Head Of Base Premiere Urgence Internationale (PUI)
full-time
Objective
Under the direct supervision of the Area Coordinator, the Head of Base (Base Manager) is responsible for the overall coordination, implementation, and operational management of all PUI activities in Monguno LGA, Borno State.
The Head of Base ensures the effective delivery of programmes and support services, including staff management, finance, logistics, security, compliance, and reporting, with guidance and technical support from sector and support leads based in Maiduguri. The role works in close collaboration with the Area Coordinator and ensures strong coordination with technical and support departments at the Maiduguri Coordination Office to maintain compliant, efficient, and context-adapted operations.
The Head of Base also serves as PUI's key representative at the field level, maintaining relationships with local authorities, humanitarian partners, and coordination platforms, while ensuring effective communication between the base and the Coordination Office. This position has a base-level focus and is responsible for ensuring adherence to PUI's operational procedures and guidelines. It contributes to the development of base-level strategies, translating them into actionable plans and daily operations, and provides technical guidance and oversight to ensure effective implementation across all base activities.
Responsibilities and Tasks
Operation Operations:
Financial, budgetary and accounting management:
Supervises the financial, accounting and budgetary management on the base and ensures compliance with the related procedures, with the functional support of the Mission's Financial Coordinator.
Management & Financial Controls: Ensure effective implementation of cash management systems at the Monguno base, including petty cash handling, cash transfer mechanisms, and risk mitigation related to cash operations. Oversee the management of the base-level bank account(s), ensuring compliance with internal procedures and secure handling of financial transactions.
Financial Authorization & Approvals: Approve payments for procurement, travel, staff incentives, daily laborers, and other expenditures within the authorization threshold delegated to the Base Manager. Review and verify payments exceeding baselevel thresholds before submission to the Area Coordinator or Coordination Office for final approval.
Budget Monitoring & Cash Forecasting: Ensure timely submission of cash projections by program and support departments for effective cash planning. Oversee the accuracy and completeness of field staff payment sheets, supplier and contractor payments, labor costs, and other financial commitments.
OFU Reviews: Lead monthly OFU review meetings with program and operations teams at the base level. Consolidate feedback and submit analysis to the coordination office in each month, ensuring alignment with financial planning and donor compliance.
Accounting Accuracy & Reporting Guarantee the accuracy and completeness of field-level accounting in compliance with PUI and donor standards. Ensure that all accounting records (journals, vouchers, reconciliations, inventories) are properly maintained and justified by valid documentation.
Internal Controls & Audit Readiness: Support the implementation and monitoring of internal control systems at base level, in collaboration with the Finance Coordinator and Area Coordinator. Ensure that all accounting, finance, and HR documents are properly archived and ready for internal or external audits.
Financial Reporting & Compliance: Coordinate with the Finance Coordinator to prepare donor financial reports, ensuring accuracy, timeliness, and compliance with donor requirements. Ensure adherence to the expenditure initiation procedures and participate in the validation of procurement files.
Bank Liaison & Cash Flow Monitoring: Serve as the primary liaison with the bank at base level, overseeing transactions and maintaining positive working relationships. Monitor cash flow to ensure the availability of funds for ongoing operations and projects, flagging any shortfalls in advance.
Coordination & Support: Collaborate closely with the Finance Coordinator and Field Coordinator to ensure that financial management aligns with organizational standards and field needs. Support financial planning during project design and participate in financial risk assessment exercises related to base-level operations.
Human Resources and Team Management:
Oversee the administrative human resources management activities on the base with the functional support of the Mission HR Coordinator or the Administrative and Financial Coordinator. Oversee the administrative and financial team of her/his base.
Strategic HR Oversight: Supervise all administrative and human resources functions at the base, with support from the Mission HR Coordinator or Administrative and Financial Coordinator. Ensure that HR and administrative teams operate in compliance with organizational policies and standards.
organizational policies and standards.
