About Solidarités International:

SOLIDARITES INTERNATIONAL (SI) is an international humanitarian NGO which, for more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their vital needs for food, water and shelter. Particularly involved in the fight against diseases linked to unsafe water, the first cause of death in the world, SI's interventions provide expertise in the field of access to drinking water, sanitation and hygiene promotion, but also in the essential area of food security and livelihoods. Present in around twenty-five countries, SI's teams – more than 2400 people in total made up of expatriates, national staff, permanent staff at headquarters, and a few volunteers - work with professionalism and commitment while respecting cultures.

Solidarités International (SI) is determined to prevent and fight all type of abuse – all act of exploitation, abuse and/or sexual harassment (SEAH) against members of beneficiary communities or collaborators, fraud, corruption, violation of persons and/or property, funding of activities harmful to human rights – that could be perpetrated in the frame of its interventions. SI implements a zero-tolerance policy regarding acts of SEAH.

Solidarités International is an equitable employer committed to find all forms of discrimination. SI will never ask for any remuneration to take part in a recruitment process.

List of main activities:

Coordination and monitoring

• Leadership and team cohesion development
• Monitor coordination and communications between the various departments

Security management on the base

• Be responsible for team and goods security on-base, under the supervision of the Field Coordinator
• Monitor and analyze the security situation and ensure it is understood by the teams
• Give the geopolitical and security situation briefing to all of the new arrivals on the base
• Under the supervision of the head of mission, ensure that all security-related documents and procedures are updated regularly
• Ensure compliance with all security rules and procedures on the base
• Set up a permanent security monitoring system
• Ensure the immediate management of any security incidents that may occur on the base and immediately inform the head of mission

Liaison

• Ensure efficient liaison with external stakeholders at sub-base level, in the province, districts, and villages.
• Report to, and coordinate with, the Field Coordinator at base level for all topics related to liaison

Program

• Support the program staffs in the safe, efficient, and qualitative implementation of projects in the area of intervention of the sub-base; with the functionnal managements of program staffs done by the Program Managers from the base

Team management

• Define the needs of administrative and logistics personnel at his/her Sub-base, and recruit according to the resources allocated
• Train, support and evaluate the administrative team at his/her assignment base
• Plan and direct the activities of the administrative and logistics teams
• Lead meetings for the administrative and logistics teams
• Conduct performance reviews for members of the administrative and logistics teams

Reporting/communication:

• Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force
• Take part in meetings relating to administrative aspects, represent Solidarités International on request and/or by order
• Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
• Ensure that internal order forms are monitored and that the status of each order is given to the person waiting
• Supervise the sending of administrative and procurement files of the closed programs to the Coordination according to the defined calendar
• Ensure that administrative and logistics reports are made to the coordination according to the Solidarités administrative calendar
• Consolidate logistics packs monthly and pass on to the logistics Manager.
• Provide to the logistics and Administrative coordinators with all information needed to draft intermediary and final reports.

Administration:

Administrative management of personnel:

• Assist in welcoming and integrating new personnel, ensure they receive administrative briefing
• Supervise the administrative management of personnel recruitment and hiring at his/her base
• Supervise the archiving, handling and security of Solidarités International personnel files
• Draft employment contracts for employees at his/her base, and ensure that they are adhered to
• Ensure that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel
• Centralise training requests from teams and set up a training plan
• Assist in ordering and determining disciplinary measures
• Apply the formalities provided for sanctions and for termination or breach of contract
• Supervise the collection of elements needed to establish wages and monitor their proper implementation
• Calculate taxes, complete returns and make statements and payments to the necessary organizations
• Assist in defining and applying Solidarités International’s salary and social policies
• Evaluate risks linked to changes in compensation and social policies
• Oversee the setting up of legal representation and consultation bodies for personnel at his/her base, and assist in conflict management and resolution
• Conduct meetings and communication with personnel
• Track the cost of living
• Update the mission organization chart

Cash-flow/bookkeeping:

• Manage his/her base's cash-flow and ensure that banks and cash boxes are well supplied
• Manage transfers and monitor the security of funds
• Formulate cash-flow forecasts with the logistics officer and the program managers
• Supervise the upkeep and security of safes and cash-boxes
• Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures
• Supervise account keeping at his/her base, monitor cash balances
• Monitor bank books for his/her base and keep the safe
• Prepare and supervise the monthly closing, review and integration of the accounting for his/her base
• Verify the accounting files before they are sent to  coordination

Budgetary / financial monitoring:

