Head of Base – Bicol (Filipino Nationals Only) At Acción contra el Hambre España

Duration : 4 months
Start date : 09-Dec-2024

You’ll contribute to ending world hunger by …

Based in Naga City , the Head of Base will represent Action Against Hunger in Bicol Region and oversee all Action Against Hunger project and program activities, staff and assets, making sure that all departments follow Action Against Hunger procedures, and policies while having a unified and coherent management and will update and follow up all Action Against Hunger procedures and operational issues with the support of coordination team based on Manila.

The Head of base is responsible for representing, leading, coordinating, consolidating, and ensuring smooth implementation of and adherence to logistic, human resource, administration and provides operational support to the projects are programs implemented from Naga City office. The Head of Base will oversee security at the base level, leading the context and risk analysis and the adoption of the necessary measures to protect the staff and the Organization.

Commit to abide and promote the organization’s Charter of Principles, Code of Conduct, ethical policies (Safeguarding, Harassment, Anti-Bribery, Fraud, Corruption, etc.), sectorial policies and security protocols.

Be available to respond to any emergency response assessments or projects should there be a need.

Key activities in your role will include

Objective 1: Strategy Development and External relations

Tasks:

• Monitor and analyze the political, socio-economic and humanitarian context in Bicol, and discuss with the Country Director and Coordinators potential programmatic and strategic decisions;
• Responsible for revising the Action Against Hunger’s emergency response strategy and its workplan in coordination with the Country Director and stablish a monitoring plan
• To ensure that programs are aligned with the national strategies, are relevant and of high quality for Action Against Hunger mandate;
• Coordinates, oversees, reviews and validates the timely and correct preparation of reports to donors, internal reports and any other document for external actors (amendments to donors, letters, requests, contract etc.);
• Engage and represents Action Against Hunger in OCHA led coordination platform and relevant sector working group or other external meetings, ensuring leadership in the sectors relevant for the organization;
• Develops and maintains relationships with key stakeholders based in Bicol Region , such as donors, UN agencies, government authorities, international and local organizations, counterparts, beneficiaries, the press and other external actors related to Action Against Hunger activities;
• Engages in active fund raising (development of relationships with potential donors);
• Negotiate with external actors and local partners.
• Ensure Action Against Hunger employees’ commitment and compliance with core humanitarian standards, gender equality, PSEA/safeguarding principles, non-discrimination approach and other Action Against Hunger policies and principles in all their work
• Ensure timely and adequate coordination and communication with partners consortium members and public entities (in coordination with Country Director and Award and Compliance Coordinator
• Support to coordinate the local partners capacity building strategy through in coordination of the Country Director and other head of departments
• Ensure timely assessment, analysis of humanitarian and development context in Bicol and surrounding regions and sharing of information;
• Actively map potential partners Action Against Hunger can collaborate with in the implementation of its programs in the Area Of Responsibility (AOR) and coordinate with Awards and Award and Compliance Coordinator the conduct of due diligence

Objective 2: Programme Management

Tasks:

• Lead and ensure effective operational management of the programme areas through oversight of and adherence to Programme and project tools, logistics, communications, transport, human resources, and finance policies and procedures.
• Work closely with Deputy Country Director to facilitate the correct and timely implementation and identification of projects based on Action Against Hunger and donor’s standards and guidelines
• Contribute to the development of projects/programme through participation in and facilitation of assessments, visits, and evaluations
• Ensure that a high standard is maintained in all proposals, reports and other material submitted to donors.
• Lead and ensure that the programme area is managed and programs implemented in accordance with all relevant Action Against Hunger sectoral policies and strategies.
• Lead and maintain accurate documentation of on-going project implementation, summarized in weekly/monthly minutes and in reports submitted to donors as required.
• Lead and oversee the implementation and monitoring of programmes to ensure timely and effective implementation and financial management.
• Agree goals and objectives with key staff and assess monthly progress against outputs.
• Ensure that key issues with the implementation of projects in AOR are raised from the base’s point of view and discussed and that action points are agreed on.
• Monitor and ensure program related SOVs are archived in timely manner and conduct random checks
• Hold regular meetings with Head of Project/s and field support team to review workplans, project progress, procurement plans in time for project review meetings.
• Conduct regular field visits and audits in project areas to ensure sound implementation and compliance of field teams to Action Against Hunger standards (principles, procedures)
• Work with key staff and departments to ensure that projects are presented to Heads of Projects/ department heads detailing key information (timeline, resources available, key outputs and outcomes and donor compliance) to ensure that all staff have a clear idea of the necessary requirements at the start of a project.

