Background CARE is one of the world's largest Non Governmental relief and development agencies. CARE Canada is a member of an international partnership which provides a measure of security and well-being for the poor in more than 70 developing countries. CARE Canada currently has approximately 90 expatriate staff working internationally. CARE Canada is the Lead Member in CARE International for Chad, Cuba, Indonesia, Kenya, Zambia and Zimbabwe managing a program portfolio of $80M per annum on average, technically, these Country Offices (CO’s) are branches of CARE Canada. In response to the Horn of Africa Drought Crisis, CARE Canada is establishing a limited country presence in Djibouti to assist the Somali refugees in the country, as well as host communities. Djibouti hosts over 17,000 refugees, mainly from Somalia (70% of which are women and children) in Ali Addeh camp located in Ali Sabieh District in Djibouti. Due to the scale of new arrivals and the limited in country Emergency response capacity, the refugee camps may not meet minimum standards for humanitarian work. The Djibouti program director has the overall responsibility for the effective management of CARE International programs in the country based on CARE International and Canada’s mission, vision, core values and program principals,
Job Summary The position encompasses the leadership and overall responsibility of the program performance, overall financial management; establishing sufficient internal controls, ensuring the program financial viability, enhancing staff capacity; improving program quality and communication with donors, CARE Canada and other CARE International members. S/he will play a key role in assessing the viability of the operation and potential for becoming a viable, full size country office in FY13, Djibouti is utilizing a small portfolio of $2-3 million annual budget . Current portfolio consists primarily of refugees assistance activities.
Job Responsibilities and Tasks
Job Responsibility #1 (Est. 10% of the time): Representation and Communications,
- Represent CARE Canada in negotiation with the host governments and ensure that the operation has the legal agreement needed to operate transparently, such as, an updated mutually recognized country agreement as well as program related agreements with the relevant line ministries,
- Ensure that accurate and updated host government relations information is disseminated to CARE Canada, and relevant CI members,
- Ensure access to country office facilities and services to all CI members.
- Ensure that the image of CARE International in the country is consistent with CARE’s mission, vision and values and protects CARE's interests and assets;
- Build effective organizational relationships and networks with public, private and NGO partners; liaise with host government/donor government and other lead agency representatives;
- Maintain effective communications with CARE International members regarding program development, funding opportunities, agreements and staffing;
- Provide regular report to CARE Canada on the affairs of the operations, including security;
- Provide periodic reports to CARE members managing donor contracts in the CO according to the specific agreements;
- Demonstrate knowledge of the most current CI Code and related federation agreements through effectively implementing related provisions.
- Maintain regular and transparent communication with HQ in a spirit of shared successes and problem-solving.
Job Responsibility #2 (Est. 40% of the time): Program Planning, Development and Implementation,
- Lead the development of the Annual Operating plan, Emergency Preparedness Plan (EPP), and regular operation performance reviews,
- Maintain and share an updated operating environment analysis, assess the impact of the environment changes on the performance of the CO.
- Guided by the program plan and inspired by donor and host government priorities, provide support and guidance to the program staff in the identification of new programming opportunities,
- Develop and maintain a proposal development quality control system, and up to date pipeline tracking and reporting system,
- Assist and coordinate CARE member’s contract negotiation with donors at the country level to ensure that CARE program and financial objectives are attained,
- Ensure, through regular monitoring of activities, effective project implementation, support of staff in their search for and use of best programming practices,
- Ensure that CARE’s financial and donor contractual requirements and obligations are met.
- Ensure effective project implementation monitoring and evaluation system that allows accurate donor reporting and timely course corrections as necessary.
Job Responsibility #3 (Est. 30% of the time): Financial, Budget and Administration Management
- Ensure the financial viability of the operations i.e. project budgets are able to cover the administration costs, both staff and infrastructure of the operations and ensure adequate indirect cost recovery (ICR) from existing and new projects; monitor and analyze the cost structure, particularly in anticipation of changes in the program portfolio,
- Ensure full compliance with donor regulations and terms of signed contracts; ensure the application of CARE financial procedures,
- Ensure satisfactory audits results, that recommendations from previous audits are addressed and that subsequent audits show an improving trend,
- Ensure the submission of on-time financial reports, achievement of at least 85% annual budget utilization rate, over 95% life of projects budget utilization, and accounts receivables of less than 10% of the annual budget
- Closely monitor the reporting and fulfillment of donor match requirements,
- Ensure that the risk register is maintained and issues acted upon in a timely manner,
- Ensure that financial exposure reports are maintained and reviewed on a monthly basis and communicated to HQ,
- Provide financial reports to HQ as requested.
Job Responsibility #4 (Est. 15% of the time): Human Resources Development and Management
- Ensure the completion of an annual staffing plan and provide support or lead recruitment efforts (with active support from HQ) for international hires,
- Ensure that all HR policies and procedures are established in accordance with host country laws and legislation and reviewed on a regular basis; ensure that CARE Canada’s HR policies are respected for expatriate personnel,
- Ensure that the total compensation (salary and benefits) for national employees remains competitive with the local market and that voluntary turnover rates are kept to the minimum possible;
- Adopt and lead by example effective employee relations practices and performance management systems, including timely and clear communication of expectations through updated Job descriptions and operating plans, regular performance feedback and annual performance appraisals, coaching and mentoring to staff in decision-making, consistency and coherence in the recognition of merit,
- Promote staff development and the maximization of local talent, through coaching and mentoring and active career development,
- Create and maintain a true team environment, including regularly established management teams and ad hoc committee structures in which input on key issues is sought from colleagues in open discussion,
- Ensure staff adherence to the CARE Code of Conduct and promote People in Aid practices to the maximum extent possible.
Job Responsibility #5 (Est. 05% of the time): Security and Emergency Response
- Ensure that security plans are kept up to date and that staff regularly follow mandatory safety procedures identified as appropriate to the context,
- Lead Crises Management Team in emergency situations
- Ensure that the emergency preparedness plan (EPP) is kept up to date and is effectively communicated to staff at least once a year;
- Authorize and manage staff evacuations as necessary (for health or other reasons).
Qualifications: Education & Training:
Required: University degree in a relevant discipline. Desired: Master’s degree in relevant discipline would be an asset.
Experience:
Required:
- Minimum of ten years of experience in international development or humanitarian assistance;
- At least five years of successful experience at the senior management level in overseas postings, in the countries that lived chronic political instability, and in the emergency response context;
- Superior leadership particularly in support of multi-disciplinary and multi-national teams;
- Solid understanding of financial and budget management, and of best practice programming (expertise by sector would be an asset);
- Proven abilities in decision-making and problem-solving in crisis contexts;
- Experience in security management;
- Flexibility and willingness to undertake local, regional and international travel;
Desired:
- Experience working in the country or similar context;
- Past experience working in partnership with UNHCR and other UN agencies,
Technical skills:
Required:
- Advance knowledge of Excel
- MS ACCESS
- MS Word and Outlook, Desired:
- Accounting packages SCALA, SUN or others,
Language competency:
Required:
-Fluent in French (speaking, reading and writing), - Good oral and written communication in English;
Desired: -Knowledge of local languages, Arabic and Somali;
Key Competencies:
Critical: Visibly and consistently demonstrate high standards for CARE’s core values of Respect, Integrity, Commitment and Excellence,
Necessary: Demonstrated ability to work independently, team player, creativity, appreciation of efficiency, highly organized, and reverence of deadlines and time obligations, Demonstrate awareness and sensitivity to gender and diversity. Have experience and the ability to work in diverse cultural contexts in a culturally appropriate manner. Has a capacity to make accurate self-assessment particularly in high stress situations.
Desirable: Good communication skills, ability to work under pressure, problem solving skills and positive attitude,
Key relationships / Contacts:
Internal CARE Canada:
• Fellow International operations staff (HQ and other COs) => Coordination of Activities amongst COs, review of IPIAs and contracts, sharing of analysis reports,…etc • Fellow International Program team => coordinate program activity, projects design, contract negotiation, program reporting, quality and impact; • Country based staff => Sharing of reports, obligation charts, …etc
Internal CARE International:
• CARE International => funding opportunities, donors plans, sharing of program reports, obligation charts, …etc External: • Consultants and service providers => Development and clear communication of TORs, oversee work quality and timing, contractual obligations,…etc,
Living Conditions:
•Location: Djibouti town, Djibouti, •Expected percentage of time traveling: up to 50% of the time, mainly in the country to visit project sites, meet with staff and counterparts
NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.
CONTACT INFORMATION Please apply online at www.care.ca or www.careersunited.org. You will need to register before submitting your resume.
NOTES: We thank all candidates for the responses to this advertisement. However, we regret that we will be able to contact only short listed candidates.
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