Background:
The International Rescue Committee has been working in Somalia since 2006, providing essential services to conflict and disaster affected communities. The IRC has been operational in Central Somalia (Mudug and Galgadud regions), Puntland and Mogadishu implementing interventions in the areas of livelihood, WASH and health reaching out to more than 200,000 conflict and drought affected people.
Summary of Responsibilities:
Under direct supervision of Deputy Director of Operations, the Field Manager will play a pivotal role in managing the IRC Dhusamareeb field office. The position holder will ensure quality office administration, security management, managing field trips of the program staff and maintain close working relationship with relevant authority and other actors such as INGOs and UN agencies. The position will contribute to program assessments undertaken by IRC in Galgaduud region from time to time, monitor humanitarian and security trends and represent the IRC in relevant coordination forums.
Key parameters for success for the role include- flexibility, pro-activeness and problem solving, facilitating team work, cost effectiveness and seeking and providing clarity to program and operations teams.
Specific responsibilities
A. Operations
- Work with the field team and the senior management team for IRC Somalia in achievement of the country program strategic plan and priorities identified therein.
- Ensure compliance of all IRC policies. Orient and train the supply chain staff at Dhusamareeb office site and ensure all activities are implemented in line with the IRC supply chain guidelines and policies.
- Line manage about 5 staff and provide quality overview HR management support to all staff in the office- ensuring that recruitment, orientation, staff management issues are dealt with in line with the IRC organisational policies and guidelines. Make sure that documentation for all HR management issues are in place. Work closely with the HR team at the Nairobi office in performance of various HR functions
- Encourage and participate in staff development initiatives for the office.
- Provide close oversight to the operations component of the program including management of the vehicles, logistics and procurement of materials, store management and IT functions
- Ensure that staff prepare monthly and weekly travel plans and coordinate efficient movement ensuring adequate security
- Ensure efficient visitor management to the Dhusamareeb office including booking of hotels, airstrip pick up, security and organizing external meetings.
- Follow up timely procurement of office supplies and monitor reconciliation of office supplies with the warehouse report from logistics
- Liaise with finance staff to ensure support to both programs and operations teams in the field office.
- Ensure program staff receive adequate and timely operational and financial support
- Ensure adequate support and communication to operation staff in the office and community stakeholders to prevent any form of misunderstanding that could negatively impact the planned operations of the IRC in the supported communities.
- Work closely with the Deputy Director of Operations to review and analyse systems and procedures to ensure effective and efficient delivery of support functions.
- Provide a key in-field oversight role ensuring that mandatory checks are carried out, and analyse, and detect any potential sources of financial/material risk in IRCs operations. Take mitigative actions against the identified risks.
- Build a strong team at Dhusamareeb by working with the staff at Dhusamareeb office as well as taking advantage of any team building efforts underway at the country level.
- Prepare monthly reports on activities of the office highlighting achievements, areas of support needed and Projects priorities.
- Review and provide guidance in the development and maintenance of an operational budget for the field office which fully reflects the changing needs of the office. Work with Grants and finance teams in Nairobi and field office staff to ensure that these needs are met in present and future budgeting activities.
- Review operational support staffing structure on a quarterly basis and submit your recommendation to the Deputy Director of Operations for action.
- Enforce discipline among staff and ensure proper documentation and compliance with IRC policies and procedures.
- Enforce compliance with IRC logistics, finance and administration policies and procedures. This includes but not limited to organizing at least three sessions per year to orient and update staff on policies and procedures.
- Promote team work and instill a good working environment in the field office.
- Enforce discipline among staff and ensure proper documentation and compliance with IRC policies and procedures
B. Programs
- Facilitate a good working relationship between the Sector coordinators/ managers for different sectors and respective program teams at the field office.
- Line manage the Program Manager/Officer for the Dhusamareeb office (to whom the field program team leads report) and ensure that strong and facilitative linkages are built with sector coordinators.
