Head of Office- Bambari, CAR

Tracking Code: 219411-927

Job Description

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been operational in the Central African Republic (CAR) since 2007 and in the Ouaka prefecture since 2008. Current programming in the Ouaka prefecture focuses on 4 areas of intervention including 1) Early recovery, livelihoods and savings and credits programming; 2) Protection, SGBV and Women’s rights; 3) Social Cohesion, Reconciliation and Inter-community dialogue and 4) Civil society development and capacity building. All programs seek to reinforce good governance and build communities’ capacity to drive their own development.

GENERAL POSITION SUMMARY:

The Head of Office (HoO) is a senior management position for Mercy Corps CAR with supervisory and managerial responsibilities, including direct management of the programs being implemented in Bambari and the Ouaka prefecture. S/he will provide substantial strategic leadership to all Mercy Corps programs in the Ouaka prefecture, working to integrate civil society capacity-building, good governance and women’s participation into all program activities under his/her responsibility and coordinating monitoring and evaluation activities.

The HoO is responsible for overseeing quality and timely implementation of programs by the Program Managers, as well as overseeing the daily operations of the Bambari office, ensuring compliance with Mercy Corps’ and donors’ policies and procedures, ensuring internal and external coordination, and representation in Bambari. This includes training staff as needed and supervising program, administrative, logistics, and finance staff members.

The HoO reports to the Country Director, based in Bangui as well as maintains very strong functional links with the Deputy Country Director, Operation Manager, Finance Manager, Sector Managers, Grants and Reporting Officer, M&E Advisor, and Program Managers managing country-wide programs.

ESSENTIAL JOB FUNCTIONS:

Programs Management

• Ensure that Program Managers have defined programmatic targets and objectives, that clear workplans are developed, and that each program is meeting the set targets and objectives.
• Work with the Mercy Corps Sector Managers in designing, establishing, and managing programs/projects that support local economic development, healthy communities, civil society development, and good governance, in collaboration with donor agencies and other humanitarian organizations.
• Ensure that Project Managers follow and comply with all Mercy Corps and donor policies and procedures.
• Ensure and enhance coordination between projects.
• Ensure that Program Managers develop their monitoring systems and provide regular reports on program activities for donors, as well as for internal learning, to the Deputy Country Director, as well as for Mercy Corps headquarters. 
• As necessary, assist with development, design, and proposal writing for related programming.

Operations Management

• Oversee the smooth flow of routine program support functions (e.g., finance, administration, logistics) of the Mercy Corps office and compliance with Mercy Corps and donor policies and procedures.
• Maintain close cooperation with Operations Manager and the Finance Manager.
• Oversee management, supervision and training of all aspects of finance, administration, HR, and logistics in the Bambari office.
• Provide training, oversight, and support to local staff as needed.
• Ensure effective and transparent use of financial resources in compliance with Mercy Corps and donor policies and procedures.
• Coordinate Bambari’s human resource and recruitment requirements, including recruitment and orientation of new staff, identifying personal needs of national staff, ensuring payment of national staff salaries in compliance with Mercy Corps procedures and local laws, and participating in disciplinary, hiring, and termination meetings as needed.
• Ensure that procurement is completed, documented, and delivered to end-user in a timely manner, ensuring that items procured meet the specifications of the end-user while adhering to donor and Mercy Corps procurement guidelines.
• Ensure all aspects of asset management including maintenance of the asset register and the investigation of any missing assets.
• Supervise the management and maintenance of vehicle fleet, office facilities, and equipment, including power supply.
• Oversee database and paper file management for finance, administration, HR, and logistics documents; ensure files are complete and in compliance with Mercy Corps and donor policies and procedures.
• Coordinate with Mercy Corps’ Bangui and HQ offices on travel and logistics support as required.

Representation and Coordination

• Liaise with local government officials, local NGOs and civil society organizations, local religious leaders and other community members to ensure support for and acceptance of Mercy Corps projects in Nana Mambéré Prefecture. 
• Ensure that communities, the local civil society and representatives of the beneficiaries are involved in the design and implementation of programs, as well as their evaluation.
• Maintain close working relationships with donors, other humanitarian and human rights organizations, and local partners, including representing Mercy Corps at local coordination meetings.

Security ManagementDo This

• Develop and maintain the security plan for the area of operation.
• Follow up any development/changes in regards to the security situation.
• Ensure adequate security coordination with other humanitarian actors in the areas.
• Liaise with the Country Director on any degradation in security situation.
• Ensure that defined security operation procedures are implemented and respected.

