Organizational description:

The International Rescue Committee (IRC) is one of the largest humanitarian agencies in the world, providing relief, rehabilitation, and post-conflict reconstruction support to victims of oppression and violent conflict. IRC has worked for over eight decades in the world addressing both the immediate, lifesaving needs of conflict-affected people in an emergency and the reconstruction needs in post-conflict societies. IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and thorough accountability to those we serve.

Scope of work/ job purpose:

Under direct supervision from the Field Coordinator, the Camp Manager is responsible for the overall management of programs and operations in the Adiharush and Mayayni refugee camps. Ensuring IRC’s goal and programs’ objectives are met. Lead project Planning, Design, Implementation, Monitoring and Evaluation processes. Develop standardized reports. Ensuring the safety and security of IRC’s staff, image, and assets. S/He provides supervision and direction to Adiharush and Mayayni camp team, with an emphasis on coaching and mentoring the staff to build their capacity. Manages their performance as per IRC’s Performance Management Plan guideline. Ensures high-level representation in various forums and maintains IRC’s interest.

Responsibilities:

Specific responsibilities include, but are not limited to:

Leadership

• Ensure the consistent implementation of IRC/Ethiopia policies, manuals, and procedures.

§ Actively participate in the decision-making process and strengthen overall Shire Filed Office management

• Encourage key staff to participate in problem-solving and decision making.
• Maintain a system to strengthen inter-departmental collaboration by facilitating action-oriented sector-specific and staff regular meetings.
• Preserve close, open and professional relationships with all actors; facilitate donor M&E visits

Operations: Human Resource Management, Finance, and Supply chain

• Ensure IRC’s National Staff Personnel Policy and Human Resource Manual; the IRC Way; IRC’s Refugee; Supply Chain and Finance Policies and Procedures; donor and government policies are respected and properly practiced. Mentor and support staff’s capacity needs and their professional development and foster a positive team spirit to encourage innovatively and quality programming include concrete formal and informal capacity planning and training for staff.
• Ensure all staff performance objectives are well set, and they have a clear understanding of their role and responsibilities.
• Conduct mid-term and annual staff performance evaluations and assist the office in developing a framework for staff career development, training, and coaching.
• Provide counseling and support in employee relations problems. Ensure Office disciple is in place; control embezzlement of any kind; ensure individual staff action is in line with or against IRC’s goodwill. Take disciplinary action as per personnel policy when deemed vital.
• Maintain a system of best practices for regular staff evaluation, and standard procedures for new position posting, interviewing, and applicant selection.
• Conduct PR/PO follow up; remind SC and program team (Addis and Shire) to address issues on time.
• Monitor camp level warehouse management; control and supervise the use of assets and report to field office on time for any misuse, theft, and damage of IRC properties.
• Verify/approve all camp-based payments /purchase requests regarding daily laborers or monthly incentives, etc for the camp within the given limit
• Work closely and communicate effectively with the Office’s staff to ensure timely payments and procurements.
• Maintain office records and disseminate information and correspondence from Addis/Field Office, IRC Offices to all operation and program staff in the camps, and vice-versa.
• Ensure proper budget management of Adiharush and Mayayni camps
• Lead all staff meetings (monthly quarter, biannual and annual); oversee training/workshops all Adiharush and Mayayni projects that are organized to refugee communities, IPs, OPs, ARRA, UN agency, etc; conduct opening/closing remarks.
• Take all-rounded action for cost management (efficient and effective utilization of all resources); lead staff towards cost management practice.
• Coordinating and facilitate, spot-checking, and warehouse reports review meetings.
• Conduct monitoring of IRC’s materials (electromechanical, construction, education, etc) which are found in the field; keep their record, control embezzlement and provide advice/corrective actions if appropriate; ensure effective and material utilization.
• Ensure proper asset, acquisition, management, and disposal
• Ensure best grant administration; for grants, develop and maintain grant opening/closing PowerPoint presentations, activity plans, spending, and procurement plans. Participate in all grant opening, and closing meetings, tracking expenditures; and ensure they are allowable and allocable according to IRC and donor compliance and regulations; review monthly BvA and bring any over/under expenditure, miss-charge or double charging issues, etc to the attention of the Field Coordinator/Finance team in a timely manner and jointly develop a corrective plan.
• Participate in new project and concept note development; provide timely, informative, and quality inputs to funding proposals (project descriptions, log frames, Work plan, and budgeting); ensure program staff provides timely and quality inputs to technical managers that will be used for standard project reports. Review all updates/reports to be shared to technical managers of Shire and camp-based ARRA, UNHCR, RCC, IPs, OPs
• Ensure projects timely and quality monitoring and evaluation; ensure good project monitoring and evaluation tools are in place/update; and ensure evidence-based actions are in practices to demonstrate quality project progress, impact, learning, and recommendation; ensure all are well documented for next project formulation and administrative actions.
• Provides support and camp oversight on program implementation on a daily basis; assist staff to develop sector-specific M&E plans
• Supervise the implementation of projects to ensure the projects are implemented according to well- plan schedule annual, quarterly, month work-plan, and budgets-spending plan, and that project objectives are well-met.
• Follow up the implementation of field level mandatory reporting timeline (sector reports, management reports, donor reports and government reports)
• Be proactive to facilitate regular surveys on the provided services; collected data are analyzed, documented, and accessed by relevant staff.
• Mobilize and ensure the refugee community is involved in the design, implementation, monitoring, review, and evaluation of all IRC’s programs.
• Lead in overall quality of all project assessment, assessment tools design/contextualize, methodology, and final quality assessment report.
• Work closely with all program staff and ensure planned training, workshops, and awareness-raising events are organized on time, in a systematic and coordinated manner.
• Ensures the inclusion of vulnerable children, women and elderly including disabled and HIV/AIDS infected and affected people to have access to all program interventions and other service deliveries
• Supply to IRC’s institutional learning; document relevant reading materials, encourage staff to use them, develop and share success stories to shire staff.
• Improve the overall IRC’s camp environment in consultation with the camp and field office staff

