BACKGROUND:                                                                                          

The International Rescue Committee (IRC) is one of the world's leading crisis response agencies, providing life-saving assistance and supporting recovery and reconstruction for people affected by war and natural disasters. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.    

The IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and development, Health, Economic recovery and Development and women protection and empowerment as well as contributing to the response to the Southern Sudanese Refugee situation. IRC Uganda has a head office in Kampala, field offices in Kiryandongo, Lamwo, Moroto, Kyaka and West Nile.  

 

SCOPE OF WORK:  

The Field Manager shall work under the direct supervision of the Deputy Director of Field Management (DDFM) to provide strategic program and operational support to the field office. S/he will work closely with the Program Managers/Officers in coordinating all IRC programs and representing the IRC to other key stakeholders in the area of operation.

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. The Field Manager in his/her capacity is responsible for Implementation of all programming in the region, including the management of all sub offices/facilities, emergency preparedness and response, and logistics for the region.

 

SPECIFIC RESPONSIBILITIES:  

Field Office Management and Control.

 Provide oversight and guidance to the field leadership teams, with a focus on all aspects of field office control and efficiency. Ensure effective and timely implementation and reporting in the field sites, including ensuring consistent and accurate use and timely submission of project management tools such as BVA, Item forecast, spending plans, PIMS, etc., and that programs are compliant with IRC and donor compliance requirements, this includes: Ensuring that Budget Versus Actual (BVA) reviews for field projects are held consistently and timely every month and timely follow through on identified actions.Ensuring that BVA minutes are accurately record and action items are clearly assigned and acted on promptly.Institute a BVA issues tracker for each grant and consistently follow through on each action item.Ensure effective execution of all their program implementation responsibilities and regularly (at least monthly) review the project dashboard Implementation tab (quarterly prior to the PIM meeting).Ensure that the status of implementation is reviewed prior to the quarterly PIM meeting, according to the key categories in the implementation tab, and there has been effective follow-up on key actions identified.Monitor and assess the evolving humanitarian context and needs in the field and channel these to SMT.In collaboration with the Safety and Security team, should ensure that there is proper implementation of Safety & Security policies and procedures, and that field staff are well trained and operating in compliance with the Security Management Plan.Work with the DDFM to proactively identify, analyze, and respond to the trends either through reinforcement or corrective action. Participate in the development of new proposals, operating plans, work plans, and strategic plans ensuring that the views of field staff are captured and reflected wherever appropriate.Monitor all staff in the field site to know and understand IRC’s global and in-country HR policies and the IRC Way Standards for Professional Conduct.Supervise all staff in performing their duties efficiently and in a timely manner.Monitor the achievement against staff performance management objectives.Work closely with program managers to implement IRC’s client responsiveness initiative. Act as the focal person at the field site for managing IRC’s client feedback register.In close collaboration with the MEAL Coordinator, initiate the process of identifying gaps in MEAL systems and make recommendations for improvements.

Operations Management:

 Directly supervise operations staff and provide day-to-day support to program staff based in the field. Establish regular communication between Programmes and operations to effectively identify and address specific issues.Provide regular, timely feedback and recommendations on operational and program issues to the Deputy Director, Field Management (DDFM) to ensure corrective measures are put in place and good practices are upheld.Support program and operations staff and ensure that staff has enough resources and support for activities in the field.Review and sign timesheets for direct reports and ensure timely submission of timesheets by all in the field site.

 Security

 Monitor the security situation in the area of operation and keep senior Kampala staff informed of developments with implications for staff safety and for program implementation. Compile security reports and submit to Deputy Director, Field Management (DDFM) on a weekly basis.Ensure all staff are in compliance with relevant IRC security procedures and protocols.Ensure that all new staff and visitors receive an appropriate security briefing.Actively participate in the revision of the IRC Uganda 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 IRC and donor logistic policies. Supervise the maintenance of an efficient storage and inventory system.Supervise proper tracking of all IRC assets and produce monthly reports.Ensure proper IT and communications including Satellite phone, HF and VHF radio are always in good working conditions.Ensure reduction of operational costs and wastes in the Logistics functions.

 Finance

 Ensure all staff are in compliance with relevant IRC and donor financial management policies. Ensure internal control procedures are followed for all cash disbursements, receipts and transfers.In liaison with program staff, prepare cash forecasts and Cash Transfer Requests (CTR) 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 Finance Kampala.Maintain a system to track commitments and outstanding contract amounts.Provide input to Purchase Request approvals to ensure commitments are considered before further purchases approved.Reviewing physical inventory counts and ensure proper valuation and accounting for inventory or supply items.

Human Resources / Administration

 Work with the HR team 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 IRC administrative policies.Secure appropriate administrative services and maintain administrative systems which enable the field office to work effectively and efficiently.

Safeguarding focal person:

 Ensure that staff and IRC Associates/representatives in the area of operation are aware of and adhere to the IRC Safeguarding Policies. Receive all concerns including both specific reports and unconfirmed concerns/complaints regarding child abuse or sexual exploitation raised against members of staff, other representatives or staff of a partner agency.Respond to and manage concerns/complaints in the area/region of operation regarding any abuse or sexual exploitation.

 Strategic Planning

 Oversee the integration into program activities of the IRC program framework. Participate in workshops to establish and monitor annual operating plans for the strategic plan and oversee implantation of the annual operating plans at the field office.

Representation / Communications

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