Associate Director, Joint Office DKH/LWF/NCA (& DKH Head of Mission)

Start date: as soon as possible

Ending date: 31.12.2022 (with option of prolongation)

Context

Diakonie Katastrophenhilfe (hereinafter referred to as DKH), part of the Protestant Agency for Diakonie and Development (PADD), is present with an operative structure in Haiti since 2007. The majority of the humanitarian projects take place in the department of the South-East, South and North-West departments.

Since late 2016 the DKH/LWF/NCA Joint Office was formed, to tackle the triple challenge of covering operational costs, reduced funding and increased needs in the country, and to take advantage of synergies and complementarities. In mid-2018, a structural adjustment to allow DKH to manage its portfolio and finances separately was decided, but still with significant shared services and work within the JO. LWF and NCA continue to function together under the LWF standard, and the JO has a Joint Country Director, who is part of a Steering Committee (SC) along with representatives from all three headquarters, which guides the work of the JO. The new administrative structure came into force in January 2019. In 2020, a cooperation review was carried out. Based on the results some adjustments have been agreed, which is reflected in a new MoU and readjustment the position of the DKH Representative in Haiti. As the actual Head of Mission is actually supporting DKH in other fields, a replacement is necessary.

Strategy for the DKH unit in Haiti

· Orient and strengthen the DKH team; ensure smooth operations of the DKH unit in close cooperation with the LWF/NCA units of the JO under the leadership/coordination of the JO Director; and act according to the MoU and Shared Service Agreement (SSA) with LWF and NCA in the JO. In this regard, detect and report possible areas or procedures where collaboration in the JO may be hampered, looking for solutions in collaboration with the JO Director and DKH HQ.

· Pursue the registration of DKH as as international NGO with the relevant Haitian authorities.

· Execute the DKH Program and Project Planning 2022 according to DKH standards, within the joint strategy and the agreed terms.

· Ensure that program approaches of Disaster Risk Management and Reduction as well as of Emergency Preparedness and Response Planning within the framework of the joint strategy are further developed, executed, monitored and reported.

· Ensure, in close cooperation with the JO, that the partner organizations of the JO are strengthened according to strategic considerations and specific partner capacity development plans, in line with program priorities and according to DKH mandate.

· Support the country strategy review and development of the new strategy of the Joint Office, likes to DKH general strategy.

In case that the DKH Office is not successful in obtaining its registration, does not dispose of sufficient funding or due to the withdrawal of the other MoU parties, it may be necessary to close DKH’s operations in Haiti and pursue another model of accompanying partner organizations and implementing its program in Haiti.

General description and Objective:

Act as Associate Director, Joint Office DKH/LWF/NCA in Haiti (& DKH Head of Mission). The position reports directly to DKH in Berlin (Programme Officer for Latin America and the Caribbean) and is responsible for representing DKH legally in Haiti.

Coordinate closely with the JO’s relevant managers and coordinators in the framework of a joint strategy and within established communication, coordination and administrative mechanisms. The position works in close collaboration with the JO Director on strategic and cohesion topics.

In general, the relationship between the JO Associate Director (JO AD) and the JO director (JO D) is as defined as follows:

· The JO AD ensures together with JO D, the overall cohesion of the JO by harmonising procedures and enhancing cooperation and collaboration among the units and teams in the JO.

· The JO AD carries out external representation on behalf of and in the name of the JO, as mutually agreed with the JO D and based on shared positions reflecting the views of all the agencies.

· The JO AD leads on specific tasks and activities related to ensuring the cohesion of the JO and its various constituent parts, as agreed in the MoU and related documents.

· As mutually agreed with the JO D, the JO AD leads on other specific tasks related to ensuring the cohesion of the JO and its various constituent parts.

· The JO AD participates in the SC and in its consensus decision-making (see SC ToR).

· The JO AD deputises for the JO D (and vice versa) in an acting capacity when s/he is temporarily absent, on leave, etc. (this applies to items related to the cohesion of the JO, external representation, etc.; signatory power remains with other appropriate colleagues).

