Field Manager

Johanniter International Assistance is recruiting a Field Manager.

Job Responsibilities and Accountabilities

Overall job purpose

The Field Manager shall work under the direct supervision of the Head of Mission to serves as the in-charge focal point of the JIA Field Office and represent JIA to other key stakeholders, including government entities in the area of operation. The primary responsibility is to provide strategic program and operational support to the field office. As the team leader at the field site, the Field Manager shares in the overall responsibility for the direction and coordination of the field Office. S/he will work closely with the Program Managers/Officers in coordinating all JIA programs in the area of operation. The Field Manager in his/her capacity is responsible for implementation of all programming in the area of operation, including the management of all sub offices/facilities, emergency preparedness and response, finance and logistics in close coordination with the HoM, Heads of Program, Logistics, Finance and HR & Admin Departments at the country office.

Reporting lines

• Reporting to: Head of Mission (First level).
• Senior Programme Manager (Second level).
• Supervising: Field HR Officers, Logistics and Admin Officers, IT Officers or Assistants, Security Officers, Program Officers.
• Receives technical advice from: Head of Mission, Senior Programme Manager, Finance Coordinator.
• Logistic Coordinator, HR and Admin Manager.
• Gives technical advice to: Field Program and Operations staff and Project partners.
• Replaced by: Field Program Managers or Operations Managers.

Tasks

Strategy and Vision

• Actively supports the values of Johanniter and shapes his/her work according to these values.
• Contributes to the development and implementation of the global strategy of Johanniter International Assistance in his/her area of responsibility.
• Supports the implementation of the country strategy in his/her area of responsibility in line with the global JIA strategy.

Leadership

• Actively lives the Johanniter’s leadership principles by fostering trust, embracing diversity, communicating openly, supporting wellbeing, and taking responsibility to contribute to a positive, inclusive, and adaptable work environment. This is reflected in the day-to-day activities in line with the Code of Conduct and related policies to achieve our goals.
• Monitor, coach and provide leadership to Field staff.

Strategic Planning

• Oversee the integration into program activities of the JIA program framework.
• Support the development of the annual program and operating plans from the strategic plan, and oversee implementation of the annual plans at the field office.

Program Operations Management

• Directly supervise operations staff and provide day-to-day support to program staff based in the field.
• Plan program activities in collaboaration with SPM, Program Managers and Officers and support implementation.
• Support program and operations staff and ensure that staff has enough resources and support for activities in the field.
• Establish regular communications between programs and operations to effectively identify and address specific issues.
• Provide regular, timely feedback and recommendations on operational and program issues to the HoM or Senior Programme Manager (SPM) to ensure corrective measures are put in place and good practices are upheld.

Security

• Monitor the security situation in the area of operation and keep the HoM, SPM and Safety & Security.
• Manager informed of developments with implications for staff safety and for program implementation.
• Compile security reports and submit them to HoM and Safety & Security Manager on a weekly basis.
• Ensure all staff are in compliance with relevant JIA security procedures and protocols.
• Ensure that all new staff and visitors receive an appropriate security briefing.
• Actively participate in the revision of the JIA Security Management Plan.

Supply Chain

• Oversee supply chain management support operations including procurement, stock management, vehicle operations, equipment maintenance and repair (including communications and computer equipment) in compliance with JIA and donor logistic policies.
• Supervise the maintenance of an efficient storage and inventory system.
• Supervise proper tracking of all JIA assets and produce monthly reports.
• Ensure proper IT and communications including Satellite phone, HF and VHF radio are always in good working conditions.
• Ensure proper management of operational costs and avoid wastes in the logistics functions at the field level.

Finance

• Ensure all field staff are in compliance with relevant JIA and donor financial management policies.
• Ensure internal control procedures are followed for all cash disbursements, receipts and transfers at the field level.
• In liaison with program and operations staff, prepare cash forecasts and Cash Transfer Requests for the Field Office.
• Work with program staff to help them develop accurate cash forecasts and expenditure tracking mechanism.
• Supervise the preparation and timely submission of end-of-month cash book uploads to CO Finance.
• Maintain a system to track commitments and outstanding contract amounts.
• Provide input to Purchase Request approvals to ensure commitments are considered before further purchases are approved.
• Review physical inventory counts and ensure proper valuation and accounting for inventory or supply items at the field level.

