1: Overall management of the support activities of the Lietchor 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 Lietchor 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 Lietchor 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 Lietchor Base in case of breakdown of chain of command.
Be the focal point for security management in Lietchor Base, supervising the Base Logistician;
Directly manage security incidents and reporting in Lietchor Base under the supervision of Field Coordinator
3: Participate in the continuous strategic analysis of the security/safety and humanitarian context in Gambella
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 Lietchor/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 Lietchor Base;
Maintain and develop networks and sources for security context analysis;
Participate in the preparation weekly Lietchor 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.
4: Representation of ACF and liaison with Regional authorities in Lietchor, UN, NGOs at field and regional level as delegated by the field coordinator
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 Lietchor 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 Lietchor 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 NingNyang/Lietchor base to Field coordinator following the set delivery schedule.
Job Requirement
Qualifications:
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.
Skills Required:
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.