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19-415: 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) provides daily field-level operational and programmatic oversight and support to ensure optimal program delivery. The FSM functions as the primary public and professional representative of IMC in the service area and is responsible for following the political and humanitarian situation in the region of coverage. S/he develops and maintains contact with partners (civil society, local authorities, Ministries of Health and Gender, and other humanitarian agencies) operating in the region for regular exchange of information and to provide regular updates on IMC program activities.  In addition, the FSM is responsible for:

  • Coordination of IMC programs on the ground: evaluating needs and humanitarian situation, overseeing project planning, and ensuring regular monitoring of activities.
  • Lead the site team: managing site support and technical leads, providing on-the-job coaching and mentoring, and organizing work of the site team.
  • Financial management for site level expenditures of all programs
  • Security management for the field site

The FSM liaises 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 (logistics, HR, finance, security, compliance, etc.). The FSM will embody core humanitarian principles and represent those principles in all aspects of his/her 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. 

Program quality and management

  • Serve as primary representative of IMC at the field level, develop and maintain contact with partners (local authorities, Ministries of Health and Gender, other humanitarian agencies, etc.) operating in the region for regular exchange of information
  • Provide routine humanitarian context analysis to identify needs, actors, political and security environment, access, risks, etc. at site level to inform senior management decision-making
  • Lead the development and review of annual and quarterly field site work plans
  • Make recommendations and action plans to improve the quality of the programs through leading monthly program review meetings in coordination with technical program managers.
  • Lead on the development of program inputs for new proposals/concept notes including familiarity with key M&E documents (log frame, performance monitoring plan, etc.)
  • In collaboration with the M&E team, oversee monitoring and evaluation of programs at the site level, tracking program performance and adjusting programs as necessary to meet targets.
  • When necessary, assist in the design and lead the implementation of rapid assessments, baseline surveys and program evaluations
  • Ensure that quarterly and monthly reporting on program activities are submitted on time and with accuracy, in conformity with donor reporting and MEAL requirements.
  • Ensure that field staff has a solid understanding of the objectives and activities in each of the projects with kick-off and close-out meetings held for field level activities.

Financial management

  • 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
  • Participate in monthly pipeline and procurement review with relevant budget holder, updating spending forecast for the coming months, ensuring it is in line with project and site workplans and providing explanation for any major variances from the previous month
  • Submit the monthly forecasted cash requests based on activity needs every month before the 25th
  • Review of daily cash transaction journal to ensure it is in line with program activities being implemented
  • Oversee routine and surprise cash counts
  • 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
  • Ensure regular coordination between program, finance, HR and logistics teams at site level

Procurement & logistics

  • Ensure the logistic system is functioning well at site level through regular review and updating of the procurement tracker, identifying bottlenecks and providing timely solutions
  • Monitor and lead on spending and procurement planning of operational costs, including leading on the procurement of operational supplies
  • Oversee warehouse management and organization, ensuring monthly spot checks are conducted by delegated program staff and reported to Juba
  • Take overall responsibility for fuel control system, ensuring proper control, utilization, reporting and accountability for fuel stocks at the site level, including conducting random spot check and reviewing/signing off on all monthly fuel reports
  • Designate qualified individuals to conduct at least one offer verification quarterly at site level.Oversee and validate verification process and share results with Logistics & Supply Chain Director
  • With the technical program managers, develop, monitor and adjust site level procurement plans to ensure all procurements are completed timely and in line with the program work plan
  • Oversee the receipt of goods and ensure invoices are received and payment requests are delivered to finance within two days to ensure timely payment to the vendors

People management (HR)

  • Manage direct reports towards high standards of performance through clear roles and responsibilities, on-going feedback and appraisals. Proactively address performance issues through timely constructive feedback and coaching.
  • Foster accountability, leadership, gender, diversity, and transparency of operations with the Senior Management Team
  • Ensure appropriate workplace policies including to ensure fairness and equity are in place and used (e.g. policies related to staff security, sexual harassment, and sexual exploitation, etc.)
  • Routinely monitor staff performance according to their job description and set objectives and conduct evaluation and appraisal of staff through the IMC Performance Management System.
  • With HR Officer, review completed payroll and timesheets for accuracy, as required, ensuring both are submitted timely to Juba team
  • Actively promote staff wellness by monitoring staff morale and taking action as needed.

Security and risk management

  • In coordination with Program Managers, ensure strong contextual monitoring of the ongoing humanitarian situation, keeping close track of security trends along with the security department in Juba to take measures as/when needed to minimize risk for IMC staff, partners and consultants.
  • Evaluate and monitor the risks in the area if coverage in line with an agreed risk management framework for field site that focusses on key aspects: (1) Safety & security (2) Duty of Care (3) Fraud (4) donor compliance (5) legal compliance (6) organizational ability to deliver
  • 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
  • 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
  • Provide security briefing for all new staff and site visitors and ensure they provide written acknowledgement of the briefing

Compliance

  • Maintain strong accountability systems for IMCs programming, to minimize risk of divergence of assistance, as well as prevention of sexual exploitation and abuse and other do no harm aspects.
  • Ensure compliance with IMC & donor policies, anti-terrorism regulations, and other legal requirements in close consultation with Program Coordinators and HR team.
  • Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps

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:
  • Degree in Public Health, International Development and/or in a relevant field of study or equivalent experience based on work history.
  • Masters degree and/or MPH preferred

Experience

  • Three years’ experience in field project management at sites in crisis areas.
  • Prior experience representing an NGO with partners, donors and local authorities at field level
  • Experience working in low-resource settings with potential security risks.
  • Prior experience working with IMC and its donors (e.g. OFDA, DFID, ECHO, BPRM, UN donors)

Competency

  • Results Oriented: Sets high standards for quality of work, focus on getting results. Consistently delivers results within individual scope of work on time, on budget and without errors, monitors and maintains quality of work; works in a systematic, methodical and orderly way; consistently achieves project goals; focuses on the needs and satisfaction of internal and external partners; accepts and tackles demanding goals with enthusiasm.
  • Deciding and Initiating Action: Takes responsibility for actions, projects and people; takes initiative and works under own direction; initiates and generates activity and introduces changes into work processes; makes quick, clear decisions which may include tough choices or considered risks.
  • Organization of Work: Sets clearly defined objectives, plans activities and projects well in advance and takes account of possible changing circumstances; identifies and organizes resources needed to accomplish tasks; manages time effectively; monitors performance against deadlines and milestones.
  • Stress and Pressure Management: Maintains a positive outlook at work; works productively in a pressurized environment and in crisis situations, keeps emotions under control during difficult situations; handles criticism well and learns from it; balances the demands of a work life and a personal life.
  • Communication: Should be able to speaks fluently; present opinion and information with healthy argument. responds quickly to the needs of an audience and to their reactions and feedback; projects credibility; structures information to meet the needs and understanding of the intended audience; presents information in a well-structured and logical way.
  • Coordination and integration: Be responsible for developing a strong, coherent integration within the program and initiating innovative strategies across the programs as well as ensure integration of IMC programs with other organization’s program on same geographic area, promote sustainability of project activities with effective networking, linkages to other programs, capacity building of project staff, and institutional strengthening of local partners and community-based organizations.
  • Capacity building and knowledge management: Assess capacity development needs of the field office staff and provide support to preparation of development plan and follow up on the progress of its implementation.
  • Monitoring and reporting: Develop, implement and evaluate quality assurance measures and ensure appropriate follow up, review the monthly monitoring plans and reports by monitoring staff and provide feedback for coherent approach and corrective actions

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