The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation, and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

Job Overview:  

Under the direct supervision of the Adama Filed Coordinator, the Field Manger is responsible for overall coordination and management of all IRC programs and operations operating in East Hararge and surround areas in Oromia regional state. The Field manager provide supports to field based staff and responsible for overseeing of staff management, financial management, Supply chain management, communication & reporting management, grant management, safety and security risk managements; and  plays a representation  role on different meetings and  forums conducted  in the area .  The Field manager ensures  the  compliance  of the field office operation  and programs to be as per  the IRC, donor and government  procedures, rules and regulations;  assist the  assessment of program quality and effectiveness and providing guidance and support to program and operation staff in east t Harerghe Zone under operated the management of IRC East Harerghe sub Office . Also work closely with key donors, key Government parties, Other INGO & local NGOs and establish good work relation and partnership with all stakeholders.

Major Responsibilities:

1)    Operation Operations:

Supply chain

• For the satellite office based programs/ projects, approve the purchase request purchase orders, contract agreements, internal and external commitments, store releases and payments  up to the authorization thresh holds level delegated by the country director.
• Ensure the field level procurement system was regularly complies with IRC, donor and government protocols, SOPs, rules and regulations. This involves effective communication and working relations with technical program managers, support sector heads and FdC to ensure planned and timely procurements and payments.
• Ensure that the Supply chain team works with procurement plans, lead time and authorized with ATC for suppliers. 
• Regularly monitor   the satellite office warehouse/store management by using warehouse monitoring tools like conducting monthly spot checks; quarterly spot checks, reviewing of warehouse inventory reports; ensuring of the safety and security of the warehouse.
•  Control IRC supplies and assets, and report to Field or country office regarding any misuse, theft or damage to IRC properties as soon as possible. 
• In collaboration with the supply chain team and program managers, ensure planned and equitable allocation of IRC resources (facilities, equipment, vehicles)  was in placed
• Ensure that supply chain team regularly maintains the IRC property like vehicles, and other equipment are per   the IRC operations and maintenance protocols.
•   Oversee the proper documentation of asset/equipment survey as per set timelines, submit asset disposal and stock adjustment plans to the field office.
• Make sure that the quarter, semiannual and annual inventories were conducted at the field office level as per the schedule directed by country supply chain coordinator. 
• In collaboration with supply chain team and program managers, ensure the conduct and documentation of asset/equipment survey as per set timelines; submit asset disposal and stock adjustment plans to the field office.
• Make sure a good work relationships were maintained between the satellite office, Adama field office and Addis SC team.
• Make sure all resource are utilized properly, trucked and reported consistently.  

Human Resource Management

• Making sure that IRC staff personnel policy, mandatory reporting policies (MRPs) and the IRC WAY are respected and practiced properly in the satellite office in close collaboration with the concerned body and make sure that sound decision is made on breaches and appropriate measures are taken in timely manner.  
• Ensure all newly hired staff and visitors got  proper induction  by all sectors and  SS on arrival briefing by the Filed manager and ensure all staff taken the mandatory trainings in the given due dates. .
• Manage the field-based sector staff and ensure that staffs performance management process/PMP (objectives setting, midterm evaluation and final evaluation) are done timely following the right PMP guide line procedures.
• Cheek if staff has clear understanding about the IRC professional code of conducts, IRC zero tolerance policies, IRC mission, strategic action plans;   their roles, responsibilities, and refresh them regularly.
• Maintain system and IRC best practices for regular staff performance evaluation, and assist the office in developing a framework for staff career development (coaching and training) at least twice per year
• Ensure field based staffs  under the sub office are onboard  in a timely manner by applying standard procedures for staff recruitment and providing  necessary supports for the  recruitment team in Addis and Adama in this regard .
• Provide regular counseling and support in resolution of employee work place conflict and Propose and/or take corrective measures within IRC’s personnel policies as necessary.
• Authorize staff in the mandated field when travelling out of their duty stations for IRC business as per the IRC personnel policy, procedures and guidelines.
• Make sure that staff and client responsive and reporting mechanizes for any concerns and complains are established and are addressed in proper manner
• Supervise a program and operation department heads under the sub  office.
• Conduct a regular 1 to 1 meeting with Hara based department focal and adamant FdCo at least once in two weeks  and discuss on priorities, challenges and share the discussion minutes for the FC and technical supervisor based in Addis and also make sure the 1 to 1 discussions conducted between  the supervisor and direct report in the  department at the FO level.
• Conduct regular management meeting at sub office level, put action points share the minute  to the FC and  relevant bodies and closely monitor the implementation of agreed action points  .

Financial management

• Ensure appropriate cash management system is implemented in satellite offices under the field office. This includes cash transfer, payment system and proper handling of the field level petty cash and cash in office mechanisms, bank account management and risk management related to cash.   
• Follow up the timely submission of cash projection by respective program and support sector representatives, field or project staff’s payment sheet, supplier’s payment, contractor’s payment, construction labor cost and daily laborers’ sheet, etc for timely action by the field finance department.
• Approve all payments (procurement, travel disbursements, staffs’ incentive, daily laborers sheet) up to the field manager’s approval threshold level.  
• Verify/review all payments beyond the field manager authority level before they are reviewed by finance and approved by the Field office or CO.
• Review and ensure field based financial reports are accurate and meet IRC and donor reporting requirements.
• Facilitate and Coordinate and facilitate BVA review with program  and operation team at satellite office level and share the feedback at 25^th of every month.

