Camp Manager

Number required: 1(One)

Location: Shire Field Office/Shimelba Refugee camp

Length of Employment – Definite

Salary & benefits : 20,185.00 –22,254.00 ETB /month, based on the candidate’s qualification, experience and previous earning history, plus 35% of hardship allowance with 27% Provident Fund & Pension employer/employee contribution.

Posting Date –Oct 26, 2015

Closing Date – Nov 6, 2015

 

SUMMARY STATEMENT OF DUTIES AND RESPONSIBILITIES:

 

Under the direct supervision of the Field Coordinator, the Camp Manger will be responsible for overall management of all IRC programs at the assigned refugee camp(s). S/he will provide supports to camp based staff and will be responsible for staff management,  grant management and program reporting; monitoring of camp activities, staff safety, security and health including ensuring compliance to all IRC procedures, assisting in assessing program quality and effectiveness and providing guidance and support to program and  operation staff in camp (s). S/he will also work closely with key donors (HCR, PRM, ECHO and etc), ARRA, other Implementing partners (IPs), refugee and local government representatives (formal and informal) and service providers.

 

DETAILED RESPONSIBILITIES AND TASKS:

 

Operations:

Supply chain

·         Ensure camp level procurement system that complies with IRC and donor protocols. 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 the logistics team works with procurement plans (monthly, quarterly), and authorized and ATC cleared suppliers. ;

·         Approve Purchase Requests (PRs) for all camp programs as per the authority threshold and review those PRs beyond the authority threshold prior to FdC approval.

·         Verify/approve all camp-based payments /purchase requests regarding daily laborers or monthly incentives, etc. for the camp within the given threshold.

·         Monitor camp level warehouse management (using warehouse monitoring tools) Also monitor control and use of IRC supplies and assets, and report to field office regarding any misuse, theft or damage to IRC properties.

·         Approve store release (SRs) for all camp programs as per IRC warehouse management protocols.

·         Conduct monthly spot checks and ensure quarterly spot checks by staff from responsible sectors.

·         In collaboration with the supply chain team and program managers, ensure planned and equitable allocation of IRC resources (facilities, equipment, vehicles) and also ensure that supply chain team maintains operations and maintenance protocols.

·         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.

·         Conduct monthly, semiannual and annual inventories as directed by the Field Coordinator.

 

Human Resource Management

·         Assist the field office in making sure that IRC personnel policy, IRC refugee staff policy and the Staff Professional Code of Conduct- the IRC Way are respected and practiced properly in close collaboration with field SMT.

·         Line-manage camps based sector staff and ensure all staff performance objectives are set timely and staffs have clear understanding about their roles and responsibilities.

·         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).

·         Ensure camp based staffs are deployed in a timely manner by applying standard procedures for staff recruitment.

·         Provide counseling and support in resolution of employee work place conflict. Propose and/or take corrective measures within IRC’s personnel policies when necessary.

·         Authorize staff in the mandated camp when travelling out of their duty stations for IRC business as per the IRC personnel policy, procedures and guidelines.

 

Finance

Ensure appropriate cash management system is implemented in the camp(s). This includes cash transfer and handling of the field level petty cash and cash in office mechanisms.

·         Facilitate timely submission of cash projection by respective program and support sector representatives, refugee staff’s payment sheet, construction labor cost and daily laborers’ sheet, etc for timely action by the field finance department.

·         Approve all payments (procurement, travel disbursements, refugee staffs’ incentive, daily laborers sheet) up to the camp manager’s threshold.

·         Verify/review all payments beyond the camp manager authority level before they are reviewed by finance and approved by the Field Coordinator/SMT in Addis.

·         Monitor progresses of financial expenditure against the budget and ensure accuracy of transactions and compliance with IRC and donor requirements through Review monthly BVA reports.

 

Program Management

·         Ensure, in coordination with FdC and TCs, all the IRC projects are   implemented   in accordance with IRC Program Framework and support that implementation follows the core programming principles.

·         Oversee preparation of activity and spending plans for all grants by program managers

·         Ensure quarterly procurement plans are developed and executed to meet the IRC and donor requirements.

·         Provide administrative support and camp oversight during  program implementation on daily basis; assist staff to implement sector specific monitoring and  evaluation plans

·         Coordinate and facilitate grant opening, review/closing, and BVA review meetings as per agreed timeline in collaboration with program managers and sector representatives.

·         Provide administrative, operational and logistical assistance to all programs managers 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

 

Program Development

·         Assist program staff to ensure beneficiary communities are involved in the design, implementation, monitoring, and evaluation of all IRC programs.

·         Ensure timely submission of field level mandatory reports (sector reports, management, donor and government reports).

·         Contribute to IRC’s institutional learning, for example in relation to new ways of planning and project implementation.

 

Representation and Coordination

§  Represent IRC from duty station at the mandated refugee camp (s):  The tasks include serve as focal person for any information shared with or received from camp 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 (ARRA, local administration), Donors (UNHCR, PRM, ECHO, etc) and Implementing partners (IPs), refugees’ representatives (RCC, WOAs) and host/local community representatives and informal leaders.

§  Participate at camp level inter-agency meetings; facilitate regular meetings with camp leaders, camp 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.

 

Safety, Security and Health

·         Assist the field office in updating field security management plan, in facilitating security related trainings to camp based staff, and implementation of the plan.

·         Monitor security/safety situation in the designated camp context, and ensure incidents are reported to the FdC for further analysis, planning and implementation of safety and mitigation measures.

·         Develop/adapt 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 staff to identify and determine approaches to address staff wellness and sense of security.

·         Ensure all camp based staff 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 camp environment in consultation with the camp staff and field office.  Adapt and develop site specific IRC compound management protocols.

 

Leadership

§  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. 

§  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.

·         Name of the position you have applied for

·         Date of application

·         Summary of  your qualifications and experience

·         Motivation/objective of why you have applied for the job

·         Permanent and current address (if different form permanent) and telephone number

·         Disclose any family relationships with existing IRC employees by including the format below in your application.