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JOB DESCRIPTION Date JD last updated: 8/6/2012 Date position opened : 8/6/2012 Desk Officer validation: YES No. pages: 3 POSITION DETAILS Title Deputy Country Director Classification C Location (Country & Base) Juba, South Sudan Contract duration 12 months Starting date in-country ASAP Training requirements Kitlog V3, ACF Induction, ACF mid level management training Direct Line Manager Country Director Technical Supervisor Funding for position Country Director & Desk Officer, technical support provided by HQ Logistics Advisor, HR Officer & Field Finance Officer Sept 1st Budget Code ECHO/CHF/OFDA Start date End date /(ASAP) Employee being replaced Rebeckah Piotrowski Hand over period -- Objectives Objective 1: Operations Support and Management Line management of Logistics, HR, Finance/Admin coordinators Function as the liaison between support and programs departments to facilitate better coordination during all phases of project cycle management Establish & follow up controls to ensure accountability and efficiency in resource utilization Ensure programs are coherent with the country strategy Ensure program implementation is in line with governmental policies and laws and ACF standards. Ensure support department reports are submitted to CD on time. Ensure BFUs are made available to all coordinators for feed back, comments and questions are documented and attended to on a monthly basis. Follow up of base coordination meetings and other field requests with relevant departments to ensure smoother operations and to avoid delays. Act as focal point during proposal development and project reporting to ensure coherence and adherence to donor guidelines. General leadership of support staff and support departments acting as a liaison between CD and support coordinators. Conduct regular performance appraisals of support coordinators and ensure regular all mission support staff PAs are carried out in a timely fashion. Revise all job descriptions for support positions, in collaboration with support coordinators. Provide training and guidance to all support and programme staff on operational management of programs Contribute to the career development for program staff in collaboration with the HR department. Assist with identifying training needs & preparation of the mission training plan (MTP) Page 1 Ensure monthly (and if needed weekly) financial and logistic volume forecasts are produced and respected Ensure that all support & technical coordinators are alerted to any over- or under-spending of budgets and that program plans are adjusted appropriately Contribute to the identification of potential funding opportunities Objective 2: Communications and Visibility Issues Maintain and expand public relations within the mission. Act as the mission’s focal point for management of external communications related requests from HQ. Initiate and oversee advocacy and lobbying within the mission, as directed by HQ & ACF International’s strategies. Validate at country level all press packets, & direct briefings & visits of all journalists, donors & visitors. Harmonize all local visual identifiation and communications materials (logos, letterhead, pictures, posters, etc.) in accordance with ACF and specific donor guidelines Objective 3: Representation and liaison Ensure ACF program related interests are clearly presented and advocated within the NGO/Humanitarian community coordination forums, cluster mechanisms etc. Liaise with external stakeholders about regular program related issues if senior level involvement is required Coordinate with external stakeholders about regular ACF activities and ensure required program documentation is provided (pro-actively and upon request) by the Program Managers and Coordinators Strengthen field and capital level information-sharing with IOs, INGOs and government. Ensure ACF technical staff regularly attend all relevant humanitarian coordination meetings and take a leading role in the drafting of future technical development strategies. Improve upon and ensure sharing of information to field staff, from cluster/sectoral sources in the capital. Internal & External relationships Internal with CD Logistics Coordinator & HR Coordinator Technical Co’s & Field Co’s - Active liaison maintained to ensure technical and operational coherence Desk – Technical referent for DCD at HQ. External CD – Direct Line manager Admin Co – Line managed by DCD, but major financial decisions to be made in consultation Local governmental and non-governmental partners : exchange of information, coordination, training, supervision, influence on choice of technical options Local medical authorities : exchange of information, coordination, influence on choice of technical options Local representatives of international aid organisations : exchange of information Page 2 REPORTING RESPONSIBILITIES Monthly field activity report Monthly & quarterly donor reports as required by each grant Contribution to project sitreps Compilation of donor reports POSITION REQUIREMENTS QUALIFICATIONS Advanced University degree (Masters) preferably in development and/or political/humanitarian studies or equivalent. Minimum 3 years humanitarian experience in country level senior management/coordination role, preferably in a variety of contexts and countries. SKILLS & EXPERIENCE Excellent verbal and writing English skills. Significant experience (min 5 yrs) with INGOs in recovery and complex emergencies. Previous experience with partnerships and alliances an asset. Proven management and coordination skills (HR, projects, and stress management). Proven ability to translate analysis and evaluation into operational planning and strategy. Excellent communication skills: writing and reporting skills as well as diplomacy, negotiation and mediation. Must have very good organizational and analytical, and strategic skills. Excellent organizational, leadership and motivation/training skills. Must be disciplined and able to work autonomously and arrive at decisions and conclusions with minimal guidance. The person must be able to set own deadlines and meet them consistently. Practical experience and /or training in Safety and Security management. Proven experience in proposal writing and budget development. HR Management experience PREFERRED Previous ACF experience, preferably field based. Strong knowledge and experience in logistics Familiarity with a range of donor reporting - especially ECHO, DFID, USAID. This document is non-contractual and may be modified to reflect the changing needs of the service. Page 3