HelpAge International is a global non-profit organisation that works to improve the lives of older people around the world. We work through the HelpAge global network, an alliance of organisations committed to the wellbeing, dignity and voice of older people

Overall, The Purpose of the Job

The PM is responsible for overseeing the management of HelpAge’s field office and all program implementation in Aksum/Adwa. The Manager serves as the official representative in the field site upholding the mission, mandate, and policies of HelpAge International in Ethiopia. The Program Manager maintains all administrative procedures, and internal financial controls, including all banking and cash functions as well as logistics policies and procedures. The Program Manager ensures that all HelpAge programs are implemented in a timely and professional manner. He/ She is also responsible for the security and safety of program staff in the field site. The ideal candidate will have extensive experience and a proven track record of coordinating and managing humanitarian and emergency response programs and activities in the field office, as well as possessing excellent relationship, communications, planning, monitoring, and teamwork skills.

Job Responsibilities And Key Tasks

Program Implementation and Monitoring

• Supervise the implementation of HelpAge’s programs in the field site with attention to program quality and ensure program activities/indicators are completed within the project period.
• Management oversight of the health and nutrition, Inclusion and protection, livelihood programs, and any other additional sectors, including planning, implementation, monitoring and reporting.
• Oversee the management of grants including the appropriate and timely expenditure of program funds.
• Provide support to the Senior Management Team for strategic leadership of the Tigray Aksum/Adwa Field Office.
• Actively work with field teams to manage constraints and troubleshoot problems as they arise.
• Ensure that projects are implemented in accordance with HelpAge’s and global humanitarian policies and guidelines, including Codes of Conduct, SPHERE and CHS principles and standards on accountability to the affected populations.
• Promote participatory approaches, in emergency programming to ensure inclusion of all most vulnerable groups including older people, children, women, and Persons with disabilities throughout the project cycle and joint learning processes;

Operations Management

• Ensure the existence of solid operational management system, with a focus on logistics supply chain and sound financial budget management systems.
• Ensure timely completion of all logistics, financial and administrative matters in the field.
• Ensure the consistent implementation of HelpAge-Ethiopia policies and procedures.
• Develop and implement security policies addressing local conditions in collaboration with the Emergency Program Manager and Country Director.
• Coordinate security planning with ARRA, UNHCR, local authorities and HelpAge-Ethiopia Security Focal Point.
• Develop strict local vehicle safety policies and ensure that they are consistently implemented and followed.
• Ensure that proper channels of communication are maintained. Regularly consult with appropriate Addis Ababa-based staff on all matters of significance to administration, staffing, finance, logistical or program matters.
• Following the designated format, write monthly reports on all program implementation activities as well as administration, finance and logistical matters. Reports are due by 5th working day of the following month. Provide regular fortnight progress report and humanitarian situation update to the country humanitarian team.
• Ensure financial oversight of the field office including approving cash expenditures (to approved limits); maintain office operations within operating budget, travel expenses and other office matters.
• Ensuring field office compliance with contract and donor guidelines and requirements.
• Ensure that all field procurement takes place in a timely manner.

Human Resource Management:

• Follow the standard procedures for new position posting, interviewing, and applicant selection.
• Participate in the selection of new staff including interviewing, skills assessment, field orientation, and security briefings.
• Provide leadership; promote professional working relationships and encourage staff members to manage their staff and programs within goals and budget.
• Conduct a review of all staff including a review of key responsibilities, overall performance, and recommendations for improvement as well as future training.
• Ensure HelpAge-Ethiopia’s National Staff Personnel Policies are consistently implemented and followed.
• Play a leadership role and foster a positive working environment.
• Ensure mutual support within the team and contribute to team building.

Representation and Networking:

• Act as HelpAge point person in Aksum/Adaw, develop and maintain a positive working relationship with the community, and humanitarian partners, particularly with ARRA, UNHCR, and local government.
• Represent HelpAge in Aksum/Adaw office coordination and cluster meetings and ensure that technical personnel take part in thematic external coordination forums and influence the inclusion of older people in refugee response and camp management.
• Ensure referral linkages are properly developed and implemented with relevant and mandated humanitarian actors with health, nutrition, and psychical rehabilitation and build alliances with protection-focused organizations.
• Strong understanding of political, security, and humanitarian issues in the area of operations and provide leadership support as they arise.
• Assist HelpAge-Ethiopia’s Addis Ababa staff in facilitating donor visits.
• Meet regularly with all stakeholders to foster goodwill and support for all program activities.
• Ensure the integrity of HelpAge as an independent, non-governmental organization in Aksum/Adaw.
• Actively represent HelpAge and Programs in negotiations involved with donors, local government and others

Learning and documentation

• Ensure that older people and person with special need data, project beneficiary SADD data are properly generated, organized, documented and shared;
• Promote organisational learning by ensuring timely and quality project reports and updates are organised and sharing with HelpAge and humanitarian community;
• Support staff capacity building in field story gathering and communications related to the project implementations, older people situation in the camps and PSN.

Safeguarding responsibilities

• Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work.
• Reporting all safeguarding incidents, you see, hear, hear about or suspect, using our internal reporting mechanism and complying with all safeguarding framework policies and practices.

Behavioural Competencies:

• Teamwork skill
• Ability to coordinate and mentor staff under his/ her responsibility.
• Result oriented
• Resilient under stressful environment
• Good analytical skill
• Self-managed, committed, knowledgeable and confident.

Ref No: HAI/Prog/ 01 /24

Contract Length: Ten-month

Responsible to: Humanitarian Program Manager and matrix with Country Director

Duty Station: Aksum/Adwa

Responsible for: Management of HelpAge’s program, and staff in the Field Office

Key Relationships:

Internal: Addis; Humanitarian Programme Officer; Communications Officer; Finance Manager, Head of Finance and Operation and Country Director

External: Liaison with ARRA, UNHCR, and other humanitarian actors

Job Requirements

Educational background: Master or MSC/ BA degree in Social Studies, Development, Business Administration, Management, Economics, Programme Management or other related fields and at least 5 years of experience for MA/MSC or BSC degree with 7 years’ experience.

Essential Experience and Skills:

• 2-3 years’ experience in supervisory/staff management roles and programme management, preferable in INGOs;
• Experience of developing collaborative partnerships with other organizations;
• good understanding of budget development and management;
• strong communication, negotiation & representational skills;
• Experience in working with and through local partners;
• Proficient in computer applications (word, spreadsheet, power points, Office 365 etc.).