Field Manager Readvertisement

Background

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. IRC has been working in Ethiopia since 1999 and is implementing integrated, community-managed programs aimed at improving the quality of lives and recovery of livelihood of the disaster-affected population’s through promoting individual participation, strengthening institutions, and emergency response.

Summary statement of work and responsibilities:

Under the direct supervision of Adama based Field Coordinator, the Field Manger is in charge of the overall coordination and management of IRC programs and operations in East Hararghe Zone, and surrounding areas. Provides supports to field based staff and responsible for operations and program management, communication, representation, reporting, staff and asset safety. Ensures operations are in compliance with the IRC, donor and government policies and requirements procedures,

Detailed responsibilities and tasks:

Operation: Supply Chain

• Approve the purchase request purchase orders, contract agreements, internal and external commitments, store releases and payments up to the delegated authorization threshold and dedicated projects
• Ensure procurement system follows protocols, SOPs, rules and regulations. This involves effective communication and working relations with technical managers, and others involved so as to facilitate timely procurements and payments based on procurement plans, lead time and with ATC authorized suppliers.
• Regularly follow-up warehouse/store management by using warehouse monitoring tools like conducting regular spot checks; reviewing of warehouse inventory reports.
• Control IRC supplies and assets, and report to Field or country office regarding any misuse, theft or damage to IRC properties as soon as possible.
• Ensures planned and fair allocation of IRC resources (facilities, equipment, vehicles) is in placed
• Quarter, semiannual and annual inventories were conduced as per the schedule. Ensure properties, assets, and other equipment are maintained as per the operations and maintenance protocols.

Human Resource Management

• IRC staff personnel policy, and IRC WAY are respected and practiced properly. Ensure that sound decision is made on breaches and appropriate measures are taken in timely manner.
• Lead field based sector staff and ensure that staff performance management process/PMP (objectives setting, midterm evaluation and final evaluation) are done timely following the right PMP guide line procedures.
• Cheek if staff have clear understanding about the IRC professional code of conducts, IRC policies, IRC mission, strategic action plans; their roles, responsibilities, and refresh them regularly.
• Maintain system and IRC standard methodologies for regular staff performance evaluation, and assist the office in developing a framework for staff career development (coaching and training) at least twice per year
• Ensure staff are deployed in a timely manner by applying standard procedures for staff recruitment and providing supports for the recruitment team in Adama and Addis.
• Provide regular counseling and support in resolution of employee work place challenges and Propose and/or take corrective measures within IRC’s personnel policies.
• Authorize staff when travelling out of their duty stations for IRC business as per the IRC personnel policy, procedures and guidelines.
• Staff and client responsive and reporting mechanizes for any concerns and complains are established, and are addressed in proper manner

Financial management

• Ensure appropriate cash management system is implemented in satellite offices. This includes cash transfer, payment system and proper handling of petty cash and cash in office mechanisms, bank account management and risk management related to cash.
• Follow up the timely cash projection by respective program and support sector leads. Follow-up Staff, supplier, contractor, and labor cost and daily laborers’ payment sheet, etc are timely actioned
• Approve all payments (procurement, travel disbursements, staffs’ incentive, and other payments per the approval threshold level.
• Verify/review all payments beyond the authority level
• Review and ensure field based financial reports are accurate and meet IRC and donor reporting requirements.
• Coordinate and facilitate BVA review within the team and Field/country office and share the feedbacks.

Program and grant Management:

• Work plan, spending plan and procurement plans prepared, reviewed and shared to the concerned body on time.
• Facilitate project cycle meetings (PDM, POM, PIM, and PCM & PLM) are conducted in regular bases for each project.
• In coordination with Adama & Addis TUs, ensure that all the IRC projects are implemented in accordance with IRC Program Framework and support that implementation follows the core programming principles.
• Provide administrative, operational and logistical assistance to all programs team to ensure planned trainings, workshops and awareness raising events are conducted.
• Provide input on operational, administrative and human resource needs during proposal design and program development.
• Assist and follow-up clients and key other partners are taking part at different stages of project cycles
• Follow program material supply at site are properly used per the intended purpose and conduct regular filed visit.
• Play the budget holder role for all grants handled under the satellite office and follow up and support the managers/officers to run their budget within the timeline and the projects are smoothly implemented as per the initial project log frame, schedule budget and the required indicators are met.
• Make sure all the reports (internal and externals) are developed accurately and submitted on or before their due dates.

Representation and Coordination:

• Represent IRC on different forms in the area. Participate at Zonal/regional and filed level inter-agency meetings; facilitate regular meetings-The tasks include serve as focal person for any information shared with or received from agencies and surrounding community representatives; prepare and report required updates and regular reports on all IRC activities to agencies and donor (s); assist in facilitating donor monitoring visit
• Actively pursue good coordination and working relationships with relevant actors, government Donor, UN agencies and implementing local and international partners (IPs), and host/local community representatives and informal leaders
• Maintain office records and, disseminate information and correspondence from field office, IRC Addis, IPs, donors to all operation and program staff in the camps and vice-versa.
• Play the coordination role between and among program and operation departments, field and the country office
• Establish smooth and effective communication with key partners
• Make sure that the IRC good reputation is developed with quality work in all aspects and the organization developed good relationship and acceptance in the region.

Safety and Security

• Assist SRA and SMP development, ensure SOPs and CPs are implemented, provide on arrival briefing for new staff, travelers and visitors; facilitate related trainings for the staff
• Supervise security/safety situation, ensure incidents are reported on time
• Conduct regular review of duty of care and make sure the working environment are safe and comfortable. Assess, design and implement different ways of improving project office environment. Adapt and develop site specific IRC compound management protocols.
• Ensure all staff understand IRC Ethiopia Health and Insurance Policy

Leadership

• Provides a clear sense of direction, and demonstrates the ability to carry out the vision; assists others to realize and live by
• Develop others & building trust by creating an atmosphere of trust and an enabling environment where staff can discharge their best and develop their potential.
• Work strategically to realize the Organization’s goals and communicates a clear strategic direction of the field office.
• Encourage key staff to participate in problem solving, decision making process. Supervise and address work related misunderstanding in consultation with other concerned bodies.
• Exercise reasonable level of delegation of roles to key staffs.
• Maintain a system to strengthen inter-departmental coordination by facilitating sector specific and regular staff meetings.
• Preserve close, open and professional relationships with all staff and partners.

Key working relationships:

• The Field Manager will directly report to the Field Coordinator, and works in collaboration with fellow IRC program managers, and field level support sector heads and other partners.