Head of Base

Objective 1: Overall Management of Base

* Overall coordination of any cross-cutting actions and inter-departmental priority follow-up.
* Line Management of any Logistics and Administration (non-programs) department staff on Base.
      o Updating of line managed Job Descriptions
      o Ensuring staff appraisals are being carried out (with LogCo/AdminCo)
      o Support to Base Organigram updates
      o Support National Staff career development and training in coordination with LogCo and AdminCo
* Timely, consistent follow-up and coordination with FieldCo-KPK and Capital Administration and Logistics, as required for the proper monitoring and follow-up of Base.
* Responsible for the planning, implementation and follow-up of HQ/Capital/Peshawar field visits and Terms of Reference.
* Chair weekly Base Coordination meetings and keep Minutes for submission to FieldCo-KPK
* Promote departmental meetings on a weekly basis.
* Submit Weekly Situation Reports (WSR) to FieldCo-KPK.

Objective 2: Administration And Logistics ADMINISTRATION TASKS

* Ensure that recruitment, management and follow-up of internal regulations for ACF staff is done according to ACF guidelines and the legal requirements of Pakistan.
* Ensure that financial procedures are respected and understood by all departments’ staff and actively support as needed (with special consideration for Cash-Based Interventions).
* In coordination with FieldCo-KPK and Peshawar Logistics and Administration, initiate recruitment of logistics and administration staff on Base.
* Correct understanding and enforcement of ACF Administration procedures and protocols, as well as roll-out of changes/clarifications.
* Proper management of Finances on base (under the technical supervision of the Administration Coordinator) including planning, authorization of expenses, and reporting.
      o Preparation of monthly cash forecast.
      o Daily cash count with Base Admin and Monthly cash count submission to Capital.
      o Verification and submission of monthly accounting recorded in SAGA to Capital.
      o Responsible for the expenses control process (expenses authorization documents, validation, control of signatures) and for quality control of invoices
* Support to proposal writing through ensuring that Administration/Logistics needs on Base/Region are captured and communicated to Capital.

LOGISTICS TASKS

* Ensure correct ACF KitLog procedures are followed, in consultation with LogCo at all times.
* Organize and monitor supply chain management on base (IOF reception, OFU dissemination, timeliness and clarity).
* Support Procurement Planning for starting projects/proposals.
* Supervise procurement processes and enforce implementation of ACF and donor guidelines.
* Setup and monitoring of correct stock management (storage conditions, stock movements, stock reports, expiration dates, etc.)
* Organize and monitor transportation and movement procedures for staff, activities and deliveries from/to Base.
* Enforce correct, transparent selection of supply, services, works and rental contracts.
* Submit Monthly Logistics Report (including narrative, and OFUs, Stock Reports, Fleet Cost Report, Base Asset List, in-kind donations, maintenance/rehabilitation report, comms. Report, and any other relevant documentation).

Equipment/Fixed Assets:

* Supervise and monitor allocation and use of ACF equipment as per ACF guidelines.
* Follow up required installation, maintenance/repair of all durable assets.
* Update Base Asset List monthly.
* Ensure weekly data backup for all departments.
* Ensure Base is furnished with required/proper means of equipment to carry out programs and ensure safety/security, and that these means are used properly.
* Monitor any construction, rehabilitation or maintenance of all the structures related to the functioning of the base (programs, office, guest-house, warehouse, etc)
* To ensure proper functioning and support (power, water supply, repairs, etc) of all base premises (offices / guest houses) placed under the HOB’s supervision.

Fleet management:

* Supervise and carry out weekly movement planning for Base in consultation with Peshawar.
* Ensure safety and quality of any vehicles in Base Fleet and security awareness of drivers, in consultation with LogCo and FieldCo-KPK.
* Train and follow up drivers on LogBook maintenance and use and analyze on a regular basis.
* Update Fleet Cost Reports monthly.
* Ensure Fleet paperwork is in order (insurance cards, registrations, ACF paperwork).

Objective 3: Safety/Security

* Responsible for the safety and security of Timergara Base, staff and assets.
* Regular collection of information regarding the situation in the area and production of context analysis updates for submission to the FieldCo as part of the Weekly SitRep KPK, as well as adhoc requests.
* Consultation on and feedback regarding regional Security Plan (and all attached tools/documents as per KLV3) to the Field Coordinator-KPK, Logistics Coordinator and Country Director for review as proper intervals.
* Follow-up and sensitization of Security Plans and Guidelines to Base staff.
* Correct and timely action regarding staff behavior relating to the Safety and Security of ACF in the area.
* Consistent, regular contact with safety/security interlocutors in the area (other relief/humanitarian agencies, government, etc.) as is required and prudent.
* Correct, timely submission of Incident Reports (IRs) concerning safety/security incidents in area covered as per Security guidelines and as requested by FieldCo-KPK and Country Director.

Objective 4: External Representation of ACF

* Represent the interests of ACF and its beneficiaries at the local/regional level to humanitarian and government representatives.
* Follow-up and liaison with FieldCo-KPK and Country Director on ACF strategic initiatives, planning and mandate guidelines/methods of work in order to better represent these externally.
* Represent ACF for non-technical aspects.
* Through and only after liaison with FieldCo-KPK and/or Country Director, charged with local press/media representation.
* Support the mission’s requirements as needed regarding donor field visits.

Level of study/specific qualifications/technical requested:

* Significant experience with INGOs in recovery and complex emergencies.
* Proven experience in contexts with volatile security and safety issues.
* Significant safety and security experience.
* Good knowledge with management of staff and conflict resolution.
* Ability to lead a multi-departmental team while exhibiting cultural sensitivities.
* Good diplomatic and negotiation skills.
* Disciplined and able to work and arrive at decisions autonomously and with minimal guidance.
* Fluent in English (professional English).
* Excellent drafting and written skills.
* Able to meet own and requested deadlines regularly.

Closing date: 19 May 2011 — Action Against Hunger-USA