Strategy and Vision

• Recognize opportunities for innovative action and create an environment of empowerment.
• Set direction by prioritizing and organizing actions and resources to achieve objectives and contribute to country-wide strategy development.

Personal Leadership

• Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.
• Maintain high ethical standards and treat people with respect and dignity.
• Demonstrate an awareness of his own strengths and development needs.

Team management

• Ensure and build team cohesion.
• Strengthen team engagement and commitment toward the goals of the organization and to the programs.

Other

• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Other duties as assigned.

Accountability

Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work while actively engaging beneficiary communities as equal partners in the design, implementation, monitoring and evaluation of our field projects. 

Organizational learning

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve – we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

SUPERVISORY RESPONSIBILITY: Ouaka prefecture implementation team (size of team may vary)

ACCOUNTABILITY:

REPORTS DIRECTLY TO: Country Director

WORKS DIRECTLY WITH: Logistics, Procurement and Finance Officer, other Program Managers in Ouaka, Administration and Field Staff, Logistics, Procurement and Finance staffs in Bangui. 

KNOWLEDGE AND EXPERIENCE:

• BA/S or equivalent in relevant field
• 5-7 years’ NGO experience working in international relief and development in logistics, administration, staff supervision and development, training, team building, finance & administration, donor relations, and inter/intra – agency communications. This includes experience living and working overseas and working in remote conditions.
• 3-5 years of relevant management experience.
• Demonstrated capacity on management (managing activities, managing budgets, managing teams) 
• Effective multi-tasking, organizational capacity, prioritization skills are necessary

• Sounds understanding of Financial and Procurement, Administration, and Logistics Management systems.
• Demonstrated experience in team building and team coordination for achieving program goals.
• Commitment to local capacity building and the ability to engage local stakeholders in project design and implementation.
• Experience working with host governments, INGOs and national NGOs and familiarity with international humanitarian operations, coordination structures, and the mandates of UN agencies, and other NGOs.
• Good organizational and project management skills and the ability to anticipate project needs.
• Proven ability to work cooperatively with others in a team environment, and to lead a diverse group of national and international staff. 
• Understanding of participatory methodologies for project design, implementation and evaluation.
• Working understanding of procurement, administration and finance systems.
• Must be able to strategically advise staff on program and office activities and security issues.
• Demonstrated proficiency with the MS Office software (i.e., Word, Excel, PowerPoint) is required.
• Fluent French and English essential; Sango a plus.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members is required 

SUCCESS FACTORS:

The successful Head of Office will have proven experience working effectively and respectfully with host country governments, NGOs, and community-based organization representatives. S/he will have strong leadership qualities and will have demonstrated previous experience in building team commitment toward the achievements of program objectives. It will be essential to have experience in setting up systems and procedures in difficult environments, as well as good understanding on what makes systems and procedures work. Effective verbal and written communication, multi-tasking, organizational, and prioritization skills are critical as are an ability to work in remote environments, an awareness of and sensitivity to multi-cultural international development work and ability to train and facilitate dialogue among a diverse group of individuals with various skill sets and working styles. S/he must have an ability to creatively problem-solve, to juggle multiple priorities under tight deadlines, and to calmly and diplomatically deal with unexpected and sudden events impacting program operations with patience, tenacity, and a good sense of humor.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

The position is based in Bambari, CAR and is eligible for group housing. This is an unaccompanied post and regular travel to Bangui will be required (estimated up to 20 %).

The Central African Republic is a nation of 4.6 million people, ranked as one of the poorest nations in the world, with an average life expectancy of only 49 years. Hospitals and access to medicines is very limited. Malaria is prevalent and it is estimated that 7-8% of the population may be HIV positive. Bambari is a regional town of around 50,000 on the main route linking Bangui to the east of the country.  The city has been insecure following the 2012 offensive of the Seleka rebels and particularly following the relocation of the Ex-Seleka headquarters in April 2014. It is currently relatively calm and safe, although bouts of violence can happen especially between Seleka and Anti-balaka armed groups. Criminality, mainly petty theft and robberies is on the rise, and travel in some of the surrounding areas can be dangerous and unpredictable due to armed road bandits.

Job Location: Bambari, Ouaka, Central African Republic

Position Type: Full-Time/Regular

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