Requisition ID: req4402
Job Title: Field Manager
Sector: Administrative/General Office
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Location: Kyegegwa, Uganda
Founded in 1933, the International Rescue Committee (www.rescue.org) is a world leader in relief, rehabilitation and post-conflict development services for those uprooted or affected by violent conflict and oppression. The IRC is currently working in over 40 countries around the world, addressing both the immediate and life saving needs of conflict affected people in emergencies and the reconstruction needs of post-conflict societies.
The IRC began programming in northern Uganda in 1998 in response to mass displacement and devastation wrought by rebel group, the Lord’s Resistance Army. In 2002, the IRC expanded to the remote, conflict-affected region of Karamoja and in 2011, began working with refugees in Kampala and Kiryandongo settlement. In response to the influx of South Sudanese refugees at the end of 2015, the IRC began scaling up its response to refugees arriving in the West Nile region. By promoting durable solutions that deliver on the interdependent aims of saving lives, strengthening institutions, and supporting social cohesion, the IRC in Uganda is laying the building blocks for long-term stability and development –bringing people from harm to home. The IRC currently works in 7 districts in Uganda, including Kitgum, Lamwo, Moroto, Amudat, Yumbe, Arua and Kampala.
The IRC is currently in the process of expanding its programming to South Western Uganda – Nakivale, Oruchinga and Kyaka refugee settlements, to continue to provide life-saving services to conflict-affected and displaced refugee and host community.
The Field Manager for Kyaka II Refugee Settlement leads IRC’s response in Kyegegwa district and is responsible for supporting and coordinating timely and high-quality program implementation, with a specific focus in ensuring effective functionality of all the support functions of the program. The Field Manager supports the operational teams in the field site, ensuring that the Deputy Director of Operations is kept abreast of issues regarding adherence to agreed work plans and reporting schedules as well as full compliance to IRC’s policies in the areas of Finance, HR, Supply Chain, Security and ICT. The Field Manager will ensure that IRC Kyaka II is effectively represented in all coordination events, as well as oversee day to day management of Staff Safety and Security during all phases of field operations. The Field Manager ensures that operational strategies are implemented in the field site. The Field Manager reports directly to the Deputy Director of Operations.
Duties and Responsibilities
- Initiate and develop an Annual strategic plan for the Field Location (Kyaka II)
- Develop Kyaka II focused operational plan to support the program activities and scale up programming
- Coordinate the day-to-day implementation of all constructions in the field site, by providing constructive support to the Supply Chain, to maintain quality and adherence to OPM and district standards
- In close collaboration with the Finance Officer for Kyaka II and the Finance Controller in Kampala, review the operations master budget, to include key operational activities and assets within donor requirements
- Review the development of budgets for program proposals in conjunction with the grants and finance departments
- Review appropriate M&E activities are carried out regularly by operations staff in all sectors (data collection & analysis, monitoring of progress against established work plans and BoQs), maintaining quality
- In close collaboration with the Country M&E Manager, initiate the process of identifying gaps in M & E systems and make recommendations for improvements
- Monitor that all project activities are consistent with established best practices and IRC’s Program Framework principles
- Monitor all staff in the field site to know and understand IRCs Global and in-country HR Policies and the IRC Way Standards for Professional Conduct
- Initiate, document and address breaches of policy and disciplinary issues in coordination with the HR Coordinator, in a professional manner and in line with the letter and spirit of the relevant policy
- Supervise all operations staff at the field sites in performing their duties efficiently and in a timely manner
- Monitor the achievement of staff Performance Management agreements
Program Administration and Support
- Oversee day-to-day implementation of all programs in the field site, providing constructive supervision to the program managers to implement, monitor, and evaluate work plans as agreed with the Deputy Director of Programs and Technical Coordinators
- Oversee spending and targets set in project tools, including work plans, spending plans, and procurement plans, ensuring collaboration and coordination with Supply Chain, Human Resources and IT departments
- Chair the monthly Budget versus Actuals (BvA) meetings at field level with the field Finance Lead, and in collaboration with sector Technical Coordinators to address any over/under expenditure issues through jointly developed corrective plans
- Support integration across programs, facilitating regular coordination meetings and promoting active collaboration across sectors
- Work closely with program managers to implement IRC’s client responsiveness initiative. Act as the focal person at field site for managing IRC’s client feedback register
- Actively participate in grant and Exemplar meetings for South Western Uganda, sharing support needs with the operations and program teams in Kampala
- In close collaboration with Technical Coordinators, support the field-based team in proposal development efforts, including assessments, program design, and budgeting. Providing review for both Program and Operations inputs. Ensure key support needs for the field site are budgeted in new proposals, and contribute to and review budgets to ensure that they are reasonable and sufficient to cover operational needs of the field office.
