Save the Children is an organization for talented people with different backgrounds and perspectives. We are proud that our people are representative of the children we work with and we thrive on our diversity. We are an equal opportunity organization dedicated to our core values of Accountability, Ambition, Collaboration, Creativity and Integrity. Our culture is embedded in these values, along with a strong commitment to our Child Safeguarding Protocol, ensuring that all representatives of Save the Children demonstrate the highest standards of behaviour towards children both in their private and professional lives.
Save the Children offers sound employment conditions with opportunities for personal growth and development. If you are interested to work in an organization that is determined to achieve dramatic change for the most vulnerable children, we encourage you to look through the job profile below.
Job Title | Satellite Office Operations Manager |
Code | 0032 |
Place of Work | Assosa |
Programme/Unit | Humanitarian |
Monthly Salary in ETB | As per the organization scale |
No. of Positions | 1 |
Length of Contract | Up to August 31,2017 |
JOB Summary
Under the overall direction of Assosa Field Office Manager (FOM), the Satellite Office Operations Manager will be responsible to coordinate and oversee the overall Child Protection and ECCD programs and ensure the day to day operation of the program. She/he will be responsible to play a liaison role between camp based staffs and FOM and CO sectors technical staffs in the areas of program implementation, budget management and utilization, periodic reporting, material procurement, staff recruitment and supervision. The incumbent will also facilitate staff capacity building and give technical support to program officers and assistants on the basis of identified technical gaps. She/he will represent Save the Children in camp coordination forums and/or zonal or regional level meetings where necessary. The position holder will ensure that all aspects of Save the Children’s child safeguarding, Safety and Security policies are implemented across his/her respective field office.
KEY AREAS OF ACCOUNTABILITY:
Programme Development and Implementation
With the support and guidance of FOM, hold overall responsibility for the development and implementation of all aspects of the project in the area of responsibility
Responsible in implementation of the child protection and emergency education in the camp through designing of effective operation plan
Ensure that SCI’s interventions in the refugee camp are implemented to a high quality and effectively coordinated and managed.
Participate in training of community members, teachers, community workers, and youth groups on prevention and mainstreaming the programs
Ensure that all vulnerable, separated, unaccompanied and orphaned children are protected and integrated in school, child and youth focus activities
Contribute to the design and development of the new projects, preparation of strategic documents, concept papers and proposals, and organize midterm plan review and evaluation meetings to examine constraints related to program and management areas for improvement
Promote the sharing of best practices and of ideas between thematic units
Strengthen all areas of Save the Children’s response by providing management support and mentoring to camp staff within the humanitarian response.
Coordinate with program staffs to prepare implementation plan and monthly activity plan on the basis of project proposal and or program documents.
Staff Management
Ensure and manage appropriate staffing within area of responsibility, supervised activities of staff, conducted regular staff performance appraisal,
Ensure all direct reporting team have accurate and up –to- date JD
Sets standard and agreed performance objectives for all direct reports
Conducts at least 6 One-to-one on monitoring meeting, midterm performance review, end line performance evaluation in a year submits to HR and have documents as evidence
Ensure all new recruited staff gets Fraud, SS and Child safeguarding training and monitor the progress
Ensure staff submit accurate time sheet on monthly basis on time
Created a positive work environment within the team, and ensured management of staff welfare issues
Engage in the recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff
Incorporate staff development strategies and Performance Management Systems into team building process. Establish result based system and follow up
Manage the performance of all staff in the program operations work area through: Effective use of the Performance Management System including the establishment of clear, measureable objectives, on-going feedback, periodic reviews and fair and unbiased evaluations;
Coaching, mentoring and other developmental opportunities;
Recognition and rewards for outstanding performance;
Effective and timely management of poor performance
Documentation of performance that is less than satisfactory, with appropriate performance improvements / work plans
Coordination
Work towards increasing networking, partnership and collaborations with all partners and community structures so as to make a difference on the life of the target groups
Attended different interagency coordination meetings by representing Save the Children
Build good rapport with government and non-government partners and facilitate spaces for further engagement at save the children and partners levels
Coordinate, supervise/monitor child protection related program activities and responses in coordination with partners
Closely work with technical staffs outside of the field office to provide the necessary technical support, training and coaching of program staffs for quality programming.
