Site Management Support Manager (SMS-Um Raquba and Babikiri)

Job title: Site Management Support Manager (SMS-Um Raquba and Babikiri)

Employment category: MF2

Reporting to: Area Manager, Gedaref

Direct reports: (SMS TL , SMS Officers Umraquba and Babikiri,)

Unit/department: Programme

Location:100% Gedaref State

Authorization level: As per Policy

Overall purpose of the role:

DRC is looking for a motivated, pro-active and innovative Site Management Support Manager. The SMS Manager is responsible for the coordination of assistance and services at camp level in coordination with relevant camp authorities. This entails building effective collaboration with a diversity of stakeholders, ranging from refugees, community representatives, humanitarian partners, host communities and local authorities.

Responsibilities:

Immediate Scope of Role:

• Directly line manage SMS Teams in Umraquba and Babikiri, Borno State
• Plan daily, weekly and monthly tasks of the above-mentioned teams
• Follow-up field implementation to ensure planned activities are delivered with the best quality
• Organize and implement PDMs and other relevant programme assessments in consultation with the MEAL Manager
• Support/make input into monthly and quarterly implementation reports
• Responsible for budget expenditure and planning for departments of coverage
• Support the Area Manager and HoP to expand DRC programme portfolio in Gedaref State through various fund-raising initiatives including concept and proposal development

Medium to Long Term Scope of the Role:

Multi-sectorial / rapid needs assessments:

• Monitor the humanitarian situation in the areas of operation and contribute to the prioritization of areas of intervention
• Be the Emergency response focal point and work with the teams to initiate needs assessments and appropriate response
• Present summary results of multi-sectorial assessments during external coordination meetings as requested by the Area Manager
• Plan and Supervise the conduct of RA, MSA and RPA remotely and in the field, depending on security situation and needs
• Support development and correct implementation of tools and methodologies for assessments
• Suggest improvements to the tools and methodologies depending on context and field-testing

Program management:

• Responsible for establishing and maintaining coordination amongst the camp actors, including government representatives, UN agencies, international NGOs and national NGOs and other service providers and refugee groups by supporting the camp in charge in existing coordination mechanisms. Arranging the weekly Coordination meeting in Camp, sending out the minutes / action points regularly.
• Responsible for the overall day to day management of DRC’s camp coordination activities and directly manage the staff members as listed above, including coaching, co-ordination between staff, timely recruiting and tracking of team progress.
• Compiling relevant Camp information – writing weekly and fortnightly reporting as required. Update any tools used for coordination purposes or information management as required.
• Assist in monitoring, in close collaboration with Protection, Shelter & Site Operations: all technical work carried out in the camp setting, including water, sanitation and hygiene activities, construction activities, and any other activities implemented by DRC, as well as the activities of other organisations. Ensure all activities respect international standards for each sector. Assist in supporting information gathering and participatory assessments undertaken within the camp.
• Support the CiC in leading the emergency preparedness and response on camp level including, planning, reporting, assessments, coordination, messaging, relocations and any other relevant activity.
• Supervises the organization and coordination of capacity building initiatives for community groups, safety unit volunteers, Site Management Support volunteers on emergency preparedness and response.
• Works with Protection, Shelter & Site development teams in the enhancement of key relationships with camp and government leaders to ensure smooth communication, activity implementation, data collection, and community outreach.
• Lead with the Community mobilization team the elections and/or selection of the camp governance committee.
• Work closely with the camp governance committee and ensure good camp governance.
• Oversee and support the community mobilization team in the development and support of the different representative committees and community groups, including facilitating the formation of new groups, coordinating meetings and workshops, implementing training and community interventions.
• Supervise the implementation of community led projects.
• Ensure accountability through prompting access to static CFRM, mobile CFRM and information sharing with the community and service providers.
• Represent the DRC in external forums as requested by the supervisor.
• Provide feedback regarding work plans, contingency plans and general programme implementation.
• Assist in working with HR department in all HR related issues in the camp.
• Assist with all procurements and logistical arrangements associated with the Camp, in collaboration with DRC procurement and logistics staff.

