Satellite Office Manager Re-Advert

Background of IRC:

The International Rescue Committee (IRC) helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities that support them, as well as with those who remain within their homes and communities. At-work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. IRC leads the wayfrom harm to home. Began work in Ethiopia, 1999 in response to severe drought that happened in Ethiopias Somali region. Currently, providing assistance in ten different regions implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), womens protection and empowerment, education, child protection, and multi-sectoral emergency response.

Job Overview/Summary:

Under the direct supervision of Shire based Field Coordinator, the Satellite Office Manager is responsible for the overall coordination and management of all IRC programs and operations in Sheraro and Hitsats Satellite Offices. The Satellite Office Manager provides support to Satellite Office-based staff and responsible for overseeing staff management, communication & reporting management, grant management, safety, and security risk managements; and plays a representation role on different meetings and forums conducted in the areas. The Satellite Office Manager ensures the compliance of the field office operation and programs to be as per the IRC, donor and government procedures, rules, and regulations; assist the assessment of program quality and effectiveness and providing guidance and support to staff in Sheraro & Hitsats Satellite offices. He/she also work closely with key donors, key government parties, other INGO & local NGOs and establish good working relationships and partnership with all stakeholders.

Major responsibilities include:

Supply chain

Ensure that the Supply chain team works with procurement plans, lead time and authorized with ATC for suppliers.

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.

In collaboration with the supply chain team and program managers, ensure planned and equitable allocation of IRC resources (facilities, equipment, vehicles) is in place.

Ensure that supply chain team regularly maintains the IRC property like vehicles, and other equipment as per the IRC operations and maintenance protocols.

Make sure good work relationships are maintained between the satellite office, field office and Addis SC team.

Closely monitor satellite office program team and operation team for timely action for PR Audit Log report and related action points.

Human Resource Management

Making sure that IRC staff personnel policy, the IRC WAY (professional code of conduct) and all other organizational policies are respected and practiced properly in the satellite offices in close collaboration with the concerned body and make sure that sound decision is made on breaches and appropriate measures are taken in timely manner.

Manage the satellite offices-based staff and ensure that staff performance management process/PMP (objectives setting, midterm evaluation and final evaluation) are done timely following the right PMP guideline procedures.

Check if staff are aware of how to raise concerns and has clear understanding about the IRC professional code of conduct, IRC zero tolerance policies, IRC mission, strategic action plans; their roles, responsibilities, and refresh them regularly.

Maintain system and IRC best practices 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 field-based staff under the sub office are onboard in a timely manner by applying standard procedures for staff recruitment and providing necessary support for the recruitment team in Addis and in the field office in this regard.

Provide regular counseling and support in resolution of employee workplace conflict and propose and/or take corrective measures within IRCs personnel policies as necessary.

Authorize staff in the mandated field when travelling out of their duty stations for IRC business as per the IRC personnel policy, procedures, and guidelines.

Make sure that staff and client responsive and reporting mechanizes for any concerns and complains are established and are addressed in proper manner

Conduct a regular 1 to 1 meeting with satellite office team and discuss on priorities, challenges and share the discussion minutes for the Fdc and technical supervisors based in Addis and make sure the 1 to 1 discussion conducted between the supervisor and direct report in the department at the satellite office level.

Conduct regular management meetings at Satellite Office level, put action points, share the minute to the Fdc and relevant bodies and closely monitor the implementation of agreed action points.

Coordinate with FO HR/Admin department and follow timely completion of new staff orientation and mandatory trainings related to gender equality, safeguarding, PSEA, ASH, Fraud Prevention and Safety and Security.

Financial management

Follow up the timely submission of cash projection by respective program and support sector representatives, field or project staffs payment sheet, suppliers payment, contractors payment, construction labor cost and daily laborers sheet, etc., for timely action by the field office finance department.

Facilitate and coordinate BVA review with program and operation teams at satellite office level and share the feedback on the 20^th of every month.

Involve on different budget analysis exercises for the satellite office grants whenever requested by the FO.

Program and grant Management:

Actively take part in the project cycle meetings (PDM, POM, PIM, and PCM & PLM) are conducted on a regular basis for each project.

Support the Integra deployment including item forecast preparation.

In coordination with FO & Addis TUs, ensure that all the IRC projects are implemented in accordance with the IRC Program Framework and support that implementation follows the core programming principles.

Provide administrative support and oversee the program implementation on a daily basis; assist staff to implement sector specific monitoring and evaluation plans.

Provide administrative, operational, and logistical assistance to all programs team to ensure planned trainings, workshops and awareness raising events are conducted as required.