Policy Compliance & Organizational Values: Ensure all staff understand and comply with PUI's Code of Conduct, Protection from Sexual Exploitation and Abuse (PSEA) commitments, zero-tolerance policies, and mission objectives. Regularly facilitate refresher trainings and awareness sessions to reinforce accountability, professional ethics, and organizational values.
Recruitment, Onboarding, and Induction: Oversee the timely recruitment and onboarding of staff in coordination with HR focal points in Maiduguri and Abuja. Ensure new staff and visitors receive comprehensive induction covering programmatic, operational, security, and conduct-related briefings. Support early performance reviews to ensure role alignment and clarity of expectations.
Performance Management & Staff Development: Ensure consistent implementation of the Performance Management Process (PMP), including objective setting, mid-term reviews, and final evaluations for all staff. Support department heads in coaching their teams, addressing underperformance, and identifying learning and career development opportunities. Promote internal mobility and leadership development through targeted delegation and empowerment.
Team Leadership & Communication: Provide strategic oversight and leadership to all department heads (programs, logistics, finance, HR, MEAL, security), clarifying roles and fostering collaboration. Conduct regular 1:1 meetings and lead monthly base coordination meetings to discuss priorities, share updates, assign action points, and maintain alignment with coordination offices (Maiduguri and HQ/Abuja).
Workplace Environment, Welfare & Conflict Resolution: Promote a safe, respectful, and inclusive work environment by monitoring staff well-being, offering coaching and counseling, and ensuring adequate rest and stress management practices. Address grievances, misconduct, and conflict through appropriate mediation and corrective actions in line with HR policy, with special attention to the high-stress humanitarian context of the Base.
Capacity Building & Learning Culture: Identify skill gaps and foster a culture of continuous learning by facilitating tailored training, mentoring, and knowledge-sharing opportunities. Encourage adaptability and professional growth across teams.
Travel Authorization & Delegation: Approve staff travel outside the duty station in line with internal protocols and security procedures. Encourage autonomy by delegating responsibilities appropriately while ensuring oversight and accountability.
Administrative management:
Supervises administrative management on the base and ensures compliance with the related procedures, with the functional support of the mission's support team in coordination with Area Coordinator .
Partnership Support & Capacity Building: Contribute to the development and review of Partnership Agreements with local NGOs in coordination with the Ara Coordinator. Provide technical support and training to partner organizations on financial tools, administrative procedures, and donor compliance requirements in coordination with the support team at base and coordination level.
Contract Verification & Validation: Review and validate all administrative and operational contracts at the base level (e.g., service providers, suppliers, rental agreements) to ensure alignment with PUI policies and legal standards. Ensure that all contracts are properly documented, filed, and archived in accordance with internal control procedures.
Administrative Oversight of Assets & Insurance: Oversee the administrative management of property rentals, including tracking contract renewals, claims, and lease compliance. Ensure timely renewal and accurate monitoring of insurance policies covering PUI's assets, vehicles, premises, and personnel, in collaboration with the coordination office. Follow up on any incidents or claims related to insured assets and ensure proper documentation is maintained.
Logistics management and monitoring:
Supervises the logistics aspects and activities of his/her base. This involves supervision of the supply chain (monitoring and management of purchases, warehousing, transport, including the last mile) as well as support logistics (monitoring and management of equipment, tools, resources and services that the teams need to properly carry out their work). Finally, he/she implements the necessary actions in relation to the security, safety of people, goods and premises.
Procurement & Authorizations: Review and approve purchase requests, purchase orders, contract agreements, internal and external commitments, store releases, and payment requests for Monguno-based programs and operations, in line with the delegation thresholds assigned by the Country Director. Ensure that all procurement activities at base level fully comply with PUI's internal procedures, donor requirements, and relevant national regulations.
Procurement Planning & Compliance: Collaborate closely with program managers, support department leads, and the Area Coordinator to ensure procurement is aligned with project timelines and budgets. Ensure the supply chain team operates according to approved procurement plans, considers lead times, and engages only pre-qualified suppliers authorized through the Approved Terms of Contract (ATC) or Framework Agreement process.