Program and grant Management:

• Make sure that Work plan, spending plan and procurement plans are developed, reviewed and shared to the concerned body on time.
• Actively take part in  the project cycle meetings (PDM, POM, PIM, and PCM & PLM) are conducted in regular bases for each projects.
• In coordination with Adama & Addis TUs, ensure that all the IRC projects are   implemented   in accordance with IRC Program Framework and support that implementation follows the core programming principles.
• Provide administrative support and oversee the program implementation on daily basis; assist staff to implement sector specific monitoring and evaluation plans.
• Provide administrative, operational and logistical assistance to all programs team to ensure planned trainings, workshops and awareness raising events are conducted as required.
• Provide input on operational, administrative and human resource needs during proposal design and program development.
• Assist and follow up program staffs to ensure beneficiary and key stakeholders are involved in the design, implementation, Monitoring and evaluation of all IRC programs.
• Follow and monitor the program material supply at site are properly used per the intended purpose by program staff and conduct regular filed vest.
• Play the budget holder role for all grants managed under the sub  office and follow up and support the program and operation managers to properly manage their budget within the time line and oversee the project are smoothly implemented as per the initial project log frame, schedule budget and the required indicators are met.
• Oversee that the program staffs to ensure beneficiary communities are involved in the design, implementation, Monitoring and evaluation of all IRC programs and program deliverables are achieved with best use of resource and compliance.
• Ensure timely submission of field level mandatory reports (sector reports, management, donor and government reports).
• Frequently do field monitoring visits and provide feedbacks with key action points and make close follow up on action points.  
• Make sure all the reports (internal and externals) are developed accurately and submitted on or before their due dates.   

Representation and Coordination:

• Represent IRC from duty station at the mandated field office or project office (s).  The tasks include serve as focal person for any information shared with or received from field level agencies and surrounding community representatives; prepare and report required updates and regular reports on all IRC activities to agencies and donor (s); assist the field office in facilitating donor monitoring visits.
• Actively pursue good coordination and working relationships with relevant actors, government (ChSA, local administration), Donor, UN agencies and implementing local and international partners (IPs),   and host/local community representatives and informal leaders.
• Participate at Zonal/regional and filed level inter-agency meetings; facilitate regular meetings with field leaders, field level IPs, local authorities and other community based associations as necessary to foster good will and support for all program activities. 
• Maintain office records and, disseminate information and correspondence from field office, IRC Addis, IPs, donors to all operation and program staff in the camps and vice-versa.
• Play the coordination role between the field office program and operation departments, between the field office and the country office, between the satellite office and externals at the Zonal level.
• Establish smooth and effective communication with key stakeholders in the region and make sure the proper information management in the field office.
• Make sure that the IRC good reputation is developed with quality work in all aspects and the organization developed good relationship and acceptance in the region. 
• Actively participate in the FO monthly management meeting and work on the agreed action points.

Humanitarian Safety, Security and Access

• Update the field  office safety and security risk  management plan by involving  the concerned bodies , provide on arrival safety and security refining for newly hired staff, travelers and visitors; facilitate safety and  security related trainings for  the staff under the field office and  work on the implementation of the plan.
• Monitor security/safety situation in the designated field office context, and ensure incidents are reported to the SS officer, SSC, FC,DO and CD as needed for further analysis and planning and implementation of safety and security mitigation measures.
• Ensure the Security management plan, Security Risk assessment Analyses, Standard operation procedures and Contingency Plans are developed, updated timely and used properly.
• Support the SS team in developing /adapting standard local context specific vehicle safety policies and assure that they are consistently implemented in collaboration with field logistics focal person.
• Conduct regular discussions with key staffs to identify and determine approaches to address staff wellness, gender equality and make sure the working environment are safe and comfortable.
• Ensure all field based staffs understand IRC Ethiopia Health and Insurance Policy and utilize insurance provisions in collaboration with field Admin/HR person.
• Assess, design and implement different ways of improving IRC field or project office environment in consultation with the field staff and field office.  Adapt and develop site specific IRC compound management protocols.
• Ensure staff under the sub office taken the required SS and access related trainings and orientations.

Leadership

• Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust by creating an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Work strategically to realize the Organization’s goals and communicates a clear strategic direction of the field office.
• Encourage key staff to participate in problem solving and in the decision making process. Monitor and address work related conflicts in consultation with the field coordinator and other concerned bodies. 
• Exercise reasonable level of delegation of roles to key staffs. 
• Maintain a system to strengthen inter-departmental collaboration by facilitating action oriented sector specific and regular staff meetings.
• Preserve close, open and professional relationships with all staff and stakeholders.

Qualifications

Education back ground:

• First Degree or post graduate degree (MA or MSc) in project management, economics, management, business administration, development studies , social science, hydraulic or public engineering’s, public health, environmental health ,  or related fields

Work  Experience:

• Minimum of four years of relevant work experience with first degree or three years relevance experience plus pot graduate and at least 4 years management experience.
• Experience in working in NGO is advantageous
• Experience in working with well-diversified  team

Fields of Expertise:

• Project Management, Operation management skill, proven Leadership & Management skill

Language skill: Communication in English and Amharic and knowledge of Afan Oromo and local context & norms is an advantageous.  

Preferred experience & skills:

• Proven management skills, proposal and report writing; excellent representation and communication and interpersonal skills
• Direct Experience or exposure in Project Management preferably in WASH, protection, health, Nutrition, NFI/ES, cash, projects and lifesaving emergency projects.
• Computer literate and ability to use basic operating systems; Experience working in remote and hardship areas
• Knowledge of development and emergency project contexts, and ability to work under high work burden, delivering in due date and stressful situations
• Knowledge of diversity, equality and inclusion
• Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time
• Strong analytic problem-solving skills
• Ability to work both independently and in a dynamic, cross-functional global team structure
• Highly proficient in Microsoft Office suite
• Demonstrated ability to work effectively with stakeholders at all levels
• Ability to manage and work through change in a proactive and positive manner.