In collaboration with Logistics department provide the necessary supports, facilities and equipment for program staffs for quality program implementation
Provide managerial support to all team members, including community volunteers
Closely work with other IPs specially, ARRA and UNHCR and refugee leaders for smooth implementations of SCI programs in the camp
Monitoring
Conduct regular follow-up and monitoring of the Child protection and ECCD projects to ensure proper and efficient implementation based on well-designed Monitoring, Evaluation, Accountability and Learning (MEAL) plan
Monitor the implementation of grant budgets ensuring that corrective actions are taken as necessary
In collaboration with M&E program staffs and technical staffs, develop program monitoring tools, baseline data and reporting formats.
Monitor and follow up program implementation status.
Follow up and supervise program staffs to see if they are working as per the plan, and make and take the necessary measures and give feedback to improve staff performance.
Approve and check payments, purchase requests, annual leaves, checking effective management and use of properties including the use office vehicle
Reporting
Produced high quality, analytical reports and submitted to the Save the Children, United Nations High Commissioner for Refugees (UNHCR), and Administration for Refugee and Returnee Affairs (ARRA).
Give the necessary support to program staffs to prepare and submit weekly update, monthly program report and quarterly report
Budget Holding Responsibilities
Take full responsibility for the delegated budget holding function on the programmatic aspects of the supervised grants, participate actively in finance meetings and contribute to financial decision making
Ensure that budget accurately reflects anticipated costs of planned work at all times.
Ensure budget is entered into Agresso (Financial Management System) mapped to the budget coding (account, Cost centre, Projects, DRC and DEA) within ONE month of the award being activated.
Ensure the financial records relating to budget/s are accurate and in line with policies and procedures set out in the Finance Manual.
Ensure expenditure is authorized in accordance with the budget authorization procedures within the scheme of delegation (SoD)
Monitor, analyse and report significant variances between budget and actual expenditure.
Ensure regular monitoring and monthly reporting on all grant’s management aspects: phased budget and actual expenses analysis, work-plan progress and updating, procurement plan revision, data collection and analysis
Prepare reports on financial performance of award as required either by donors or other, internal demands.
Ensure to get prior approval from the Member (and/or donor) for incurring costs on any individual budget line which are more than budget line flexibility as per Fund Summary and review with Awards Unit for variations 10% above the costs budgeted for that line item.
In collaboration with finance staff prepares annual budget based on agreed project proposal and ensures compliance with donor and organization requirements;
Ensures appropriate utilization of fund codes for charging budget expenditures, monitoring, informing and timely decision of over & under burn rate
Monitor monthly budget burn rates and make adjustments, budget revisions’ as required.
Ensure the submission of timely financial reports to Assosa Field Office.
Ensure the submission of monthly cash forecast to Assosa Field Office.
Child Safeguarding focal Person Responsibilities
Ensure all staff, partners and any representatives of Save the Children are aware of the child safeguarding policy, hub office risk assessment is conducted and mitigation plans are addressed, local procedure is established and all raised concern appropriately responded, and attend Hub and country office focal point meetings.
Comply with all relevant Save the Children policies and procedures with respect to Child Safeguarding, Child Protection policy, Code of Contact, and Fraud and Dishonest policy, Gender, Diversity and non discrimination, health and safety, equal opportunities and other relevant policies.
Safety & Security focal person Responsibilities
Serve as the security focal point for the field office and sub offices and provide regular updates and analysis to Assosa Filed Office.
Ensure security briefs are provided to all staff members within the camp, monitor and advice on real time security situations and challenges, ensuring security guidelines are followed.
Ensure security incidents are timely reported and follow up actions undertaken.
Collect and manage security information for SCI, including contact information and Office/residence locations.
Develop and standardize “good practice” checklists for priority threats and share relevant security resources.
Facilitate Security briefings
Help to ensure that all new SCI staff is conversant with relevant security protocols
Detect and analyse changes to local security environment
Monitor security equipment to ensure proper functioning (e.g. fire extinguishers, first-aid kits, etc.),
Provide immediate support and co-ordination during and after a security incident involving the MFI and MFI staff
Report security incident to appropriate parties as per the policy,
Ensure every member of staff takes on-line/offline security training wherever possible,
Minimum 5 (managerial) years working experience with NGOs especially in emergencies.
Good understanding of program, financial, and operational management processes
Good understanding of monitoring and Evaluation systems
Good command in written and spoken English.
Good human relation skills.
Basic skills in computer applications
Respect of Save the Children Internationals’ rules ,policies and Code of Conduct
Willingness to work under pressure and extra hours
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