Human Resources/ Administration

• Work with the HR and Admin Manager to plan and coordinate the recruitment of all field-based staff.
• Ensure that performance evaluations for all staff are conducted on time and review all evaluations to ensure quality and consistency.
• In liaison with department heads, identify training needs for staff and spearhead coaching and mentoring initiatives.
• Ensure fair and consistent disciplinary management system in accordance with policies and procedures.
• Ensure all staff are aware of and in compliance with relevant JIA HR and administrative policies.
• Secure appropriate administrative services and maintain administrative systems which enable the field office to work effectively and efficiently.

Representation/ Communications

• Represent JIA at the District authorities (administrative, sectoral and security officials), UN agencies, other NGOs, and relevent stakeholders.
• Ensure coordination of JIA program activities with relevant District officials, UN agencies and other humanitarian agencies.
• Liaise closely with JIA’s partner agencies in the area of operation.
• Assist in the preparation of regular reports to keep partners and stakeholders informed of JIA’s activities

Safeguarding

• Contributes actively to the implementation of the JIA Code of Conduct and all safeguarding policies.
• Maintain high level of confidentiality at all times if you come aware of any safeguarding issue.
• Does not take any step to investigate any known safeguarding incident or rumour.
• Report any safeguarding rumour and incident.
• Disseminate Johanniter’s position of zero tolerance as well as policies to all stakeholders (People we work with) at all levels.

Person Specification

Professional Qualification and Experience:

Essential:

• University Degree in any relevant field including International Relations, Political Science, International Development, Anthropology, Law, Sociology or equivalent in experience.
• A Post Graduate training in Project Management, Community Development will be an added advantage with a master’s degree in any relevant field.
• At least 5 years progressive experience in programme implementation with at least 3 of those years in a middle management position in an INGO or UN agency.
• Strong financial, planning, budget and supply chain management skills and experience.
• Strategic management skills.
• Computer literacy and excellent documentation skills are a must.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Ability to intervene with crisis management or troubleshooting as necessary.
• Excellent time management and planning capacity.
• Ability to multi-task, ability to handle pressure well, ability to improvise, flexibility, adaptability to transitions.
• Fluency in English and Portuguese.

Desirable:

• Experience and knowledge of compliance requirements working with institutional donors.
• Understanding of other local languages a strong asset.

Skills and Competencies:

• Strong organizational, planning and analytical skills.
• Knowledge of financial guidelines of donor organizations (such as USAID, ECHO, GFFO, BMZ or similar).
• Strong control of Microsoft Word, Excel and Accounting software.
• Fluency in Portuguese with excellent verbal and written communication skills.
• Proven ability to work independently and as part of an international team.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Proven team management and leadership capacities.
• Structured and dynamic work manner.
• Able to perform under pressure.
• Able to prioritize.
• Strong team player.
• Ability to issue constructive criticism.
• Problem solving attitude.

Johanniter is an equal opportunity employer. We encourage applications from women, people with disabilities and other disadvantaged groups.

Please note: This job description is subject to change and will be adapted according to operational requirements. In addition to the tasks listed above, the person holding the position is obligated to carry out individual assignments on instruction of the superior person, which by their nature belong to their activity or result from operational necessities. The person holding the position carries out work which, because of its infrequent occurrence, is not included in the job description but which, by its nature, belongs to the position.

It is Johanniter’s responsibility to create an environment built on integrity, respect and accountability, in which all staff and volunteers are comfortable to work and feel safe. We have a zero tolerance policy when people cause harm to others. Those who misbehave or are complicit will be held accountable for harmful actions. It is the employee’s responsibility to promote appropriate behaviour and to report infringements that could potentially harm those in our organisation’s care and damage the reputation of Johanniter. Those who raise complaints or concerns will be appropriately protected and respected.