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Logistic Administrator – Umphang base

JOB ANNOUNCEMENT
Logistic Administrator – Umphang base

 

Date: 28th May 2014

 

Première Urgence-Aide Médicale Internationale (PU-AMI) is an international non-governmental organization whose mandate is to bring a comprehensive response to the essential needs of populations suffering from humanitarian crises in emergencies until autonomy and dignity can be obtained.

Operational in 16 countries in Africa, Asia, the Middle East, the Caucasus and the Caribbean, PU-AMI works in the areas of food security, health, nutrition, rehabilitation of infrastructure, water and sanitation and economic recovery. PU-AMI is the result of the merger between two NGO’s: Première Urgence and Aide Médicale Internationale in 2011.

PU-AMI in Thailand

PU-AMI has been working with the Burmese population since 1984, when they provided primary healthcare and medical training from their base in Manerplaw, Burma. When the population fled into Thailand, PU-AMI came along and continued its services in Thailand. Today, PU-AMI works in Mae La (ML), Umpiem (UP) and Nupoe (NP) Temporary Shelters in Tak province, building capacity of health workers and providing healthcare to an estimated 80,000 beneficiaries.

The WHO has defined health as a state of complete physical, mental, and social well being, not merely an absence of disease or infirmity. In accordance with this definition, PU-AMI’s medical programs integrate physical, as well as mental and social components in order to contribute to a state of improved well being of individuals, as well as the community as a whole. Its mandate is to contribute to autonomy, in which light PU-AMI invests and works toward durable solutions and community empowerment by building capacity and strengthening self-reliance wherever possible.

PU-AMI Thailand offers:

-clinical services and disease surveillance/control in the 3 camps

-health promotion and disease prevention in Maela camp

-vertical programs such as HIV/AIDS, TB, and Mental Health

-capacity building

PU-AMI has 3 offices in Thailand (Bangkok, Umphang and the main base in Mae Sot).

PU-AMI is currently looking for:

 

Position:                                Logistic Administrator

Under the authority of:     Field Manager

Supervises:                           Base Logisitician, Field Logistician, Base Administrator

Working Location:               Umphang Base and Umpiem & Nupoe camps

Working hours:                    office hours

Starting Date:                       As soon as possible

 

 

1.       Main Objective

PU-AMI is looking to recruit a Logistic Administrator to assist the Field Manager in the logistic and administrative management of the Umphang (UMP) base and supervision of the implementation of the activities in Umpiem and Nupoe camps. This includes implementation and follow-up of the activities and adherence to PU-AMI administrative and financial procedures.

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2.       Specific Responsibilities

 

1.    Logistics Management

  Manage all logistics related issues on the base, according to PU-AMI guidelines, rules, standards and regulations;

  Ensure that logistics procedures and policies are well implemented and followed up in both UP and NP camps;

  Ensure the adherence of the team under his/her supervision along with the operational teams to logistic policies and procedures – inform the Field Manager in case of any issue;

  Ensure that a proper support is given to the operations according to their needs and requirements;

  Ensure a close monitoring of the logistic and operational activities of the Umphang base;

  Oversee the driver and watchman planning and follow-up;

  Participate in the identification of logistical needs for the project and monitor the support services for program implementation for effective operation;

  Ensure a close follow-up of the camp logistics and rehabilitation activities.

 

2. Administration and Financial Management

  Manage the implementation of financial procedures and policies in Umphang base;

  Participate in treasury reporting, requesting and forecasting;

  Ensure authorization of expenses according to allocation key tables and budget in close collaboration with Mae Sot financial department;

  Ensure   proper   follow-up   of   cash   monitoring   (weekly,   monthly   and   random   cash inventories) and proper monthly closure of accounts in close collaboration with Base Administrator and Mae Sot finance team;

  Monitor the salary payments for Umphang Base, Umpiem and Nupoe staff, and cross check administrative follow ups Ensure proper monthly closure of accounts in close collaboration with Base Administrator and Mae Sot base.

 

3.    Management of human resource procedures at base and camp levels

  Ensure the implementation of HR procedures, policies and regulations in both UMP base and NP an UP camps – inform the Field Manager in case of any issue;

  Maintain up-to-date job descriptions and staffing charts;

  Support the Field Manager with recruitment and disciplinary procedures as required;

  Supervise, train, coach and conduct performance appraisals for Base Administrator and Umphang logistics team;

  Support, train and build capacity of camp administrators and camp logisticians as needed, in close collaboration with the Base Administrator and Field Logistician;

  Support, train and build capacity of Hospital Directors as needed, with logistics and administrative procedures;

  Support the Field Manager in the identification of HR needs;

  Supervise, support and build capacity of the base logistic and administrative staff.

 

4.    Coordination

  Participate in internal coordination meetings in Umphang and at camp level;

  Organize   meetings   with   logistics and administrative base   staff or take meeting minutes for staff/coordination meetings as required, in close collaboration with the Field Manager;

  Participate in monthly logistics meeting organized in MST to share his/her challenges, needs for support, address bilateral pending issues.

 

5.    Security and context follow up

  Inform the Field Manager on any evolution of the local context;

  Report to Field Manager in case of security incident;

  Implementation of emergency measures, if required, under the supervision of the Field

Manager.

 

 6. Monitoring, Evaluation and Reporting

  Reporting to the Field Manager on meetings, project activities and any other relevant information;

  Complete a monthly report summarizing key administrative and logistical activities;

  Participate in the capitalization and management of the knowledge on the mission.

 

The Logistic Administrator agrees to complete tasks other than mentioned in this job description if instructed by his superiors and according to PU-AMI activities

 

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3.       Position requirements:

 

1.       Background

-          Relevant degree in management, administration, logistics, international development or other related field.

 

2.       Professional Experience

-          Relevant experience in a logistical, operational, administrative or project management capacity, preferably with an INGO

3.       Languages

-          Fluent in English.

-          Thai, Burmese or Karen is an asset

 

4.       Other skills

-          Knowledge of INGO sector, strong interpersonal and organizational skills, flexibility, ability to work under pressure and autonomously in a remote area, cultural sensitivity and understanding, enthusiastic team leader, commitment to humanitarian causes.

 

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Application deadline is Wednesday June 11,2014; start date as soon as possible. Please note that only candidates selected for an interview will be contacted and the vacancy will be closed as soon as the position is filled.

 

Applications should be sent to  tha.recruitment@pu-ami.org or PU-AMI office, 21/22-26 Mae Sot-Mae Tao Road, Mae Sot, Tak 63110, Thailand.

 

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