INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.
Terms of reference
Job Title: Programs & Operations Manager
Code: SR-34-1794
Duty station: Halba, with frequent travel in Akkar and Tripoli Area
Starting date: 03/05/2021
Contract duration: 1 year
Reporting to: Head of Mission
Supervision of: 8 staff (project team plus base support staff)
Dependents: Non-family Duty Station /non-accompanied
General context of the project
INTERSOS is an Italian non-profit, humanitarian aid organization founded in 1992. The mission of INTERSOS is to support people, families and communities in areas most effected by crisis around the world, providing crucial assistance to populations in life threatening situations, in situations of famine and suffering resulting from extreme poverty, disasters, and conflict. INTERSOS started to work in Lebanon in 2006 to support the Lebanese people affected by the Lebanese-Israeli war. Since 2013 INTERSOS has been supporting the vulnerable populations in Lebanon affected by the Syrian conflict, including both Syrian refugees and affected Lebanese communities.
The overall programing in Tripoli is designed and implemented in accordance with the Lebanon Crisis Response Plan, UNHCR and INTERSOS Protection Frameworks. It aims at supporting a favorable protection environment for Syrian refugees in North Lebanon through the provision of legal services, including support to registration of civil documentation, implementation of protection monitoring outreach, including referrals and information dissemination as well as through the provision of case management, community-based protection services and identification of children with specific needs. The GAC funded project that this position will specifically oversee focuses on an integrated protection and health approach with an international partner NGO in order to provide an improved access to gender inclusive reproductive health and protection services, with a specific focus on SGBV.
Current projects are implemented in North Lebanon (Akkar and T5 districts) with the main office located in Tripoli and a field office used for activities in Halba (covering Akkar). The main strategy for 2021 is to build on existing capacities and further develop the base portfolio with projects that increasingly integrate the core protection activities of INTERSOS with complementary sectors (Education, Health, Shelter) to deliver a comprehensive and sustainable response to the people in need.
General purpose of the position
The position includes two main components: the global supervision of Tripoli base and its daily operational functioning and the direct management of one of the projects (funded by GAC) in the North. The Program and Operations Manager is responsible for the whole coordination and supervision of the support functions (admin/finance, Logistic and procurement, human resources and security) at base level, in coordination with relevant departments at coordination level.
On the project management function, the Program and Operations Manager is responsible in close coordination with the Program Coordinator for the overall management of the project, the implementation of activities and achievement of targets. Moreover, the role will ensure strategic positioning of the organization at regional level. In collaboration with the mission SMT, s/he will be in charge of identifying funding opportunities, arising needs to contribute to project design and proposal writing.
Main responsibilities and tasks
Project Management
- Manages the project in line with the project documents.
- Prepares, manages and regularly updates the project activities work plan and related financial plan,
- Ensures timely and quality implementation in compliance with the defined project strategy as well as INTERSOS and donor guidelines.
- Ensures the integration of activities with other INTERSOS projects, as well as coordinating with other actors intervening in the same area.
- Prepares periodic project narrative and financial reports as well as other ad hoc reports, according to INTERSOS and donor requirements.
- Contributes to elaborate trends and situation analysis.
- Project financial Management and procurement
- Prepares and ensures regular update of financial plan,
- Verifies and approves purchase, in line with the budget and the financial and procurement plan.
- Verifies on a weekly basis the bookkeeping entries in the INTERSOS accounting spreadsheets (PN): verifying budget line allocations, budget expenditure status against actual delivery and the financial plan for the project implementation period.
- Ensures purchases of goods, services, supplies are in line with the relevant INTERSOS procurement guidelines and procurement plan
- Verifies the list of expenditures, prior to finalizing the interim and final financial reports.
- Holds final responsibility for verification of all support documents.
Base Management
- Ensures coordination of support functions (i.e. administration, logistics, security, HR) at Base level.
- Ensures harmonization of activities across projects, support and oversight.
- Responsible for the premises’ management (offices rental)
- Analyzing and updating the security situation in North, in close coordination with the Liaison Officer and suggesting Head of Mission possible adjustments of security measures according to the identified situation in the area of operation.
- Ensures regular update of the Comprehensive Planning Process (CPP) as requested by the Head of Mission.
Team Management & Human Resources Management
- Ensures regular performance evaluation of relevant staff (national and international, as needed) in line with internal regulations.
- Ensures timely recruitment of national staff, in coordination with relevant support staff, as per INTERSOS policy for staff recruitment.
- Ensures respect of and adherence to INTERSOS rules and regulations, code of conduct and ethical values chart.
- Ensures and proposing capacity-building opportunities for national staff, keeping clear oversight and reporting on trainings attended and conducted by national staff.
Monitoring, evaluation and reporting
- In coordination with the MEAL Manager, contributes to the MEAL activities planning at base level, with specific focus on programs development and strategy implementation
Project development, reporting and planning
- Contributes to the formulation of new projects as well as the implementation of the program strategy for the respective area of intervention
- Ensures a comprehensive vision of the intervention in Tripoli strengthening the complementary of different projects implemented in the area.
- Collaborates with the HoBs/PMs in the mission in order to integrate the different intervention in the same long-term strategy.
Coordination and representation
- Establishes and managing relations pertaining to programs and operations in the area, with relevant stakeholders, local authorities, relevant donors and institutions.
- Responsible for the partnership planning
- Proactively participates and represents INTERSOS in relevant working groups (i.e. inter-agency and other relevant working groups) at the regional level
- Proactively engages in bi-lateral meetings with other INGOs and NGOs active in relevant sectors and geographical areas to avoid duplication, ensure coordination and referral and work for complementary efforts.
- Ensures systematic information and update sharing with the Programme Coordinator and relevant colleagues.
Required profile and experience
Education
- Master degree in Refugee law, International Human Rights Law, Forced Migration and Refugee Studies, Gender studies or other relevant to the position
Professional Experience
- At least 4 years in humanitarian assistance and 2 years of international relief and emergency experience in senior (Programme Manager / Field Coordination and up) positions in a multicultural environment, preferably in emergency or complex settings
- Previous experience in the Middle East region (desirable)
- Experience in conflict/post-conflict contexts, with experience in supporting emergency responses, access and security analysis and management
Professional Requirements
- Background in protection and human rights projects, with desirable track-record in SGBV programming
- Ability to set high standards for quality of work and quick adaptability and flexibility in stressful environment
Ability to manage human, technical, administrative and financial resources.
Facilitating and encouraging open communication in the team, communicating effectively.
Languages
- Fluency in English, spoken and written
- Arabic is an asset
Personal Requirements
- Perfect knowledge of all the phases of the PCM.
- Ability to work in partnership with local organizations and under stressful conditions.
- Excellent diplomacy skills
- Ability to delegate and work in team
- Flexibility (will have to take on responsibilities that might not be directly on his/her JD)
- Adaptability to changing work environment and possible volatile security situation
- Stress management skills: ability to work under pressure to meet tight deadlines, with peaks of heavy workloads;
- Good communication skills, both written and oral.
- Self-development, initiative-taking.
- Strong organizational and problem-solving skills with analytic approach.
- Good computing skills