INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.
Terms of reference
Job Title: Head of Base / Project Manager multi-sector
Code: SR-28-1537
Duty station: Kandahar with regular visits to Kabul
Starting date: 01/10/2020
Contract duration: 12 months
Reporting to: As Head of Base functionally and hierarchically to Head of Mission; as PM functionally and hierarchically to Program Coordinator
Supervision of: As Head of Base field staff of the area approx. 5 expat and 70 national; as PM 2 national Activity Managers
Dependents: No
General context of the project
INTERSOS’ humanitarian response strategy for Afghanistan focuses on the emergency needs of the conflict-affected population, with a particular focus on women, children and GBV survivors in vulnerable/isolated host communities. INTERSOS’ humanitarian response model is based on an integrated multi-sector approach, opting for community-based strategies. INTERSOS focuses particularly on community engagement and acceptance; gender and protection mainstreaming, putting the beneficiaries at the center of the operations; emergency programming while ensuring positive impact beyond implementation, aimed at recovery, rehabilitation and capacity building where needed and possible; PHC with full integration of management of malnutrition and reproductive health care services. The current programme operates in Kabul, Kandahar and Zabul provinces. The target population is selected based on needs and not on status and the main sectors of intervention are protection (prevention and response through case management for cases of Gender-Based Violence (GBV), Child Protection (CP) and People with Specific Needs (PwSN), including cash for protection); integrated health and nutrition programming (static and mobile services) with support to existing health facilities; WaSH.
General purpose of the position
As Head of base, he/she is responsible for overseeing (in collaboration with respective coordinators / managers) the Administrative, HR, Logistics and Security units in Kandahar and Zabul. He/she is also responsible that international/national staff adhere to the code of conduct and security procedures.
As Project Manager he/she is in charge of the implementation of a project which will address the humanitarian needs of the most vulnerable conflict-affected population in Kandahar and Zabul Provinces, through a specific integrated protection, health, nutrition, WASH and livelihood response, providing essential and quality life-saving services. Specifically, this action aims to improve access to basic services through an integrated approach applying a mix of mobile and static methodologies.
Main responsibilities and tasks
As Head of Base (60%)
Management of support departments
- Oversees the logistics, administration/finance and HR operations in Kandahar and Zabul bases, aiming at improving the operations systems and processes.
- Supports the security analysis and management and supports the HoM in updating the security protocols in the field bases, the SOPs and in any other security-related task.
- Oversees the application of the security protocols and SoP and is responsible for the overall security and safety of INTERSOS’ staff and assets in the area.
- Leads access negotiations for the geographic area.
- Supports the HoM on the promotion of accountability and commitment to INTERSOS charter and prevention on power of abuse and safeguarding
- Cooperate with the Logistics team for any logistic and procurement-related tasks in the field bases.
- Cooperates with the Country Finance Coordinator for the supervision of the financial and administrative aspects in the field bases.
- Cooperates with the HR Manager for the implementation of the HR procedures at field level.
- Supports project field staff in the base in the optimal and efficient organization (in terms of administration and logistics) for a smooth implementation of the projects.
Strategy development and representation
- Contributes to the definition of the INTERSOS’ operational strategy in collaboration with HoM and other Technical Coordinators.
- Supports the HoM in the design of the Afghanistan Country Strategy.
- Contributes to the design of potential funding opportunities.
- Contributes to the writing of proposals to donors.
- Establishes and maintains collaborative relations with relevant donors, local authorities, partners, project stakeholders and other organizations working in the project areas.
- Proactively engages with donors, international NGO and other actors participating at coordination meetings at regional level.
- Supports the technical Coordinators in maintaining productive working relationships with Health, Education and Protection Clusters as well as Child Protection and other relevant Working Groups at the regional level.
- Ensures the participation of INTERSOS to relevant Working Groups and Task Forces (responsibilities can be delegated).
- Briefs Head of Mission, Technical Coordinators and relevant Project Managers on discussions held during working groups.
- Developpes strategic partnerships with local and international organizations, wherever possible.
Staff Management
- Develops the capacity of the staff under his/her supervision and ensures the capacity building strategy of all the staff in the area, in coordination with the HR department and HoM.
- Manages the performance of all the staff under his responsibility (setting of objectives, conducting appraisal, providing constructive feedback and ensuring effective coordination and communication)
- Completes the Internal Review Process (IRP) of all staff under line management responsibilities.
- Works in the strategic nationalization of key positions, when feasible, in coordination whit the HR department and HoM.
- Organizes regular base meetings ensuring clear priorities and the smooth collaboration, coordination and communication among departments.
Reporting
Developpes monthly reports to be submitted to the Head of Mission as drawn from the Project Appraisal Tools (PATs) and discussions with Project Managers regarding:
Activities and Programme Achievements;
Trends and analysis of the humanitarian context;
Analysis of security environment and (internal and external) incidents;
Contributes to the development of reports due to donors, government and other stakeholders.
As Project Manager (40%)
Main responsibilities
- Ensures the planning, timely implementation and monitoring/evaluation and sets targets as included in the project description.
- Guarantees an efficient financial management of the project in compliance with INTERSOS’ model and donor regulations.
- Team management and projects integration and mainstreaming for teams working at the targeted health facilities and mobile units in order to guarantee project quality as per required internal and external standards.
- Deliver reports for donor, authorities and INTERSOS in good quality and timely manner, including the findings in terms of impact/changes at the level of beneficiaries achieved through the project.
