Program Manager / Head of Base-Lebanon At INTERSOS

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: Program Manager / Head of Base

Code: SR-34-9298

Duty station: Tripoli, North Lebanon with regular field visits to Akkar and North T5 districts

Starting date: 01/04/2024

Contract duration: From 01/04//2024 till 31/12/2024

Reporting to: Head of Mission (Base Management)

Supervision of: Base support staff and overall programs oversight

Functional supervision: Program Coordinator

Type of Duty Station: Accompanied duty station

General context of the project

INTERSOS is an Italian non-profit, humanitarian aid organization founded in 1992. INTERSOS works towards a world of equality, justice, peace and solidarity, to achieve this INTERSOS helps people to live in dignity and safety, alleviating suffering and meeting their needs. The overall programing in the North Lebanon is designed and implemented according to the Lebanon Crisis Response Plan and INTERSOS Protection Framework. It aims at supporting a favorable protection environment for refugees and host communities in North Lebanon with a multi-donors’ portfolio.

General purpose of the position

The position includes two main components of the integrated: area-based projects management and general north area operations.

On the project management component – the Program Manager is responsible for the overall management, economic, and financial administration of the projects and their implementation process, ensuring the achievement of objectives and results. In the framework of the programme, the position is aimed at ensuring the proper and effective implementation of all activities planned to achieve the intervention’s objectives and expected results, including all related administrative and financial aspects, the development of trend analyses according to INTERSOS Strategy and in line with international Guidelines, as well as at providing support to the Mission strategy and programme.

On the general management component – as Head of Base, s/he is responsible for the whole coordination and supervision of the base support functions (admin/finance, Logistic and procurement, human resources, MEAL, and security) in coordination with relevant departments at the country office level, ensuring the integration and priorities setting between departments and projects.

The holder of this position is a part of the mission of the Senior Management Team (SMT), being in charge of identifying partnerships, funding opportunities, and arising needs to contribute to project design and proposal writing.

Main responsibilities and tasks

Program management

• Ensures effective planning, implementation, monitoring, and evaluation of the program’s sub-components and timely delivery of services according to targets set in the projects’ description.
• Guarantees efficient financial management for the program, in compliance with the INTERSOS model and donor regulations s
• Conduct regular meetings with program and support (as needed) staff to follow up on project implementation, including revision of targets against achievements and identification of gaps in response to define required adjustments in the implementation.

Team Management & Human Resources Management

• Ensures project team management and coordination.
• Ensures regular performance appraisal of project staff in line with internal regulations.
• Ensures timely recruitment of national staff, in coordination with relevant support staff, per INTERSOS policy for staff recruitment.
• Ensures respect and adherence to INTERSOS rules and regulations, code of conduct, and ethical values chart.
• Ensures and proposes capacity-building opportunities for national staff, keeping apparent oversight and reporting on training attended and conducted by national staff.

Financial Management and procurement

• Prepares and ensures the regular update of the financial plan(s),
• Verifies and approves purchases per the budget and the financial and procurement plan.
• Verifies weekly 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, and supplies are in line with the relevant INTERSOS procurement guidelines and procurement plan (in particular, they are responsible for the procedures done under UNHCR and AICS-funded projects and are supposed to play the role of president of the evaluation committee)
• Verifies the list of expenditures prior to finalizing the interim and final financial reports.
• Holds final responsibility for verification of all support documents.

Monitoring, evaluation, and reporting

• Delivers timely quality reporting on project activities (monthly, mid-year, and final reports), including findings in terms of impact on individuals and communities.
• Provide monthly updates to the Program Coordinator about project progress, including achievements vs targets, using the monitoring tool developed by INTERSOS (PAT).
• In coordination with the coordination team, contributes to preparing the Monitoring and Evaluation plan.

Project Strategy, reporting, and planning

• Contributes to the formulation of new projects and the program strategy for the respective area of intervention.
• It ensures a comprehensive vision of the intervention in the North, strengthening the complementarity of different projects implemented in the area.
• Collaborates with the other PMs in order to integrate the different interventions in the same long-term strategy.
• Support identifying strategic partnerships for future intervention to ensure an integrated approach in the North.

Coordination and representation

• Establishes and manages relations about project activities with relevant stakeholders, local authorities, relevant donors, and institutions.
• Ensures INTERSOS representation through participation in relevant IA coordination forums in the North
• Proactively participates and represents INTERSOS in relevant working groups (i.e., inter-agency and other relevant working groups) at the regional level (North).
• Proactively engages in bilateral 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.

Base Management

• Ensures coordination of support functions (i.e., administration, logistics, security, MEAL, HR) at a Base level.
• Ensures good integration between the different departments in the base (programs/support) with regular base management meetings and follow-up of the action plans that may be set.
• Ensures follow-up on security-related matters at the Base level in the North for all projects and staff (as per INTERSOS Lebanon security framework and tools) in coordination with the Liaison officer and the Head of Mission
• Ensures support to the international missions deployed in the North area from HQ and other missions, including accommodation, logistic support, and security advice.
• Acts responsible for the office and other official INTERSOS premises, including follow-up on the security location, maintenance, and contract finalization.
• Collaborates with the other HoBs in order to integrate the operational frameworks in the same medium/long-term strategy.
• Ensures regular updates of the Comprehensive Planning Process (CPP) as requested by the Head of Mission.
• Contributes to the operationalization of risk prevention and mitigation measures set in the CPP as per agreed tools and procedures.

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 6 years in humanitarian assistance and 2 years of international relief and emergency experience in senior (Field Coordination/Programme Manager experience desirable) positions in a multicultural environment, preferably in emergency setting
• Previous experience in the Middle East region and/or with INTERSOS (desirable)
• Experience in conflict/post-conflict contexts, with experience in supporting emergency responses, access and security analysis and management

Professional Requirements

• Very good knowledge of the project management cycle and experience in management.
• Deep knowledge of Protection programming integrated with Education, Shelter, WASH
• Good financial and budgeting understanding.
• Experience working in a multicultural team environment.
• Experience working in security-challenging environments and adhering to security measures.
• MS proficiency (Microsoft Word, Excel, outlook…).
• Valid Driving License.

Languages

• Fluency in English, spoken and written;
• Arabic is desirable

Personal Requirements

• Teamwork
• Problem solving and decision making
• High level of planning and organizing; ability to manage multiple activities and meet deadlines
• Excellent communication skills
• Very good Interpersonal and Diplomatic Skills, and ability to negotiate on complex issues.
• High level of flexibility & adaptability
• Strategic vision
• Leadership: developing and motivating staffs
• Driving and achieving results
• Humanitarian motivation and commitment to INTERSOS values