Lebanon: Project Manager / Head of Base - Mount Lebanon

1.Terms of reference

Job Title: Project Manager - Head of Base Mount Lebanon

Code: SR-34-741

Duty station: The post holder will be based in Beirut, Lebanon

Starting date: 18/02/2019

Contract duration: 10,5 months

Reporting to: Program Coordinator, Head of Mission

Supervision of: 80 national employees

Dependents: n/a

2.General context of the project

The project is designed and has being implemented in accordance with the Lebanon Crisis Response Plan, UNHCR and INTERSOS Protection Frameworks. This project aims at reinforcing effective protection environment for Syrian refugees and other vulnerable communities in Mount Lebanon providing access to structured and quality services. These services target individuals at risk or survivors of SGBV, as well as children and adolescents with protection concerns living in Beirut and the Mount-Lebanon governorate. The project targets about 30.000 vulnerable refugees and host community. Additionally, Intersos will provide legal assistance and collective site management and coordination (CSMC). The programming promotes a strengthened protection environment for Syrian refugees through the implementation of protection outreach, capacity building of Refugee Outreach Volunteers (ROVs), provision of mobile legal services (information dissemination, counselling and assistance) and support for collective site management and coordination. A component of Shelter and Wash was added in the 2018 activities.

3.General purpose of the position

The Project Manager – Head of Base is in charge of the implementation and the supervision of the activities of the UNHCR-funded project in Mount Lebanon, ensuring qualitative and timely planning, implementation as well as monitoring and evaluation of INTERSOS activities in compliance with relevant standard operating procedures, Sphere standards and good practices for protection and basic assistance programming, INTERSOS code of conduct and ethical values chart.

The Project Manager – Head of Base is responsible for an efficient financial management for the UNHCR-funded project in compliance with INTERSOS’ model and donor regulations, as well for the coordination of support functions (i.e. administration, logistics, security) at the Base level.

The Project Manager – Head of Base operates in strict coordination and under the supervision of the Programme Coordinator with reference to project-related activities, and – in parallel - under the supervision of the Head of Mission with reference to Base management-related activities (i.e. administration, logistics, security).

The Project Manager – Head of Base coordinates with the Admin and Finance Assistant and the Programme Coordinator for financial and liquidity planning, weekly and monthly budget line allocation in the INTERSOS accounting spreadsheets (PN) and all procurement procedures.

The Project Manager – Head of Base also works in close collaboration with the other Project Managers and Protection Officers in Mount Lebanon, and coordinates in a systematic manner with INTERSOS Programme Coordinator.

For representation and coordination, the Project Manager – Head of Base follows guidelines received by the Head of Mission and the Programme Coordinator.

4.Main responsibilities and tasks

· Assure a comprehensive vision of the intervention in Mount Lebanon strengthening the complementary of different projects implemented in the area.

· Collaboration with the other HOB in order to integrate the different intervention in the same long term strategy.

· Follow up the nationalization of the key positions of the Project ensuring and proposing capacity-building opportunities for national staff.

· Responsible of the management of the international missions in Mount Lebanon area from HQ and other missions (Jordan), including accommodation, logistic support and security advice.

· Responsible of the Main Office and Guest House regarding the security location, maintenance, finalization of the contract and keeping the relationship with the owners.

· Ensuring the planning, implementation as well as monitoring and evaluation of the six project’s sub-components (WASH, protection monitoring, legal assistance, case management, community services) and timely delivery of the set targets as included in the project description.

· Guaranteeing an efficient financial management for the project, in compliance with INTERSOS model and donor regulations.

· Establishing and managing relations pertaining to project activities, with relevant stakeholders, local authorities, relevant donors and institutions. In particular, the 2018 UNHCR program foresee an important partnership with local authorities and local organizations.

· Contributing to the formulation of new projects and programme strategy for the respective area of intervention (he should participate in the writing and support the program team in proposal writing regarding Mount Lebanon, no matter what grants)

· Ensuring project team management and coordination (in particular coordination between the different projects ongoing in the area of intervention (i.e. UNICEF, OCHA, UNFPA and other possible grants).

· Delivering timely quality reporting on project activities (on UNHCR project), including findings in terms of impact and changes at the level of individual beneficiaries and communities.

· As Head of Base, performing of support functions (i.e. administration, logistics) at the Base level in Mount Lebanon.

· As Head of Base, performing coordination and functions in terms of security at the Base level in Mount Lebanon for all projects and staff (as per INTERSOS Lebanon Security Plan, to be updated).

More specifically:

Ensuring activities implementation

· Preparing, managing and regularly updating the project activities work plan and related financial plan, while ensuring timely and quality implementation in compliance with the defined project strategy as well as INTERSOS and donor guidelines, in coordination with the technical and administrative staff, and other staff as needed.

· Undertaking regular field visits to provide technical guidance and supervision as well as regularly monitoring the progress of project activities (at least one field visit per week is required).

· Conducting weekly team meetings with the staff in charge of each project’s sub-component (ensuring as well the participation of the key staff of other projects).

Ensuring financial management and procurement

· Preparing, monitoring and implementing financial and procurement plan, including monthly updates.

· Ensuring the preparation and approving weekly liquidity plans.

· Verifying and approving purchase, contracting and budget line allocations.

· Verifying on a weekly basis the bookkeeping entries in the INTERSOS accounting spreadsheets (PN): verifying budget line allocations, budget expenditure status against actual delivery and the financial plan for the project implementation period.

· Ensuring purchase and contracting of goods, services, supplies in line with the relevant INTERSOS procurement guidelines (in particular, he is responsible of the procedures done under UNHCR ML funded project and is supposed to play the role of president of the evaluation committee)

· Verifying the list of expenditures, prior to finalizing the interim and final financial reports.