- Work closely with the Deputy Director for Programs for Somalia, Finance and Grants team members in ensuring that all planned activities are implemented at the field site and any concerns/ risks are addressed
- Ensure that the budget spending rates are in line with project work plans and the program and supply chain staff plan and submit PRs, work-plans and other necessary documentation in good time.
- Actively seek input from program personnel on how systems and support functions can be improved with program results in mind.
- Ensure adequate support and communication to program staff in the field locations for them to be updated on all relevant changes to policies
- Monitor the work-plans of each program and raise over-laps or operational constraints
- Help with and encourage program planning. Participate in Grant opening and closing meetings as well as grant mid-point review meetings
- Provide guidance to program staff on implementation of projects including regular field visits.
- Take lead in IRC program expansion plan and identification of new areas of intervention depending on fund availability and donor interest.
- Make sure that clan diversity and fair and equal distribution of IRC resources to different communities and that target locations are selected on the basis of need.
C. Staff Safety and Security Management
- Act as the security focal point for the Dhusamareeb field office and communicate issues promptly as they are observed for necessary guidance and support from the Deputy Director of Operations and Country Director.
- Ensure development and implementation of the standard operations procedures for the office and train staff on the same
- Complete incident report forms as necessary and encourage all staff to fill in the form should there be any security incident that he/she is aware of.
- Review safety and security issues at field sites, compiling recommendations for Deputy Director of Operations and Security coordinator.
- Communicate changes in the security situation to the Deputy Director of Operations, Security Coordinator and CD in a timely manner.
- Provide weekly security updates to the Deputy Director of Operations and Security Coordinator highlighting impact on IRC’s work and remedial actions.
- Recommend and implement security enhancement measures for IRC Dhusamareeb Office/Guest house compound.
- Monitor security/ political development in the region and its surroundings and inform Deputy Director of Operations on weekly basis about any security changes in the areas of operation.
- Brief all visitors proper security and safety procedures in a timely fashion upon arrival and are briefed on specific site security before departure on field trips.
- Together with the Security Coordinator, identify security and training needs of the field team and ensure that staff attend necessary trainings.
- Responsible for ensuring that Security Guidelines are in place and implemented and adhered to by the field staff.
- Responsible for maintaining continuing awareness of prevailing local security conditions, identifying probable threats and risks and advice program managers/coordinators and staff on all security related matters.
- Conduct regular security and risk assessments, security management reviews and brief national and international staff on changes in security situation, security policy and security operational guidelines.
- In crisis, is responsible and authorized to re-assess security strategies and increase security levels without prior consultation.
- Inform the Country Director (CD) or DDO and Security Coordinator of any security alert, incidents, any changes in the region and its surroundings.
D. External representation and networking
- Represent the IRC to local government authorities and line ministries, donors, visitors, and partners
- Act as the focal point for the IRC office Dhusamareeb of Galgaddud region.
- Coordinate closely with the community leaders at various locations in Galgaduud region and make sure to establish good working relationship with them
- Work with the program team to identify potential partners- local NGOs, INGOs, private partners and local authorities
- Build relationships with the local Administration and Line Ministries and stay abreast of ongoing Administrative processes that impact IRC Programs
- Attend meetings organized by consortium, inter-agencies, UN and local authorities on behalf of IRC.
Qualifications
- At least 5-7 years of relevant experience working with a I/NGO in Somalia in a field office leadership role
- Exposure and experience in various operations, finance, security and HR/ Admin systems and processes of international organizations
- Strong skill set around organizing, operational management, representation and supervising staff
- Ability to manage demanding workload and creative approach to problem solving
- Excellent computer skills, especially word, internet, excel and power point
- Skills in English and Somali- both speaking & writing
- Ability and willingness to work and travel within Galgaduud region.
- University Degree/ in the areas of social studies/ sciences and Business Administration.
HOW TO APPLY:
Full description of this position and application details can be viewed through our websitewww.rescue.org/careers.
Applications should be received on or before 28th January 2016
International Allowances are not available for this position