Specific tasks

1. Management and Coordination (25%)

a. Responsible for smooth running of the DKH unit and cooperation within the Joint Office

· Take charge of the legal registration of Diakonie Katastrophenhilfe as an international NGO as well as ensure compliance of DKH with Haitian laws and with relevant Haitian authorities.

· Ensure accomplishment and compliance of all rules, procedures and standards of DKH and as agreed within the JO.

· Follow up on the MoU and SSA with the LWF/NCA unit:

• Contribute to the process of annual SSA development and drafting of MoUs

• Provide input to LWF/NCA unit on provision of support services

• Provide compliance cross-checking to LWF/NCA Unit

• Sign the SSA on behalf of DKH for the JO

· Coordinate with the JO D and the LWF/NCA Programme Manager (PM), as well as with the relevant managers and coordinators of the JO (from LWF/NCA).

· Contribute to the joint bi-monthly executive report, by preparing situation reports on the DKH program, projects, coordination and security (according to format).

· Represent DKH when presentation of a unique organization of the JO is required, i.e. legal issues, registration, taxes, specific donors and the German Embassy.

· Ensure compliance and accountability of all procurement controls with the requirements and regulations of the back donor agencies, the Standard Procedures for Diakonie Katastrophenhilfe.

· Ensure necessary logistical mechanisms to support the program implementation (transportation, accommodation, visitors, etc.).

· Ensure quality management of information for DKH inventory within JO inventory and ensure quality management of DKH assets according to DKH’s Standards.

· Ensure DKH unit participation in regular updating of inventory on bi-annual basis.

b. DKH visibility and communication

· Ensure provision of communication materiel (photos, video, etc.) for HQ’s communication department.

· Handle media/PR tasks.

· Facilitate HQ, donor and other delegation visits.

· Apply the visibility policy ensuring its application and respect by all DKH team members and implementing partners.

· Cooperate with the JO for joint visibility and communication, if decided by the SC.

c. Responsible for sound Financial and Administrative accountability

· Supervise and/or coordinate the work of the Administration and Finance with the relevant DKH position of the DKH unit as well as with the JO.

· Ensure compliance and accountability of all fiscal controls with the requirements and regulations of the back-donor agencies, the Standard Procedures for Diakonie Katastrophenhilfe Offices Abroad (SPOA), the local laws and the International Recognised Accounting Principles.

· Guarantee that audit processes are followed timely and inform HQ about any inconveniences during the preparation and execution of the audit.

· Oversee budgets and financial reports.

· Provide basic review mechanisms of the finances and administration procedures.

· Supervise the set-up of the accounting and filing system, the procedures and its documentation for the rebuilding of the office.

d. Responsible for Personnel Management

· Maintain team dynamics that enable DKH to carry out its goals and objectives.

· Oversee the respect and application of the internal staff regulations, the HR policies and procedures.

· Supervise directly the DKH unit.

· Support the sub-teams in decision making and overcoming challenges.

· Provide coaching and feedback.

· Evaluate or ensure staff performance evaluations as well as staff development.

· Overview recruitment of qualified staff for rebuilding the capacities of the DKH office in Haiti.

2. Program Coordination and Project Management (50%)

· Assume the lead on the sectorial competences for which DKH has the lead, as well as monitoring of the relevant pillars within the JO strategy (DRR/EPRP/IR, housing approach, CVA emergency response modalities)

· Support the operationalization, monitoring and reporting of the joint country strategy, DKH being directly responsible for the objective related to Disaster Risk Management and Reduction, including community preparedness, and Emergency Preparedness and Response Planning as well as immediate humanitarian response, and jointly with the LWF/NCA program unit for the objective related to the capacity development of partner organizations.

· Develop further, strengthen, build capacities and report on the strategic program approach of Disaster Risk Management and Reduction, including community preparedness and Emergency Preparedness and Response Planning with the experts of the DKH unit and in close collaboration with DKH HQ and the other units of the JO.

