Sub Office Coordinator

The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Niger, Republic of Congo, South Sudan, Tanzania, and Uganda. AIRD’s objective is to offer operational support, including but not limited to supply chain, logistics, construction, infrastructure, environment, livelihoods and WASH in partnership with relief and development organizations that focus on disaster-affected and development-oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

The African Initiatives for Relief and Development seeks to recruit a Sub Office Coordinator to be based in Abeche, Chad. This position will oversee AIRD operations in Eastern Chad.

This person in this position will be responsible for overseeing the daily management and coordination of project activities, ensuring smooth collaboration with the offices and teams in this area. This role requires strong leadership, effective communication, and organizational skills to ensure that operations run efficiently and in line with partnership with UNHCR goals. The coordinator will work closely with the country program director to implement project strategies and meet deadlines. Additionally, the role involves managing staff schedules, monitoring progress, and addressing operational challenges in a dynamic and high-pressure environment.

Objectives:
• Oversee and coordinate all operational aspects of project activities to ensure they are delivered on time, within budget, and in line with organizational goals and donor requirements.
• Facilitate effective communication and coordination between, the UNHCR office in coordination office Abeche and Ndjamena, ensuring alignment in projects planning, resource allocation, and operational strategies.
• Streamline the procurement process to ensure timely and cost-effective acquisition of goods and services, while maintaining compliance with organizational policies and donor regulations.
• Support the Country Program Director in overseeing the daily operations of ongoing projects.
• Assist in developing short- and medium-term logistics including plans for (warehouse management, refugee transportation, and relocation, and fuel management, workshop management) ensuring alignment with project and partnership objectives.
• Monitor operational activities and provide regular updates to the Country program Director, ensuring any issues are addressed promptly.
• Contribute to funding and resource diversification efforts

Accountabilities:
Operational management:
1. Representation

• Represent AIRD when dealing with local authorities, other organizations, and NGOs within his/her 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

2. Logistics Management:

• Plan, coordinate, and supervise all logistical activities related to logistics management, including fuel, warehouses, workshops management, Refugee transportation, and relocation.
• Ensure the smooth operation of logistics in compliance with safety and quality standards.

3. Fuel Management:

• Oversee the procurement, storage, and distribution of fuel.
• Develop efficient and cost-effective plans for fuel resource utilization.

4. Warehouse Management:

• Ensure effective management of warehouses, including inventory tracking, receipt, and shipping of materials.
• Implement control systems to optimize the use of material resources.

5. Refugee Transportation and Relocation:

• Collaborate with field teams to organize the relocation of refugees while adhering to established procedures and timelines.
• Maintain communication with local authorities, UNHCR, and other humanitarian partners.

6. Workshop Management:

• Supervise the maintenance and repair of vehicles used by UNHCR and its partners.
• Establish preventive maintenance programs and coordinate necessary repairs.

7. Procurement and Resource Management:
• Oversee procurement processes, ensuring timely and cost-effective acquisition of goods and services in compliance with organizational policies and donor requirements.
• Collaborate with relevant teams to align procurement activities with project needs and ensure proper documentation.

8. HR Support:
• Monitor staff schedules, leaves, and attendance in coordination with the heads of offices of Gozbeda, Iriba, and Farchana.
• Organize team meetings to review progress, address challenges, and develop strategies for improving team performance.

Stakeholder Coordination:

• Coordinate with other office coordinators and external stakeholders to ensure smooth communication and the successful implementation of projects.
• Facilitate partnerships with other organizations and teams to support effective project delivery.

Donor and partner-related activity

• Coordinate the collection of information, and draft funding proposals and budgets for submission to the country director for approval
• Identify and collect information on possible future donors and funding opportunities
• Create and maintain relationships with donors, partners, and other parties

Monitoring and Reporting
• Assist in tracking and evaluating operational performance, ensuring adherence to project goals and timelines.
• Prepare regular reports on operational activities, including challenges and achievements, to inform management decisions.

Policy and Procedures:
• Ensure organizational policies and procedures are understood and followed by all team members.
• Provide feedback to improve operational policies and procedures, ensuring they contribute to efficiency and effectiveness in project delivery.

Qualifications and Education Requirements:

• Degree (or equivalent) in a relevant field i.e., International Development, International Relations, Public Relations, Economics, Politics, Supply and Logistics, Mechanics, etc.

General Work Experience:

• At least 10 years of practical experience in humanitarian response
• Experience in operations management or implementation within the humanitarian sector.
• Experience in coordinating group activities and managing cross-functional teams.
• Knowledge of project management techniques.

Skills:
• Strong organizational and coordination skills.
• Competence in managing budgets efficiently.
• Ability to work independently and as part of a team.
• Good communication and interpersonal skills.
• Proficiency in MS Office and other relevant software.

Languages:

• Strong written and spoken English
• Strong written and spoken French;
• Arabic will be an asset