• Update and analyze budget follow up in conjunction with logistic and program teams
• Make connections between budgetary consumption and activity progress. Propose solutions if necessary
• Monitor functioning costs at his/her assignment base
• Oversee adherence to donor administrative procedures
• Aid the administrative coordinator in formulating financial reports and carrying out audits
• Assist in formulating budgets for new projects

Administrative management of the mission

• Verify and validate all contracts drafted at the base
• Assist in selecting Solidarités International premises
• Ensure administrative monitoring of insurance locations, claims and contracts

Logistics:

Supply Management

• Carry out a purchasing environment analysis at the local level
• Supervise the update of price lists and supplier files
• Manage the Solidarités International purchasing procedures and those from donors funding the programs.
• Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Receive, approve and process requests for quotes and internal order forms
• Ensure that budgetary lines related to logistics are monitored and observed
• Supervise the preparation of purchasing documents and draft the contracts 
• Participate in the drafting the call for tenders
• Supervise purchasing, ensuring that approval rules and procedures are observed
• Select suppliers and negotiate prices, deadlines and delivery methods
• Ensure that purchasing documents are complete and archived in keeping with Solidarités International procedures
• Ensure that dealings with suppliers are monitored

Vehicle Fleet Management

• Negotiate vehicle rental contracts
• Supervise the planning and execution of maintenance and repair work on mission vehicles
• Establish vehicle movement schedules
• Ensure that a complete breakdown kit is available on board all vehicles
• Permanently ensure that all drivers have received general training and carry out regular testing
• Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures
• Check that vehicle log books are in place and are used correctly
• Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded
• Prevent the misappropriation of fuel and spare parts
• Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored

Equipment/Telecommunications Management

• Update inventory in real time
• Optimize distribution of materials according to task needs
• Organize the installation, safe-guarding and monitoring of materials
• Install communication means and ensure that they are regularly maintained
• Train teams in the use of these communication means

Management and Monitoring of IT Equipment

• Update antivirus software
• Implement backup and data-protection procedures
• Ensure the maintenance and correct use of IT equipment
• Provide technical assistance to teams and organize training sessions

Supplies Management

• Select storage locations and create a plan for the development and security of these sites
• Ensure material is stored under suitable conditions and monitor expiration dates
• Ensure procedures are followed as stock is checked in and out
• See that all documentation linked to stock is complete and correct
• Supervise monthly physical stock inventory

Security

• Implement team safety measures as determined by the coordination team
• Train teams in safety rules and procedures
• Pass on any security-related information to his/her line manager

1. Education:

• Bachelor of Business Administration, Social Science, Economics or any other relevant field of study. Master’s degree will be a plus point and preferred.

2. Experience:

• At-least 2-3 years of relevant experience in project management, Logistics or Administration and finance.
• At-least 3-4 years of experience in the humanitarian sector.

3. Technical Skills:

• Management of logistics, finance and HR activities
• Management of liaison and security/safety activities
• Management of MEAL activities, and support to program implementation

4. Technical Skills:

• Intercultural skills
• Capacity building of training in logistic and admin
• Relation with authorities

5. Language Skills:

• Proficiency in English and local languages is mandatory.

Dear Applicant,
Solidarites International never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to Solidarites International at stop@solidarites.org. 
Please note that:
•    SI is committed to a fair and transparent recruitment procedure.
•    Only the HR department will contact you during the recruitment process.
•    Only short-listed candidates whose application meets the criteria will be contacted & local applicants from the same province are encouraged to apply and will be given priority.
•    SI has the right to contact and verify each candidate's educational credentials and employment history described in his/her CV with the concerned organization. Any information received from your concerned organization will be dealt with due diligence and according to the SI Confidentiality Policy.
•    Do not attach other documents like work certificates, educational and other documents at this stage. These will be requested if you are called for an interview.
To apply for this vacancy, please submit your CV and Cover Letter in single PDF or MS Word Format in the given email address (recruitment@solidarites-afghanistan.org) and also submit your application form by using the following link:

https://forms.office.com/Pages/ResponsePage.aspx?id=QkVnhW7eH06HhMVgtQMRI4HWRymfvwVMraofx9AWMtZUMUhFNk5EV1lBMFVMSlNSQkdQS1ROQ0tHTC4u

If the link above does not work by clicking on it, please copy and paste it in the browser address bar.

As part of your application, it is essential that you include your full name and vacancy number (full name/vacancy number) for example: (Ahmad or Mahmood/AFG-FRH-ADM-030-2024) in the subject line, and the position title Sub-Base Manager Administrator - Logistician in the body of your email. Otherwise, your application will not be considered.

Please make sure that you have filled the application form accurately and completely & at the end of the application, you have pressed the Submit button.