Safety and Security Management
- Monitor all staff in the field sites to know and understand IRC‘s security regulations
- Document and address breaches of policy and disciplinary issues in coordination with the HR Coordinator and DDO
- Monitor the security situation, attend security meetings and inform the DDO and SMT where appropriate, of developments through submission of accurate weekly and –where needed- ad-hoc security and incident reports
- Participate in the review and update of the country Security Management Plan
- Assist the DDO in developing field specific Contingency Plans, Medevac, Evacuation Plans and SOPs.
Representation and Coordination
- Represent the IRC with local government authorities (administrative, sectoral and security officials), non-state actors, beneficiaries, communities, UN agencies, NGOs, and donors at the field site level. Engage and or delegate to program staff for sector representation as appropriate
- Upon request by the Senior Management Team, organize and facilitate field visits for stakeholders interested in IRC’s response
- Coordinate IRC Kyaka II activities with relevant officials and other humanitarian agencies
- Develop regular reports to keep partners and stakeholders informed of IRC’s activities
Key Working Relationships
Position Reports to: Deputy Director of Operations
Position directly supervises: Supply Chain Officer, Human Resource & Admin. Officer, Finance Officer, Construction Supervising Engineer and administratively supervises the Program Manager and Health Manager.
- Graduate degree in Development Studies, International Relations or similar.
- Good working knowledge of communications systems (satellite communications, VHF and HF radio) preferred.
- Good working knowledge of computer software: MS Word, Excel & email applications required.
- At least 5 years’ experience of coordinating multi-sectorial humanitarian relief or development projects in Africa or similar context preferred.
- Knowledge of and experience in working with and coordinating with international and national partner organizations.
- Experience of working in complex emergency settings supporting construction of health facilities, staff housing as well as water and sanitation infrastructure in emergency or refugee settings.
- Experience managing UNHCR, ECHO, DFID, EU or OFDA funded project an added advantage.
- Excellent written and oral communication skills.
- Excellent organization skills with demonstrated ability to manage large amounts of information and prioritize work.
- Good security management skills
Skills and Competencies
- Proven leadership, program management, mentorship and staff development, planning, analytical, interpersonal, and communication skills
- Ability to listen, understand and realise clients’ ideas and viewpoints when facilitating sessions with Survivors, host communities and other stakeholders.
- Demonstrable facilitation skills by guiding discussions, and encouraging others to freely express their views and actively participate in the decision making process.
- Demonstrate inclusiveness when making staffing decisions and working with clients, partners and colleagues from diverse backgrounds.
- Competency in writing progress and donor reports and proposals; familiarity with UNHCR, ECHO and SV desirable
- Excellent communication and analytical skills and ability to present ideas effectively, in both oral and written form.
- Ability to communicate sensitively and without judgment; good diplomatic and persuasion skills.
- Ability to use good judgment when making decisions and to take accountability for decisions made.
- Emotional maturity and stability to resolve conflicts in non-violent way and maintain appropriate boundaries.
- Good interpersonal skills including ability to gain trust and build relationships.
- Ability to handle multiple tasks; proven self-initiative and problem solving abilities.
- High standard of spoken and written English.
- Good computer skills including Microsoft Excel, Access, Word, Outlook, and Power Point.
- Be able to work in a stressful setting and adapt quickly to changing environments; and willingness to travel to program sites
Please note: This position is open only to Ugandan nationals.