Sub Office Manager job at African Initiatives for Relief and Development (AIRD) | Apply Now

Operational Management

• Ensure operations receive timely, effective, and efficient management, administrative, financial, and logistical support services to meet project objectives

• Ensure management, administrative, and logistical support systems and procedures are followed

• Implement appropriate management, administrative, and logistical support systems and procedures in coordination with the Operation Manager

• Manage the support and administration team

• Oversee cashbook entries and financial coding at the Sub Office

• Foster good communication and coordination between the support, administration team, and the technical operational team

• Implement the Human Resources, Procurement, Logistics, and Financial SOPs throughout AIRD programs

• Participate in meetings, networks, seminars, and conferences which relevant and beneficial to AIRD and its mission and mandate

• Contribute to fundraising initiatives where appropriate

Warehouse Management

• Supervise, monitor, and coordinate movements of supplies

• Maintain proper documentation and update of stock cards and bin cards

• Ensure the proper storage of items according to each reference requirements

• Prepare and submit consolidated stock movement reports on a monthly basis

Workshop Management

• Supervise, monitor, and coordinate the activity of the workshop in the Sub Office

• Ensure that the workshop inventory list for all equipment and spare parts is updated on monthly basis.

• Ensure that maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client/partners.

Fleet and fuel management

• Plan transport and fuel operations in coordination with logistics officer in the Sub Office

• Monitor vehicle movement to ensure timely delivery of services to the client and beneficiaries

• Ensure that drivers comply with the laws of the countries and at all times act with courtesy and professionalism

Human Resources

• Participate in the induction of new staff in the Sub Office

• Conduct appraisals of line-managed staff as per AIRD systems

• Support the selection, recruitment, and disciplinary systems and procedures of Sub Office staff

• Participate in the national staff capacity building, identification of staff training needs, and providing mentoring support where appropriate

Reporting and Communications

• Ensure daily communication and coordination with the Country Management Team, participate in CMT meetings, and coordinate Sub Office management meetings and briefings

• Ensure timely and detailed production of AIRD program internal reports as directed by the CPD;

• Ensure close monitoring of the ERP system

Representation

• Represent AIRD when dealing with local authorities, other organizations, and NGOs within the Sub Office area of operations

• Ensure all relevant parties are kept informed of AIRD activities as appropriate

• Support the CPD in his/her in-country Public Relations/Communications role

• Donor and partner-related activity

• Coordinate the collection of information, and draft funding proposals and budgets for submission to Head Office for approval

• Identify and collect information on possible future donors and funding opportunities

• Create and maintain relationships with donors, partners, and other parties

Information Management

• Develop and maintain systems for recording program activities, outputs, and impact

• Provide relevant materials, case studies, photographs, events, and media contacts in line with AIRD’s corporate profile, identity, and message as directed by the CPD and Head Office Communications Department

• Develop appropriate internal reporting formats and ensure effective internal information flows

Finance Management

• Implement the Finance Policies and Procedures Manual as per the AIRD requirements

• Update the CPD with accurate information regarding the budget balances of the project(s) on a monthly basis

• Submit financial reports to UNHCR and other donors after endorsement by the CPD as per the UNHCR and AIRD rules and regulations

• Monitor the cash flow and budget utilization at the country program

• Remit timely payments of staff salaries and all other staff obligations as per the labor laws of the country

• Ensure an accurate budget coding of all financial documents on file

• Conduct monthly trial balance for both local & foreign currencies on monthly basis

Business Planning

• Contribute towards program business plans and budgets as directed by the Operations Manager

• Support the Operations Manager as required in the planning and implementation of activities and events within the program area

• Support in the monitoring and evaluation of program activities

• Undertake any other duties appropriate to the post as may be required