Provide input on operational, administrative, and human resource needs during proposal design and program development.

Assist and follow up program staff to ensure clients and key stakeholders are involved in the design, implementation, Monitoring, and evaluation of all IRC programs.

Follow and monitor the program material supply at site are properly used per the intended purpose by program staff and conduct regular field visit.

Play the budget holder role for all grants managed under the Satellite Offices and follow up and support the program and operation managers to properly manage their budget within the timeline and oversee the project are smoothly implemented as per the initial project log frame, schedule budget and the required indicators are met.

Oversee that the program staff to ensure client communities are involved in the design, implementation, Monitoring and evaluation of all IRC programs and program deliverables are achieved with best use of resource and compliance.

Ensure timely submission of field level mandatory reports (sector reports, management, donor, and government reports).

Frequently do field monitoring visits and provide feedback with key action points and make close follow up on action points.

Make sure all the reports (internal and external) are developed accurately and submitted on or before their due dates.

Representation and Coordination:

Represent IRC from duty station at the mandated field office or project office (s). The tasks include serve as focal person for any information shared with or received from field level agencies and surrounding community representatives; prepare and report required updates and regular reports on all IRC activities to agencies and donor (s); assist the field office in facilitating donor monitoring visits.

Actively pursue good coordination and working relationships with relevant actors, government (ChSA, local administration), Donor, UN agencies and implementing local and international partners (IPs), and host/local community representatives and informal leaders.

Participate at field level inter-agency meetings; facilitate regular meetings with field leaders, field level IPs, local authorities, and other community-based associations as necessary to foster goodwill and support for all program activities.

Maintain office records and disseminate information and correspondence from field office to all operation and program staff in the field and vice-versa.

Play the coordination role between the field office program and operation departments, between the satellite office and externals at the district and woreda level.

Establish smooth and effective communication with key stakeholders in the region and make sure the proper information management in the field office.

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 operational zones and woredas.

Actively participate in the FO monthly management meeting and work on the agreed action points.

Humanitarian Safety and Security risk management

Update the field office safety and security risk management plan by involving the concerned bodies, provide on arrival safety and security briefing for newly hired staff, travelers, and visitors; facilitate safety and security related trainings for the staff under the satellite office and work on the implementation of the plan.

Monitor security/safety situation in the designated field office context, and ensure incidents are reported to the SS officer, SSC, Fdc, DO and CD as needed for further analysis and planning and implementation of safety and security mitigation measures.

Ensure the Security management plan, Security Risk assessment Analyses, Standard operation procedures and Contingency Plans are developed, updated timely and used properly.

Support the SS team in developing /adapting standard local context specific vehicle safety policies and assure that they are consistently implemented in collaboration with field logistics focal person.

Conduct regular discussions with key staff to identify and determine approaches to address staff wellness, gender equality and make sure the working environment are safe and comfortable.

Ensure all field-based staff understand IRC Ethiopia Health and Insurance Policy and utilize insurance provisions in collaboration with field Admin/HR person.

Assess, design, and implement different ways of improving IRC field or project office environment in consultation with the field staff and field office. Adapt and develop site specific IRC compound management protocols.

Leadership

Provides a clear sense of direction, leads by example, and demonstrates the ability to carry out the organizations vision; assists others to realize and develop their potential.

Empowering others & building trust by creating an atmosphere of trust and an enabling environment where staff can do their best and develop their potential.

Work strategically to realize the Organizations goals and communicates a clear strategic direction of the Satellite Office.

Encourage key staff to participate in problem solving and, in the decision, making process. Monitor and address work related conflicts in consultation with the field coordinator and other concerned bodies.

Exercise reasonable level of delegation of roles to key staff.

Maintain a system to strengthen inter-departmental collaboration by facilitating action-oriented sector specific and regular staff meetings.

Preserve close, open, and professional relationships with all staff and stakeholders.

• MA/MSc/BA/BSc in Development Fields, Management, Sociology, and Public Administration or related field of studies.
• 3 years for MA/MSc holders and 4 years of experience for BA/BSc holders in Management in international NGOs preferably in satellite offices.
• Demonstrated ability and experience in working in an emergency and post emergency/recovery program.
• 3+ years of experience in satellite office management or camp management.

Skills required:

• Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time.
• Strong analytic problem-solving skills
• Ability to work both independently and in a dynamic, cross-functional global team structure.
• Highly proficient in Microsoft Office suite
• Demonstrated ability to work effectively with stakeholders at all levels.
• Excellent verbal and written communication skills.
• Ability to manage and work through change in a proactive and positive manner.

Language Skills:

• Fluency (written and spoken) in English