Field Manager

Description

SCOPE OF WORK:
The Field Manager is responsible for the Kitgum Field Office. The primary responsibility is to coordinate efficient operational and program support to the field office. The Field Manager works closely with the Program Managers/Officers in coordinating all IRC programs and representing the IRC to other key stakeholders in the field.

SPECIFIC RESPONSIBILITIES:
* Operations Management:
* Directly supervise operations staff and provide day to day support to program staff based in the field.
* Establish regular communications 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, Operations (DDO) 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.
* Security
* Monitor the security situation in Kitgum District, and keep senior Kampala staff informed of developments with implications for staff safety and for program implementation.
* Compile security reports and submit to DDO on a weekly basis.
* Ensure all staff are in compliance with relevant IRC security procedures and protocols.
* Actively participate in the revision of the IRC Uganda Security Management Plan.

* Logistics
* Oversee logistics 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.
* Review physical inventory counts and ensure proper valuation and accounting for inventory or supply items;
* Oversee all budget expenditures in area of operation and ensure they are allowable and allocable according to IRC and donor regulations;
* Lead the field site BvA review process; reviewing Monthly Budget vs. Actuals reports and Budget Expenditure Plans with program staff, making recommendations on the basis of these and ensuring that appropriate action is taken in a timely fashion;

* Human Resources / Administration
* Work with the HR Manager to plan and coordinate the recruitment of all Kitgum 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 the human resources team and 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 human resources and administrative policies;
* Secure appropriate administrative services and maintain administrative systems which enable the Kitgum field office to work effectively and efficiently.

* Strategic Planning
* Oversee the integration of the core strategies of IRC Uganda’s five-year strategic plan into program activities
* Participate in workshops to establish and monitor annual operating plans for the strategic plan, and oversee implantation of the annual operating plans in Kitgum
* Oversee the transition operations and make recommendations to senior management.

* 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;
* Assist in the preparation of regular reports to keep partners and stakeholders informed of IRC’s activities.

REQUIREMENTS
* Degree in Social Sciences, Development Studies, International Relations or any relevant field.
* At least 3 years experience of Field Management for humanitarian relief or development projects.
* Clear understanding of budget management, particularly allocation across multi-budgets;
* Familiarity of IRC donor policies and requirements;
* Good security management skills;
* Good working knowledge of communications systems (satellite, VHF and HF radio);
* Good working knowledge of computer software: MS Word, Excel & email applications required; MS Access, Project & GIS an advantage.
Ugandan nationals are encouraged to apply. International allowances are not available for this position. Salary and employee benefits are compliant to the Ugandan NGO Sector.

IRC leading the way from harm to home.
IRC is an Equal Opportunity Employer.
IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

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