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International Medical Corps is an Equal Opportunity Employer.

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19-126: Field Site Manager
Country:South Sudan
Department:International Programs
  
Essential Job Duties/Scope of Work:

International Medical Corps is a global humanitarian nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in areas worldwide. By offering training and health care to local populations and medical assistance to people at high risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

Program Background 

In response to the significant humanitarian needs in the South Sudan, International Medical Corps offers comprehensive primary and secondary health care in emergency program sites including Juba, Malakal, Maban, and Wau. Currently, International Medical Corps supports one County Hospital and 14 primary health care facilities. IMC health care site coverage includes: Juba PoC, Malakal, Maban, and Wau.  As part of a country-wide ebola preparedness initiative, IMC currently supports in the areas of Ebola case management and infection prevention/control with trainings across 20 medical facilities as well as with qualified medical staff at one ebola treatment unit in Juba.  In addition to comprehensive primary health care, International Medical Corps also implements multiple complementary programs including mental health, reproductive and sexual health, GBV prevention and response, and health outreach activities. IMC also manages robust nutrition interventions across four operational areas: Juba PoC, Malakal, Maban, and Nyal. International Medical Corps also supports three midwiferies and nursing colleges in South Sudan in Juba, Kajo Keji and Wau. The organization is composed of over 750 national staff and 50 expatriates.

Job Summary

The Field Site Manager (FSM) will provide daily field-level operational and programmatic oversight and support to ensure optimal program delivery. The FSM will function as the primary public and professional representative of IMC in the service area. The FSM will liaise with the Program Coordinator at country level on all facets of project implementation and service delivery. Including logistics and supply procedures, security mechanisms and analysis, finance and budget management, monitoring and evaluation tools, and capacity building and training.  To this end, the FSM will also regularly liaise with country level focal points across all domains (logs, HR, finance, security, compliance, etc). The FSM will embody core humanitarian principles and represent those principles in all aspects of their role

Main Responsibilities

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive. 

Internal coordination and program management:

  • Ensure program needs at the field site are met with adequate operational support through regular meetings with department heads such as the GBV Manager, Medical Coordinator, Nutrition Manager, Finance Office, Human Resource/Admin Officer, Logistics Officer, etc.
  • Lead the development and review of annual and quarterly field site work plans
  • Facilitate/hold weekly senior management and monthly program review meetings to review project progress and performance based on quarterly work plan/Procurement Plan
  • Ensure staff training and capacity building is provided as necessary to meet the needs of implementing programs
  • Report to key Juba-level program staff (Program Director, Program Manager/Coordinators, Logistics Director, Finance Director etc.) through a weekly field report
  • Oversee all program management functions including planning, management, reporting, budgeting, and supervision
  • Ensure that all grants, regardless of their size and budgets, are given equal priority in terms of spending, accountability, and reporting

Logistics management (with technical support from roving field logistics officer)

  • Ensure the logistic system is functioning well through regular review and updating of the procurement tracker, identifying bottlenecks and providing timely solutions
  • Ensure that IMC logistics procedures are implemented and respected
  • Monitor and lead on spending and procurement planning of operational costs, including leading on the procurement of operational supplies
  • Participate in monthly pipeline and procurement review meetings with relevant budget holder
  • Ensure warehouse spot checks are planned and conducted
  • Share reports for warehouse spot checks with budget holders and the logistics team
  • Adhere to IMC’s new procurement guidelines/policies and monitor procurement procedures
  • Ensure monthly reports from the site are shared with relevant budget holders and Juba-based logistics staff

Finance/HR/Admin management (with technical support from roving finance and admin officer): 

    • Submit the monthly forecasted cash requests based on activity needs every month before the 25th
    • Ensure that IMC finance and HR procedures are implemented and respected)
    • Coordinate site budgets with finance/admin unit to ensure adequate for support for program operations
    • Complete the field level budget monitoring tool and control budget expenses to prevent over and under spending
    • Ensure that field finance/admin team receives training and technical support from roving finance/admin on accounting, cash management, salary payments, HR procedures and other administrative issues
    • Review of daily cash transaction journal to ensure it is in line with program activities being implemented
    • Review of completed payroll and timesheets for accuracy, as required
    • Overall oversight and management of field site human resource management such as staff contracts, terminal benefits, field staff requisition review and submission, etc.

Security management: with technical support from security coordinator based in Juba ensure that security procedures are implemented:

  • Submit the weekly security report and relocatable staff/site visitor list.
  • Report any incident that occurs at the project site to the country office and submit an online report through the Incident Management System in a timely manner.
  • In coordination with the Security Manager, ensure necessary security measures are put in place to ensure site and staff safety in line with the security Standard Operating Procedures (SOP) and Security Risk Assessment (SRA).
  • Develop and update a site specific programmatic contingency plan.
  • Provide security briefing for all new staff and site visitors and ensure they provide written acknowledgement of the briefing.
  • Monitor security daily, including evaluations.
  • Ensure external liaison with main actors and develop a diversified information network.
  • Validate all staff and logistics movements between bases.
  • Liaise closely with Security Manager in Juba on issues related to security and movements.

Staff Management

  • Supervise department heads at the site level, such as the GBV Manager, Medical Coordinator, Nutrition Manager, Finance Office, Human Resource/Admin Officer, Logistics Officer, etc., to ensure that work is done properly and efficiently.
  • Routinely monitor staff performance according to their job description and set objectives.
  • Conduct evaluation and appraisal of staff through the IMC Performance Management System.

Coordination and Representation:

  • Responsible for IMC representation in the field site and general coordination (the technical expatriates liaise directly with the MoH and Ministry of Gender on technical matters, where appropriate).
  • Develop and maintain effective working relationships with all stakeholders, including community leaders, NGOs, UN agencies, community based organizations and other IMC sectors to enhance cooperation and coordination.
  • Ensure that information from coordination meetings is shared internally and with other sectors, as appropriate.
  • Represent IMC in coordination mechanisms and meetings with other agencies, including the Ministry of Health, WHO and other UN agencies, nongovernmental organizations, or donors.
  • Advocate with and/or advise peer agencies, local government, and other stakeholders to influence responses to promote delivery of inclusive and high quality services.
  • Act as primary liaison with the local authorities, as needed.

Code of Conduct
It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment.  If you see, hear or are made aware of any suggested activities then you have an obligation to report.

 

Qualifications:

Bachelor degree in Medicine, Management, social science and international development with MPH preferred and strong surgical skills

Experience

  • Three years’ experience in field project management at sites in crisis areas

  • Willingness to work in a low-resource setting with potential security risks.

  • Knowledge of IMC and its donor’s policies

Competency

  • Superb organizational skills

  • Advanced multi-tasking skills

  • Complete competence in all relevant software applications (MS Office suite)

  • Excellent verbal and written communication and language skills: fluency in English

  • An ability to manage complex organizational dynamics in extremely volatile environments

  • Proven ability to solve problems that may involve life-threatening risks Budgetary management capacity

  • Excellent diplomatic aptitude

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran