Coordinateur.ice Régional.e Fonctions Supports – Afrique de l’Ouest At Bibliothèques Sans Frontières

ABOUT BSF

Created in 2007 by historian Patrick Weil, Libraries Without Borders strengthens the power to act of vulnerable populations by facilitating their access to information, education and culture. The association deploys its inclusive and innovative projects in around thirty countries around the world to enable people affected by crises and precariousness to educate themselves, have fun and (re)build their future. Thanks to its innovative tools, its content library and its expertise in mediation, BSF and its partners are tackling the major challenges of the 21st century such as education, reading and culture, citizenship and social cohesion, health or even employment and entrepreneurship.

At BSF, recruitment decisions are made on the basis of the skills and qualities of candidates with regard to the needs of the association as part of a respectful and inclusive process. BSF recruits and employs people regardless of their gender identity, sexual orientation, religion, cultural or ethnic background or disability.

POSITION CONTEXT

After 17 years of action, Libraries Without Borders is changing scale to respond to the emergency: our goal is to triple our operational volume by 2030, to transform the lives of 3 million people through our projects. Libraries Without Borders also aims to become a key player in the invention and global dissemination of effective educational and social policy instruments, at a time when these have never been more necessary.

One of the key elements of this strategy, called “Horizon 2030”, is based on strengthening the presence and action of Bibliothèques Sans Frontières as close as possible to its beneficiaries and partners. It is in this context that Libraries Without Borders opened, in 2022, a West Africa regional office, whose headquarters is located in Dakar. BSF is currently implementing projects in Senegal, Ivory Coast, Niger, Nigeria, Burkina Faso.

In this context, Bibliothèques Sans Frontières  is recruiting a regional coordinator of support functions based in Dakar, Senegal.

POSITIONING IN THE ORGANIZATION CHART

The regional support functions coordinator is placed under the hierarchical authority of the West Africa regional director and works closely with the regional program coordinator.

He/she also works very closely with the admin/financial, HR and logistics departments at headquarters.

He/she supervises the staff in charge of administrative, financial, HR and logistics management based in Senegal and supports the staff in charge of administrative, financial, HR and logistics management based in other countries of intervention in the region. He/she provides direct management in areas without dedicated staff.

MAIN MISSIONS

Guarantee rigorous management of HR, administration, finances and logistics in compliance with national legislation, current BSF policies and procedures and donor procedures.

1.Finance and administration

• Ensure compliance with national legislation and BSF and donor procedures
• Support the Regional Director in defining his financial strategy in order to guarantee the financial stability of the region
• Establish budgets and administrative documents related to projects
• Ensure monthly budget monitoring in conjunction with the head office admin-fin department
• Track and analyze cost allocation
• Ensure the proper maintenance of the region’s accounts
• Oversee the monthly closing, review and integration of the region’s accounts
• Supervise the treasury and ensure that the account and cash registers are properly supplied.
• Supervise the management of cash and safes and ensure the security of funds and fund transfers
• Prepare and support audits in conjunction with the administrative and financial department at headquarters.
• Ensure the archiving of agreements and the monitoring of lessor payments.

2. Human resources

• Ensure the application of HR policies defined by the association and contribute to their continuous improvement
• Centralize data related to personnel management, supervise contract monitoring and salary payment
• Ensure legal monitoring
• Supervise recruitment and integration of new recruits
• Coordinate staff capacity building
• Listen to the issues raised by the teams and ensure satisfactory working conditions

3.Logistics

• Provide the interface between the country offices and the purchasing and shipping department at headquarters: drafting and archiving of purchase requests and orders, monitoring of orders, receipts and shipments.
• Ensure compliance with purchasing procedures and validation thresholds
• Management and monitoring of local calls for tenders (call for expressions of interest)
• Monitor and optimize the logistics practices and procedures of the different offices.
• Track equipment fleet (including communication tools) and inventory management
• Monitor the car fleet and the implementation of log books/fuel consumption.
• Train teams in logistics procedures
• Support missions with context analysis and the implementation of monitoring tools to optimize security management, in conjunction with the Regional Director and headquarters.

REQUIRED PROFILE

• At least 3 years of experience in financial management, HR and/or logistics in international solidarity
• Knowledge of the administrative and financial rules of donors in particular EU, AFD, United Nations
• Fluency in French and English essential
• Excellent command of the Microsoft Office suite
• Good stress management
• Rigor, organization and reliability
• Ability to work independently and strength of proposal
• Sense of pedagogy
• Relational and communication qualities