Contribute to the elaboration, monitoring and reporting of a joint annual plan according to the strategy, specific to the DKH program and JO elements in which DKH has the lead. And ensure complementarity and synergy of DKH and LWF/NCA programs.

· Lead on the formulation and implementation of the EPRP of the JO and act according to the prescribed role of DKH.

Act as EPRP/DRR focal point for the JO,

Organize DKH response in case of disaster, ensure coordination with LWF/NCA PM, and is in communication with DKH HQ and SC.

· Organize and participate in the partner organizations’ assessments and development of partner capacity strengthening activities (technical, institutional and interinstitutional) in all areas related to humanitarian action with the relevant experts of the DKH unit and in close cooperation with other relevant departments of the JO.

· Identify and pursue funding opportunities to sustain the country program in close cooperation with the LWF/NCA PM and under the leadership or coordination of the JO D.

Contribute to the elaboration and revision of the fundraising plan.

Actively search for new funding opportunities on behalf of the JO.

· In collaboration with LWF/NCA PM, lead on development of joint programme initiatives and approaches, including options for co-financed projects.

· Ensure successful implementation and quality assurance of all projects and program related activities, with regard to all stages of planning, monitoring, evaluation and reporting of the project/program cycle.

· Ensure the quality of project work by detecting the need for additional technical support to local partners or external technical input for own implemented projects. Strengthen relations with existing local partners.

· Supervise project, field, and office work for the successful and smooth implementation of projects based on approved time lines and budgets.

· Ensure that all project activities are closely monitored and evaluated by the relevant project and finance/admin staff

· Ensure the quality of project components undertaken by local partners.

3. Health, Safety and Security (25%)

JO AD, supported by the DKH Berlin Security Advisor, is the lead for JO on security and some other aspects of HSS.

The JO AD leads on the maintenance, training, and provision of service for emergency communications equipment; allocates equipment as needed as agreed with JO D.

DKH is directly accountable for the safety and security of DKH staff but is not directly accountable for LWF/NCA contracted staff.

The specific functions are as followed:

· HSS Plan: Main authorship (DKH HO support initially), updated annually or as needed. Share with JO colleagues. .

· Trainings: Annual training plan and fit for work table (all staff of JO broken into two categories by employer). Technical input on training content, delivery of no-cost trainings. Requisition of cost training.

· Security Monitoring: Share any pertinent information with the JO.

· Bi-monthly Security Report within the bimonthly executive report: Main authorship of report, and sharing with JO Haiti colleagues.

· Visitors Briefing: Deliver visitor briefings and debriefings of the JO.

· Office Security: Assessment of building safety, recommendations for office security improvement plan, and requisition of security-driven improvements. Administration of safety/security related improvements and billing out to other parties.

· Guards Supervision and Capacity Building: Analysis of guard services, potential threats.

For DKH specifically:

· Ensure organizational commitment to health, safety, and security management within DKH Haiti.

· Be responsible for the security of all team members and property of the mission.

· Provide clear lines of communication and crisis management leadership.

· Monitor and analyse the security situation and ensure that teams clearly understand it.

· Ensure that the documents and procedures relating to security are regularly updated.

· Ensure prompt and disciplined incident reporting.

Minimum requested qualifications

· Masters Degree in relevant field (Disaster Risk Management, Disaster Risk Reduction)

· Proven experience in Health, Safety and Security; program management; humanitarian response; emergency preparedness; Planning, monitoring, evaluation and reporting (PMER) and Financial management

· 5-7 years experience in managing staff and partners and commitment to team building and mentoring

· Minimum of 7 years experience working in the field with an INGO

· Proven experience in fundraising for international institutional agencies and managing budgets with divers donor basis

· Demonstrated understanding of key principles of humanitarian assistance, including humanitarian principles, standards and methodology

· Good understanding of partnership management

· Excellent written and spoken English and French

Further appreciated competencies

· Experience working in Haiti

· Appreciative of multicultural environments,

· Experience in change management processes and organizational learning

· Willingness to engage in continuous learning and trainings

· Haitian Creole and German