Senior Area Manager at International Rescue Committee (IRC)

Reference No.: req12309
Location: Monguno, Borno  Application Link

Location: Damaturu, Yobe  Application Link
Sector: Operations
Employment Category: Fixed Term
Employment Type: Full-Time
Open to Expatriates: No

Scope of Work

• Under the supervision of the Deputy Director Field Management, and through delegation of the Country Director, the Area Manager has the overall responsibility for the timely implementation and operational direction of IRC’s projects/programs in his/her geographical area of intervention.
• The Area Manager is responsible for promoting programme integration while acting as a conduit and focal point for coordination as the senior representative of IRC in the area.
• The Area Manager is responsible for monitoring the humanitarian context to ensure programing is relevant and responsive to priority humanitarian needs. The Area Manager is also responsible for representing IRC externally at the field level, including in coordination for a, with other agencies, UN, State and LGA level government authorities and religious and traditional leaders for providing the direct link in communications between the Field Team and the Country Leadership Group and SMT in a timely manner.
• The Area Manager is responsible for providing security management of his/her geographical area and ensures all safety and security measures, including contingency plans and standard operating procedures are in place and update regularly in consultation with the Safety and Security Coordinator.

Responsibilities
Ensure the Safety and Security of IRC’s Assets, Property and Staff:

• Ensure that the field security management plan (FSMP) and safety risk assessment (SRA) for his/her geographical area of intervention are up-to-date, and all staff understand and adhere to all policies relating to safety and security
• Ensure that all field staff and all visitors receive security briefing within an hour of arrival and he/she is responsible for the implementation of all security protocols on health, safety and wellbeing of all staff and visitors with support from the Safety and Security Coordinator
• Chair the monthly security focal group meetings, ensures attendance and participation from all members and that minutes are filed on Box and shared with Safety and Security Coordinator and action points followed up on in timely manner
• In charge of supervising the work of the Security and Liaison Officer. He/She ensures that this staff has all the necessary tools to create and maintain good relationship with local administrative or security stakeholders
• He/She in coordination with the Safety and Security Officer/Assistant ensures timely and regular collection of safety and security data and information likely to impact operations in his/her field of operations and dissemination with the Safety and Security Coordinator and his/her immediate supervisor regularly or on an ad-hoc basis if urgent
• He/She verifies that the material and human resource means at his/her disposal are adequate to ensure the optimal safety of teams, materials and beneficiaries
• In the event of a security incident, (regardless of whether it took place or was avoided), he/she ensures that the information is transmitted to the Safety and Security Coordinator his/her immediate supervisor without delay, and reported upon in accordance with IRC safety and security guidelines

Program Support:

• Works with Program Managers and Coordinators to play a leadership role in the timely and high-quality implementation of all programs, including spotting and resolving problems, problems through a proactive approach
• Lead clear and regular communication to field teams about issues including strategy and prioritisation
• Chairs the weekly inter-sector field-level coordination meeting, facilitates dialogue between sectors, programmes and support and escalates challenges to relevant Coordinators, Senior Program Coordinators and Assistant Finance Control
• Ensure that all staff understand and correctly promote client responsiveness mechanisms, and that M&E systems are strong and functional
• Attend and participate in the project cycle meetings and ensure field perspective is shared with all relevant internal stakeholders
• Provide local leadership on key program activities such as needs assessments, selection of beneficiaries and partners, as and when required
• Ensures full compliance with project/grant agreements and with statutory and technical legislation issued by appropriate government authorities, including regular, proactive communication with the Grants Team
• Works closely with the Senior Emergency Manager to monitor key indicators and local changes/ developments, and to ensure that IRC responds in a timely and appropriate way
• Closely monitor events in operational area (humanitarian situation, politics, and security, etc.), in order to identify potential challenges or opportunities for IRC interventions.
• Advise senior management about strategic programming directions and issues affecting project implementation, or key local issues affecting future grants/projects developments, including spotting and flagging key gaps in provision/ unmet beneficiary needs and flags these with a proposed solution

Operation Support and Finance:

• Ensure proper financial management systems are in place and followed in coordination with the Maiduguri based finance team /department.
• Manage field operational budgets for all grants; liaise closely with finance to monitor cash flow, review BVAs and support programmes sector managers to ensure that spending is on track and properly allocated
• Ensure that all policies, procedures and practices are in compliance with IRC, donor and national requirements
• Responsible for cost optimization; and uses budget tracking to achieve this; he/she ensures adequate financial resources for the running of the area office
• Regarding budget monitoring, he/she leads on field-based analysis (along with HR and Admin Officer, Supply Chain and Finance) and is responsible for detecting anomalies and proposing corrections and or adjustments to the finance team in Maiduguri
• In coordination with the Finance Officer/Manager, he/she ensures that a system of internal oversight is in place at the Area Office level.
• He/She ensures compliance with procedures for undertaking expenditure commitments and reviews procurements and payments in line with IRC’s approved authorization matrix
• Responsible for reviewing and updating the operating budget and ensuring the process is consultative, inclusive and thorough to ensure no gaps are left unmet

