• Conduct security assessments in new areas of intervention and propose specific security measures in the opening areas
• Assist teams for the opening and securing new bases or closing existing bases
• Conduct assessments of roads and airports used by the teams and the selection of airlines
• Improve the collect and capitalization of information’s. Develop a network of contacts
• Participate in interagency meetings of coordination related to security

General
Reporting/communication:

• Ensure regular financial, administrative and logistics reporting to headquarters, on a schedule defined in the administrative and logistics calendar
• Consolidate and publish financial reports, following financial donors’ administrative procedures
• Consolidate and publish logistic reports, following logistic donors’ procedures
• Actively participate in the drafting of Proposals and reports and schedules for donors
• Establish and maintain relationships with the administrative authorities at a national level.
• Carry out constant judicial monitoring, keep up-to-date with local employment laws, check information collected with law firms and insert it into Tdh’s documentation
• Organize and run information and coordination meetings
• Ensure that Tdh’s in-country registration is followed up
• Participate in meetings relating to administrative aspects, represent Tdh when asked/delegated
• Participate in meetings relating to logistic aspects, represent Tdh when asked/delegated to do so
• Act as a link between headquarters and the field for all matters relating to administration

Team management and supervision:

• Aim: Develop the team's autonomy and performance
• Size the administrative and logistics team of the delegation.
• Provide administrative and logistics training guidelines
• Ensure administrative and logistics briefings for new arrivals
• Supervise and lead the administrative and logistics team, set objectives and carry out assessments of direct reports
• Organize and run information and coordination meetings
• Manage direct reports' contracts (leave, end of trial period, etc.); if the need arises, co-validate
• Disciplinary procedures with the country representative
• Oversee the team's career development: define training needs and provide guidance on professional development
• Offer the technical support to Administrative and Logistics Managers in the bases, on day-to-day basis and through field visits

Other
Values:

• Adhere to and ensure the team under her/his responsibility follows Tdh administrative and logistical regulations and procedures
• In his/her professional activities, adhere to the values defined in the strategic plan: commitment, expertise, integrity and self-reliance
• Work in different cultural backgrounds and in difficult situations, deal with confrontation due to differences (intercultural)

Child Safeguarding Policy (CSP) Operational Risk Management:

• Commit to respect Tdh Risk Management Policies including: Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy
• Commit to ensure the best implementation possible of the Tdh Risk Management Policies
• Commit to inform supervisors and to deal with any cases, allegations, or possibility of transgression, even potential, of the Tdh Risk Management Policies
  

Job Requirements
Competencies:

• Professional Diploma or University degree in Accounting, Business Administration, Economics or Audit; diploma in Logistics is recommended
• Previous experience with an NGO is mandatory,  preferably in emergency context
• At least 3 years of experience in a similar position.
• Advanced IT knowledge (hardware and software, Microsoft Office, Internet).
• Knowledge of SAGA.
• Ability to work under high pressure with a great level of personal organisation

Skills :

• Organized, proactive, autonomous, rigorous, analytical, sense of human relations, diplomacy, communication skills, willingness and motivation to work in an international and intercultural context.

Languages:

• Fluent in English (written and spoken)
• Knowledge of French is an asset

General Condition
Swiss salaried contract 3’400 CHF (~2’950 €) < > 4’750 CHF (~4’100 €) net /month according to experience x 13 times, Vacancy: 25 days annual leaves local accommodation and transportation, Health insurance, accident and medical repatriation insurance, return flight.

Application Closing Date
Not Specified.

How to Apply
Interested and qualified candidates should:
Click here to apply online