Coordination and Representation

§ Pursue effective working relationships with all partners at all level in the best representation of IRC with camp-based UN Agencies, ARRA, IPs, Ops, RCC, zone leaders and local authority to enhance multi-sectoral cooperation and coordination; ensure that relevant information from interagency, coordination, sector, working group meetings are timely shared to concerned staff, Shire technical managers and field coordinator.

§ Contribute to the realization of Country SAP

§ Coordinate with Shire Field Office managers to achieve IRC’s strategic objects; support/receive resources; plan together to the wise use of IRC resources; provide parallel advice to managers to best implement Shire projects.

§ Develop reports and share to all concerned on time; ensure camp staff submit a quality report;

Safety, Security, and Health

• Conduct regular discussions with key partners to identify and settle approaches to address staff’s stress levels and sense of security.
• Assists the Field Office in updating Field Office’s Security Management Plan
• Facilitate security-related training to camp based staff
• Assist the Field Office during the implementation of IRC-Ethiopia safety plan
• Ensures effective communications among staff and other staff across all camps- and among different levels of responsibilities at field and Addis levels.
• Ensure communication three is respected, and educate staff to adhere to it.
• Develop strict local vehicle safety policies and ensures that they are consistently implemented.
• Ensure all kinds of incidents in the camp are supervised and reported to FC within 24 hours.
• Ensure IRC’s staff, goodwill (brand), assets are safe and secured.
• Closely work with the security network and take timely security measures.

NB: Any other duties and responsibilities that can be given by immediate supervisors

Requirements

• MA/MSc/BA/BSc in Development Management, Business Management, Hydraulic Engineering Gender, or related field of studies.
• 4 years for MA/MSc holders and 5 years for BA/BSc holders relevant experience Management in international NGOs preferably in refugee camps
• Demonstrated ability and experience in working in an emergency and post-emergency/recovery program.
• Project management experience.
• Proposal and report writing skills.
• Excellent representational skills.
• Strong organizational skills
• Proven management skills.
• Computer literate.
• Experience in working with multicultural and diversified workforce.
• Excellent communication and interpersonal skills.
• Proven Ability to work under pressure and attention to details