1: Overall management of the support activities of the Pugnido programs as delegated by the field coordinator or in the absence of the Field Coordinator
Project Support
· Support PMs in human resource and general management issues, budget follow-up and forecast, partner relations, external and internal communication;
·Coordinate closely with the Gambella finance, HR and logistics managers ensuring good lines of communication between supports and program departments;
· Support the PMs to ensure that sound budget management practices are followed and all reporting practices are in line with donor requirements; review practices on a regular basis;
Make sure there is a regular coordination meeting in order to guarantee the good coordination between support and program departments.
Support department’s supervision:
· Ensure logistics, Human Resources and administrative reports from Base Logistician and Base Administrator are sent to Gambella on time;
· Supervise implementation of logistics and administrative procedures for Pugnido and channel from/to capital logistics, finance and HR;
· Ensure the accounts are closed on time and sent to Gambella finance: check the account books and invoices, and transmit them to the Gambella finance according to schedule;
· Compile monthly forecast from all departments and submit to Gambella;
· Supervise cash request forms are sent on time to Gambella;
· Participate in the recruitment of new staffs and their induction. Perform annual evaluation for staffs under direct line management. Make sure an annual training plan is followed up;
· Anticipate and assess the human resources needs of support functions under the base and participate in workforce planning;
· Make sure the management of employees’ benefits, and payroll as well as the maintenance and protection of employee records at the Base is properly managed
· In collaboration with the Gambella HR Officer ensure that ACF’s Internal Regulation, Convention on social Benefits and working conditions and other policies are properly implemented and adhered to at all times;
· Make sure all projects are following the Supply Plan before proceeding with purchases and orders.
2: Participate in the overall management of the security of the Pugnido or Base and support of the Field Coordinator. Replace the field coordinator in his/her absence
· Take the lead and direct action for security management/ incident management in Pugnido Base in case of breakdown of chain of command.
· Be the focal point for security management in Pugnido Base, supervising the Base Logistician;
· Directly manage security incidents and reporting in Pugniod Base under the supervision of Field Coordinator.
· Advise the field coordinator in strategic programming with regards to impact of security on program activities;
· Analyze the Base humanitarian context using all available sources in collaboration with Program Departments and contribute to timely alerting on humanitarian emergencies;
· Contribute to the humanitarian context section of the mission Sitrep for Pugnido/Gambella Base;
· Participate in the analyses the Base security context using all available sources;
· Alert the field coordinator pro-actively on imminent risks and threats and suggest plan of action/ impact on operations in Pugnido Base;
· Maintain and develop networks and sources for security context analysis;
· Participate in the preparation weekly Pugnido Base security situation reports (meteo) compiling the base input from Base Logistician;
· Participate in meetings related to security at field level and at Base level, the latter in rotation with the country management team in Addis;
· Participates in the updates of the local security plan.
· Participate in humanitarian coordination meetings at field level
· Participate in the negotiations and represent ACF with the following authorities BOFED, DPPB, ENCU, RWB, RHB especially for project agreement, extension, etc. at Pugnido level;
· Collaborate with the Field Coordinator, PM and Liaison Advisor in Addis in order to ensure timely production and submission of reports to local authorities at field level;
· Monitor and supervise the general management of partnership relations; ensure smooth and fruitful communication with partners and all relevant actors; ensure support and assistance is available to partners in line with needs and requests.
· Participate in coordination meetings with partners at Pugnido level, ensuring collaboration and maintenance of good working relationships.
5: Team Management as delegated by the field coordinator
· Directly line manage Base Logistician, Base Administrator and Base HR;
· Ensure positive team spirit and intervene/ mediate in case of disputes;
· Ensure regular and timely appraisals;
· Ensure proper break planning and gap coverage for expatriates.
6: Reporting and communication as delegated by the field coordinator
· Chair, review and validate the weekly base coordination meeting report and send it to Gambella in a timely manner;
· Provide regular updates and reports to the Field Coordinator;
· Ensure good internal communication practices are in place (team meetings, reporting procedures…);
· Consolidate and forward weekly situation reports from Pugnido base to Field coordinator following the set delivery schedule.
Educational Qualifications and Skills Required:
· Educational/Professional Background: Bachelor’s degree in humanitarian related field and five years of experience in managing operations and programs. Experience in International NGO’s and in Emergency programs is advantageous.
Required competences & skills: Computer literate in Word, Excel and Outlook and Microsoft Office package, written and spoken English, good relational and diplomatic qualities, analytical capacity, capacity to organize work and supervise a team, experience in problems linked with emergency response, willingness to communicate with people; good team spirit; willingness to work and live in a difficult operating environment, writing and speaking of the local language/and English Language is mandatory.
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