Supply Chain:

• Monitor all contractual activities involving construction, rehabilitation and upgrade of facilities in area of operation
• Keep procurement records to ensure that procurement actions are fully and clearly documented according to IRC policy
• Ensure that the base is equipped with the minimum of infrastructure (offices and housing) necessary for the execution of the work and accommodation of teams, in optimal conditions of safety.
• Ensure necessary all staff understand and adhere to IRC and respective donor procurement policies SOPs and guidelines
• Ensure the smooth, cost-efficient and effective functionality of IRC’s Operation in the area including oversight of Supply Chain functions (Logistics, Procurement, Warehousing)
• Maintain overall responsibility for ensuring the timely and professional maintenance and function of the IRC fleet, both owned and rented vehicles and generators
• Maintain ultimate responsibility and oversight of all asset management and stock in the area of operation
• Track and work with the Maiduguri Supply Chain staff to ensure monthly and quarterly procurement of vehicle and generator fuel, and lubricants according to strict adherence to spending plans and procurement rules.
• Conduct routine inventory spot checks and report findings to the Supply Chain Coordinator
• Conduct regular Asset Inspection and send report promptly to the Logistics Manager of all discrepancies and/or unserviceable assets requiring disposal
• Supervise storekeeper and ensure proper functioning of warehouses including recordkeeping, storage, safety, and security.

Human Resource and Staff Management:

• In Coordination with the HR and Admin Coordinator ensures that all new staff attend induction within a month of joining IRC
• Adhere to and serve as a champion of the IRC Way Standards for Professional Conduct and ensure awareness and adherence by all staff, volunteers and visitors
• Participates in the hiring process of new staff, as well as in any decision related to the termination of employment contracts of national staff in the area of operation in coordination with HR and Admin Coordinator and relevant Technical Coordinators and Managers
• Is responsibility for discussing job expectations, performance, and objectives on an informal, quarterly basis with direct supervisees as a part of the annual Performance Review and Planning Process
• Ensure timely completion and submission of monthly timesheets, probations reviews and annual performance reviews to the HR and Admin Manager
• Support HR in tracking annual leave and follow up with respective Supervisors and Line Managers and ensure staff are utilizing their leaves and having a work life balance
• Handle the management of interpersonal conflicts that arise in his/her area, and refers the matter to his/her immediate supervisor in the event that he/she is not able to resolve the dispute
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

Coordination and Representation:

• Develop and maintain effective working relationships with stakeholders in area of operation - including community and religious leaders, NGOs, local government authorities etc., to enhance cooperation and coordination between organizations.
• Work proactively to build and maintain positive relations and excellent two-way communication with local populations including IDPs and host communities.
• Attend on a regular basis, the interagency security meetings organized in town and provide regular feedback to the security coordinator and the Field Coordinator.
• Other duties related to Operations Management which may be assigned by the DDFM to maximize program outcomes.

Key Working Relationships:

• Direct Supervises: Safety and Security, Finance, HR and Admin, Supply Chain and MIP for program and M and E staff.
• Internal: Senior Program Coordinators, Technical Coordinators and Managers, Senior Emergency Preparedness and Response Manager, Supply Chain and HR and Admin Coordinators and Managers, Safety and Security Coordinator/Manager, Assistant Finance Controller and Managers, Senior Grants Coordinator and Managers, M and E Coordinator and Manager and SMT
• External: IRC Clients, INGOs, LNGOs, LGA and State Level government authorities, traditional and religious leaders and donors, as required.

Qualifications

• University degree in Management, Community Development or equivalent qualification.
• 3 years minimum professional experience with preference for experience working with international NGOs;
• Strong sense of personal integrity and proven staff management and team building skills.
• Strong Supply Chain management skills.
• Computer skills in Microsoft Office; Excel and Strong Computer skill.
• Excellent management and organizational, interpersonal, and communication skills.
• Must be able to work independently while being a strong team player with proven management and leadership skills.
• Solid ability to provide team-building, coaching, and development for staff as well as encourage cross-functional collaboration and cooperation
• Ability to live and work under pressure in an unstable working environment while maintaining a positive attitude; Experience and reliability in carrying out safety and security protocols
• Strong negotiation skills essential with experience in conflict resolution desirable;
• Experience of working with local stakeholders such as local and international NGOs, government etc.
• Fluency in English.
• Knowledge of Hausa and Kanuri language is added advantage
• Commitment to women’s rights and IRC’s vision, mission and values, including sensitivity to cultural settings

IRC WAY-Standards for Professional Standards

• The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.