More specifically
Ensure a proper planning of the activities to be implemented:
- Liaise with admin-fin department to secure proper staff recruitment and regularly update HR files
- Prepare and organize training for volunteers and team members
- Organize and conduct project kick-off and presentation/sharing of project with teams
- Prepare and regularly review a detailed activity plan with team
- Agree and establish clear reporting and communication lines
- Verify the targeting and selection of the beneficiaries
- Ensure sector SOPs and guidelines are properly applied and adhered to
- Permanent on-job coaching of teams to work on quality in delivery
- Ensure security monitoring for teams’ daily movements and report incidents/concerns in a proactive manner to the Head of Mission and Security Focal Point
- Financial management and procurement:
- Prepare, monitor and implement financial and procurement plan
- Prepare weekly liquidity plan
- Verify and approve all purchases/contracts and budget line allocations
- Verify on a weekly basis the bookkeeping entries in the INTERSOS accounting spread sheets (Journal): verify budget line allocations, budget expenditure status against actual delivery and the financial plan for the remainder project implementation period, in coordination with finance department
- Ensure for all purchases/contracts of goods/services/supplies the correct INTERSOS procurement guidelines are applied and properly documented (also for the procedures applied by the municipalities), in close coordination with the admin-fin and logistics department
- Verify the list of expenditures prior to finalizing the interim and final financial reports
- Holds final responsibility for verification of all support documents’ completeness and correctness
Manage team and provide relevant capacity building and on-job coaching to the project team:
Manages and evaluates the performance of the project staff directly managed and ensure that evaluation procedures are implemented for the rest of the team
Conduct weekly and monthly meetings with the team to review the planning and discuss the main concerns to focus on for the upcoming period
Ensure use of correct/relevant forms for assessments and reporting by the team
Ensure fluent chain of information/data transfer from field to supervisors
Ensure timely processing of information/data and conduct coaching for teams on the analysis of the processed data
Continuous/fast verification of the data collected and received from field staff
Undertake (if security situation allows) field visits to provide technical guidance and supervision to the team and to monitor the progress and quality of the different project activities.
Oversee team attendance and authorize holidays, liaise with admin-fin department to secure regular update of HR files
Ensure teams respect INTERSOS rules and guidelines to the mission and adhere to INTERSOS code of conduct and charter of values
Monitoring & evaluation
- Ensure monitoring and verification for the targeting of beneficiaries, also through ad-hoc monitoring tools and field visit
- Applying a result-oriented approach, monitor the project outcomes, in addition to the outputs and activities, including changes at the household and community level achieved through the project
- Ensure the full accountability to the beneficiaries
Reporting
- Ensure quality reporting on achievements against weekly and monthly performance reports containing clear quantitative and qualitative information related to the activities.
- Secure weekly and monthly reporting per team and compile, review and analyses reports on monthly bases to be reflected in INTERSOS’ Project Appraisal Tool (PAT) reporting tool
- Prepare ad hoc progress reporting for the donor and official required interim and final project reports: prepare interim and final narrative reports for the donor in a timely and qualitative manner, looking into achievements against outcomes and output and reflect lessons learnt clearly into recommendations for future programming
- Holds final responsibility for all support documents (means of verification) and general project documents
- Delivers regular communication products (including pictures, success stories/testimonies of quality ) on the project to be used by the INTERSOS communication department in different outlets
Coordination and representation
- Attend the relevant cluster meetings and ensure timely reporting of highlights to Program Coordinator and Technical Coordinators.
- Ensure regular updates to donor representatives in coordination with the Program Coordinator.
- Coordinate with relevant line-ministries and assure the timely signature of sub-agreement with Ministries for the implementation of the project.
- Contribute to the coordination between the different project-teams for the projects in Afghanistan.
- Ensure systematic information and update sharing with the Program Coordinator and other programme staff.
- Coordinate with other relevant actors in Kandahar, Zabul and Kabul for effective and efficient collaboration.
- Perform any other related duties as required.
Required profile and experience
Education
- Advanced degree in social science or any related field.
Professional Experience
- At least 3 years of direct professional experience working in humanitarian coordination of programs and operations, including security management responsibilities.
- Prior work experience in INGOs in similar positions
- Prior experience in working in complex emergency setting, involving conflict and internal displacement.
- Experience in the implementation of multi-sector humanitarian programming including protection services, WASH assistance and/or health/nutrition services is desirable
Professional Requirements
- Prior experience in working in complex emergency setting, involving conflict and internal displacement.
- Experience in the implementation of multi-sector humanitarian programming including protection services, WASH assistance and/or health/nutrition services is desirable
Languages
- Excellent written and spoken English
Personal Requirements
- Strong team spirit, comfortable in a multi-cultural environment.
- Excellent analytical skills, observation and analysis capacity.
- Attention to detail and structured way of approaching tasks.
- Ability to plan ahead and output oriented.
- Able to ensure quick quality delivery in stressful environment.
- Ability to adhere to deadlines and respect line management.
- Very strong interpersonal skills: strong communication and diplomatic skills.
- Practical and problem-solver.
- Ability to deal with heavy work pressure.
How to apply:
HOW TO APPLY:
Interested candidates are invited to apply following the link below:
Please note that our application process is made of 3 quick steps: register (including your name, email, password, citizenship and Skype address), sign-up and apply attaching your CV and motivation letter in PDF format. Through the platform, candidates will be able to track their applications’ history with INTERSOS.
In case you encounter severe difficulties applying through the platform, you can send an email attaching your CV and motivation letter (both in PDF version) via email to recruitment@intersos.org, with subject line: “**Platform issue** – SR-28-1537 – Head of Base/Project Manager multi-sector – Afghanistan”.
Please also mention the name, position and contact details of at least two references, including the line manager during your last job. Family members are to be excluded.
Only short-listed candidates will be contacted for the first interview.