General Management:

• Line manages national staff, conducting performance reviews, setting objectives and ensuring expected performance criteria are met;
• Adapt the team structure according to needs, resources and capacities if required, with support of technical managers as required.
• Develop job descriptions and recruit qualified staff (national) for the relevant position under the Programme sector
• Ensure high quality project implementation in accordance with donor and DRC regulations as well as in line with agreed log frames/indicators, budgets, procurement plans, and work plans.
• Review BFUs regarding activities/projects under his/her responsibility and check the good budget allocation of the related costs. Update Budget tracking tools and update the Area Managers on burn-rate with clear work plans to the end of the Project

Coordination:

• Ensure monthly program review with Area Managers and Coordinator in terms of Budget (BFU/TDL), project review, activity plan, lessons learnt including planning forecast for the next period
• Attend coordination meetings in Umraquba and Babikiri as necessary or specified by the Area Manager.
• Pro-actively coordinate with other NGOs working in areas of intervention in Gedaref State
• Support field staff to develop contacts and coordinate closely with stakeholders including local authorities, community representatives and CBOs where relevant to establish supportive networks and channels of communication.

Safety, Access and Logistics:

• Work closely with the Area Manager to share local contacts, to ensure appropriate security plans for field missions are in place, and to discuss support needs for new areas of intervention.
• Develop contact networks in area of operation for coordination on alerts, assessments, and responses.
• Contribute to Access and Safety SOPs.

Monitoring, Accountability and Reporting:

• Ensure that all activities are included in project M&E plans and supervise the implementation. Ensure key lessons learned are incorporated in new project proposals.
• Make recommendations to the Area Manager on improvement of response relevance, efficiency, appropriateness, timeliness, and accountability
• Oversee the implementation of recommendations to ensure continuous improvement of interventions.
• Ensure correct application of accountability, protection and age, gender and diversity-related protocols during assessments and implementation of activities through training and updating of protocols and methodologies.
• Maintain close links with MEAL Manager for the assessments and responses.
• Include the participation of beneficiaries and communities, particularly those most vulnerable or at-risk, in all stages of the project cycle where appropriate.

The responsibilities listed in the Job Description are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.

Experience and technical competencies: (include years of experience)

Essential:

• Minimum 3 years of working experience in Managing program in humanitarian context and experience in complex emergencies and high-security environments
• Experience of access management in a high-security context, demonstrated ability to liaise with a variety of stakeholders in a professional and adaptive manner, including security actors and local authorities.
• Working experiences with at least 3 of the 4 sectors to be covered by the position (Food Security, WASH/Shelter, Economic Recovery and Protection).
• Advance university degree in social sciences or in any of the technical sectors to be covered by this position
• Solid experience in staff management in a cross-cultural environment required
• Strong experience in conducting large scale distributions in remote locations with limited humanitarian presence
• Proven ability to build external relationships with diplomacy, tact and professionalism in a complex and demanding environment.
• Proficiency in common computer packages and financial software i.e. Word, Excel, Power point etc.
• Must show ability to work in an isolated and challenging environment.
• Strong reporting, report-writing and assessment skills.

Desirable:

• Previous working experience as Program Manager for multiple sector
• Fluent written and spoken English
• Fluency in Arabic would be an advantage
• Understanding of Sudan East context and local dynamics is desirable.

Education: (include certificates, licenses etc.)

• A University level degree in relevant subject or technical qualification in relevant sector

Languages: (indicate fluency level)

• Fluency in written and spoken English
• Desirable: Knowledge and experience in Sudan

Key stakeholders: (internal and external)

Internal

• Area Manager – Gedaref State
• Protection Manager – Gedaref State
• Support Services Team Leader – Gedaref State
• Infrastructure/Shelter Manager – Gedaref State
• Head of Program – Khartoum
• MEAL Manager – Khartoum

External

• Other actors present within DRC’s area/sectors of intervention
• Local authorities COR and HAC at Gedaref and field level
• Communities of concern