· Holding final responsibility for verification of all support documents.

· As per delegation letter, he compiles a report on the contracts and checks signed on behalf of the HoM and send monthly to HoM.

Managing team and ensuring relevant capacity building and on-job coaching to the project staff

· Managing all project staff.

· Ensuring regular performance evaluation of project staff (national and international, as needed) as per internal rule.

· Ensuring the timely recruitment of national staff, in coordination with relevant support staff, as per INTERSOS policy for staff recruitment.

· Conducting weekly and monthly meetings with relevant project staff to review the planning and discuss the main concerns (the key staff of the other projects should be informed as well as briefed).

· Ensuring respect of and adherence to INTERSOS rules and regulations, code of conduct and ethical values chart.

· Establishing a participatory process to inform and develop relevant response strategies for conflict mitigation and to promote cohesion amongst staff.

· Undertaking regular field visits to the project sites to provide technical guidance and supervision to the team and to monitor the progress and quality of the different project activities.

· Ensuring and proposing capacity-building opportunities for national staff, keeping clear oversight and reporting on trainings attended and conducted by national staff.

Monitoring and evaluation

· Ensuring monitoring and verification for targeting of beneficiaries.

· Ensuring relevant monitoring systems and ensuring that systems permit the appropriate implementation, including quick response to changing circumstances and erroneous assumptions in the project design.

· Applying a result-based management approach and monitoring the project outcomes, in addition to the outputs and activities, including changes at the household and community level achieved through the project.

· Assessing, analyzing and evaluating the impact of project activities and needs of the target populations in the project areas, periodically updating the situation analysis and proposing to the Head of Mission and the Programme Coordinator possible programme developments.

Reporting

· Ensuring quality reporting on achievements through short briefings, monthly and weekly planning presented against weekly and monthly performance reports containing clear quantitative and qualitative information related to the activities.

· Delivering timely, complete and qualitative monthly a comprehensive project reporting (project appraisal tool, PAT) for submission to the Programme Coordinator.

· He is responsible of the uploading of the monthly PAT on the IMP.

· Delivering quality project activities reporting, including the findings in terms of impact and changes at the level of individuals, households and communities. More specifically, preparing ad-hoc progress reporting as well as required project interim and final reports.

· Holding final responsibility for all support documents (means of verification) and general project documents.

· Delivering regular communication products on the project to be used by INTERSOS Communication Department.

Coordination and representation

· Conducting regular meetings with donor representatives and facilitating field visits by donor missions.

· Establishing and maintaining excellent relationships with relevant stakeholders, local authorities, relevant donors and institutions.

· Helping to set programming strategies for INTERSOS Lebanon in particular in Mount Lebanon area.

· Actively steering and contributing to the coordination between the different projects in Mount Lebanon. Informing the staff of the monthly activity, providing leadership to the projects.

· Proactively participating and representing INTERSOS in relevant working groups (i.e. inter-agency and other relevant working groups) at the regional level (Mount Lebanon).

· Proactively engaging in bi-lateral meetings with other INGOs and NGOs active in relevant sectors and geographical areas to avoid duplication, ensure coordination and referral and work for complementary efforts.

· Ensuring systematic information and update sharing with the Programme Coordinator and relevant colleagues.

Security management

· Performing coordination and functions in terms of security at the Base level in Mount Lebanon for all projects and staff (as per INTERSOS Lebanon Security Plan).

· Analyzing and updating the security situation in Mount Lebanon, in close coordination with the security Focal Point (SFP) and suggesting Head of Mission for possible adaptation of security measures according to the situation in the area of operation.

· Ensuring implementation and staff adherence to the INTERSOS Mount Lebanon Security Plan.

· Ensuring coordination with UNHCR and and other agencies for security analysis.

Any other duty demanded by his line manager

5.Required profile and experience

Education

· Master degree in Refugee law, International Human Rights Law, Forced Migration and Refugee Studies, Gender studies or other relevant to the position

Professional Experience

· At least 5 years in humanitarian assistance and 2 years of international relief and emergency experience in senior (Field Coordination and up) positions in a multicultural environment, preferably in emergency setting

· Previous experience in the Middle East region (desirable)

· Experience in conflict/post-conflict contexts, with experience in supporting emergency responses, access and security analysis and management

· Knowledge of UNHCR procedures is a asset

Professional Requirements

· Background in protection and human rights emergency projects, especially in SGBV and Child Protection

· Ability to set high standards for quality of work and quick adaptability and flexibility in stressful environment

· Ability to manage human, technical, administrative and financial resources

· Facilitating and encouraging open communication in the team, communicating effectively

Languages

· Fluency in English, spoken and written

· Arabic is an asset

Personal Requirements

· Perfect knowledge of all the phases of the PCM

· Ability to work in partnership with local organizations and under stressful conditions

· Excellent diplomacy skills

· Ability to delegate and work in team

· Flexibility (will have to take on responsibilities that might not be directly on his/her JD)

· Adaptability to changing work environment and possible volatile security situation

· Stress management skills: ability to work under pressure to meet tight deadlines, with peaks of heavy workloads;

· Good communication skills, both written and oral

· Self-development, initiative-taking

· Strong organizational and problem-solving skills with analytic approach.

· Good computing skills

HOW TO APPLY:

For further information and to apply, follow the link below:

https://www.intersos.org/en/work-with-us/#intersosorg-vacancies/vacancy-details/5bc601f4b2a540195b2a1baa/

In case you encounter difficulties applying through INTERSOS' platform, you can also apply by sending your CV, motivation letter and 2 references via email to recruitment@intersos.org , with subject line: "SR-34-741 -Project Manager - Head of Base Mount Lebanon".

Only short-listed candidates will be contacted for the first interview.