Warehouse & Inventory Oversight: Supervise warehouse operations in Monguno, ensuring proper stock management and security through: o Monthly and quarterly spot checks.
Regular review and analysis of inventory reports.
Enforcement of safety, hygiene, and storage standards in accordance with PUI logistics procedures.
Asset & Property Management: Oversee the use and maintenance of PUI assets (vehicles, equipment, IT devices), ensuring they are utilized in accordance with PUI's operational protocols. Immediately report any loss, misuse, or damage of PUI assets or supplies to the Field Coordinator or relevant coordination team.
Resource Allocation & Maintenance: Coordinate with program teams and the logistics department to ensure fair and efficient allocation of base-level resources, including vehicles, equipment, and office facilities. Ensure the regular service and upkeep of vehicles and equipment in accordance with PUI's maintenance schedules and standards.
Asset Disposal & Stock Adjustments: Ensure the timely execution and documentation of asset and equipment surveys in collaboration with the logistics team and program leads. Submit asset disposal proposals and stock adjustment plans to the coordination office as per PUI's logistics and finance guidelines.
Inventory & Documentation: Ensure quarterly, semiannual, and annual physical inventories are conducted in Monguno according to schedules set by the Country Supply Chain Coordinator. Guarantee that all resource usage is properly tracked, documented, and reported in accordance with PUI's internal control procedures.
Coordination & Communication: Maintain close working relationships and coordination with the Maiduguri field office and logistics coordination team in Abuja to ensure coherence and support across supply chain operations. Promote transparent and timely communication between Monguno base and coordination offices to support efficient logistics planning and decisionmaking.
Program and grant Management:
Planning & Oversight: Ensure that comprehensive work plans, spending plans, and procurement plans are developed, regularly reviewed, updated, and shared with all relevant departments (technical, logistics, finance, coordination) in a timely manner.
Project Cycle Management: Actively participate in and ensure the regular organization of all Project Cycle Management (PCM) meetings including Project Design Meetings (PDM), Project Opening Meetings (POM), Project Implementation Meetings (PIM), Project Review/Closure Meetings (PCM/PLM). Track progress against project timelines, milestones, and deliverables across sectors.
Program Framework Compliance: Ensure that all PUI projects in Monguno are implemented in alignment with PUI's core programming principles and sectoral standards, in coordination with technical units based in Maiduguri and Abuja. Provide technical and administrative oversight to ensure programs adhere to PUI's Program Framework, donor requirements, and sectorspecific guidelines (Health, Nutrition, Protection, PSS).
Daily Program Management: Provide direct administrative and operational support to sector teams to ensure seamless daily implementation of activities. Work closely with technical and M&E staff to ensure sector-specific monitoring and evaluation plans are in place, implemented, and used for continuous program improvement.
Field Supervision: Conduct regular field visits to monitor project implementation, ensure community engagement, verify the use of inputs/materials, and provide timely feedback to improve quality and accountability
Representation and Coordination:
Field-Level Representation: Represent PUI in Monguno LGA and surrounding areas at all relevant field-level coordination forums, meetings with governmental authorities, community structures, local NGOs, UN agencies, and donor visits. Act as the focal point for all external communications and coordination at the base level, ensuring timely and accurate flow of information between PUI and partners/stakeholders. Provide regular updates and reports on PUI's field activities to relevant agencies, partners, and authorities, in coordination with the Area Coordinator and technical leads.
Stakeholder Engagement: Develop and maintain strong working relationships with key local stakeholders including Local Government Authorities, traditional leaders, host communities, and humanitarian coordination mechanisms to enhance acceptance, access, and the smooth implementation of programs. Foster collaborative relationships with other humanitarian actors (INGOs, LNGOs, UN agencies), ensuring PUI's position as a key and reliable operational partner in Monguno.
Coordination Mechanism Participation: Participate actively in sectoral, inter-agency, and inter-sectoral coordination meetings at the LGA level (Health, Nutrition, WASH, Protection, CCCM, etc.), and ensure that relevant information is shared with the coordination office and internal teams. Support or lead local coordination forums when required, and advocate for principled, needs-based humanitarian response.
Donor & Partner Relations: Coordinate and facilitate donor monitoring visits at field sites, ensuring accurate preparation of documents, field briefings, and smooth logistics. Ensure proper visibility and branding of PUI and its donors across operational sites in line with donor compliance requirements.
Leadership:
Vision & Direction: Provide clear leadership aligned with PUI's humanitarian principles and strategic objectives, ensuring the Monguno base functions efficiently and contributes meaningfully to PUI's overall mission in Nigeria. Consistently communicate the organization's vision and strategic priorities to base staff, ensuring alignment and shared understanding of common goals.
Staff Empowerment & Team Culture: Foster a supportive and inclusive working environment that empowers staff to perform at their best while encouraging innovation, accountability, and learning. Build trust among team members by ensuring transparent decision-making, active listening, and respect for diverse opinions and backgrounds.
Strategic Oversight & Delegation: Develop and guide strategic work plans for the base and oversee progress toward programmatic, operational, and administrative goals in coordination with the Coordination Team. Exercise appropriate delegation of roles and responsibilities to key base staff to enhance efficiency and develop team capacity.
Problem Solving & Conflict Resolution: Promote a collaborative approach to problem-solving and decision-making, engaging heads of departments in identifying challenges and developing solutions. Monitor workplace dynamics and proactively address interpersonal or team conflicts, involving the Field Coordinator or HR where necessary.
Internal Coordination & Communication: Strengthen inter-departmental collaboration by organizing regular, action-oriented coordination meetings and ensuring the implementation of key decisions. Ensure timely communication between the Monguno base and coordination offices in Maiduguri and Abuja, facilitating smooth flow of information, reporting, and decision-making.
Stakeholder Relationships: Maintain professional, respectful, and open relationships with all internal and external stakeholders, including staff, partners, community leaders, and government counterparts, reinforcing PUI's reputation for neutrality, transparency, and accountability.
Humanitarian Safety, Security and Access:
Security Planning & Implementation: Lead the development, regular review, and implementation of the Monguno base Security Management Plan, Risk Assessments, Contingency Plans, and Standard Operating Procedures (SOPs) in coordination with the Logistics Coordinator and Security Manager/Coordinator at the capital level. Ensure onboarding security briefings and contextual safety inductions are delivered to all newly arrived staff, visitors, and consultants immediately upon arrival at the base.
Context Monitoring & Incident Reporting: Monitor the security and access environment in Monguno and surrounding areas on a continuous basis. Ensure all security incidents and access-related challenges are promptly reported and documented, and shared with the Security Coordinator, Field Coordinator, and other relevant stakeholders. Coordinate with local stakeholders, security networks, and community leaders to enhance acceptance and mitigate access constraints in volatile or high-risk areas.
Safety Systems & Facilities Management: Ensure PUI's field office, guesthouses, and operational facilities are secured and meet minimum safety standards (perimeter fencing, guard force, fire prevention, access control). Work with logistics to develop and enforce site-specific compound management and vehicle safety protocols, adapted to the local security context.
Staff Safety & Wellbeing: Promote a culture of staff safety, wellbeing, and gender-sensitive risk management at base level through regular check-ins, psychosocial support referrals, and staff care initiatives. Ensure all staff understand the PUI Health Insurance Policy, including coverage and procedures, and that this is reinforced by the HR/Admin focal points.
Training & Awareness: Facilitate regular safety and security training sessions, including personal security, movement protocols, and emergency preparedness for all field-based staff. Ensure compliance with access and safety protocols, especially for staff operating in high-risk areas or undertaking field missions, including proper mission planning and communication tools.
Requirements
Candidates should possess a B.Sc / M.Sc Degree with 4 - 10 years experience.