Objective 3: Human Resources Management & Capacity Building

Tasks:

• Ensure application and respect of Action Against Hunger procedures, internal regulations, deontology and principles both for the Head of Base and staff.
• Update and review base structure/Organizational Chart according to programme needs, with input from the relevant coordinators and Country Director.
• Directly line-manage Head of projects, Programme Managers, Base Admin and Base Log and evaluate them according to Action Against Hunger standard tools and procedures.
• Responsible for the capacity building of office staff.
• Identify needs and organize appropriate training through the Mission Training Plan tool.
• Initiate and implement internal trainings where required.
• Timely reporting of feedback and complaints received at the base level through established mechanism and channel
• Lead recruiting staff project and support staff in coordination with the HR Manager in Manila, Deputy Country Director, and Heads of departments
• Conduct regular monthly catch-ups with Heads of Project and annual appraisals to identify challenges and structure support and training needs in coordination with HR and relevant departments
• Act as one of the PSEA Focal Points in the base where he/she will be expected to support the Mission PSEA Implementation Plan by leading the PSEA initiatives and action plans in the base level and ensure that results and deliverables are closely monitored and consistently followed up

Objective 4: Ensure effective intra-base coordination

Tasks:

• Monitor and control the financial and administrative management of the base including the preparation and monitoring of budgets, financial requests, accountancy, payments, tenders, procedures, movements etc.
• Ensure and coordinate all staff, hold weekly meetings and activity planning sessions.
• Lead and ensure coordination between the different departments and good understanding and cooperation between technical and support teams.
• Support the identification and implementation of programme strategy.
• Ensure programmes are designed and implemented in consultation with local authorities, partners and all other stakeholders.
• Follow-up and ensure all technical and support departments’ work.
• Support the Country Director in the development of strategic partnerships and assessment of existing partner capacity.
• Support / provide inputs in drafting proposals in cooperation with Deputy Country Director and relevant technical staff and base administrator
• Assess the relevance and feasibility of other interventions in the area in accordance with mission strategy, and in discussions with other relevant actors.
• Ensure base level contractors, consultants and external evaluators comply with contractual obligations

Objective 5: Logistics and Administration

Tasks:

• Monitor the financial, administrative and logistical management of the base (including the preparation and monitoring of budgets, accountancy, payments, tenders, fulfilment of procedures, movements etc.).
• Follow up and support the implementation of logistics procedures, policies and practices as defined in the Logistics Kit.
• Supervise, support and follow up the compilation and timely submission of the monthly logistics and administrative reports and accountancy to the coordination office
• Follow up closely the relevance of any expenses and proposed cost reduction measures, together with the relevant coordinators.
• Responsible for the financial authorization of expenses in the base in compliance with the monthly treasury forecast.
• Participate in the financial management of the base in collaboration with the base administrator: budget drafts and updates, budget follow up and projection, financial transparency, follow up co-funding and partner contributions according to mission tools.
• Ensure that all administrative and financial procedures in the base follow Action Against Hunger standards and manuals and mission level memoranda.
• Communicate regularly with the Administration Coordinator on all important issues regarding finance and administrative matters

Objective 6: Ensure proper management of the Action Against Hunger security procedures and tools in coordination with Country Director and Logistics Coordinator

Tasks:

• Continuous monitoring of the local situation through the collection and analysis of security information.
• Identification of security threats and measures to mitigate risk.
• Follow up the implementation of security measures.
• Contribute to updating the security plan as required.
• Ensure all base staff and visitors comply with Action Against Hunger security procedures.
• Follow up and analysis of security incidents and timely sharing of information in SIRO and to Manila office
• Ensure that all staff are aware of Action Against Hunger security management system, Local Standard Operating Procedures, including Action Against Hunger Security Guidelines, and ensuring compliance with these.
• Prepare and submit security reports to Logistics Coordinator as required

Do you meet the profile required criteria?

• At least 7 years previous field experience in humanitarian field, preferably with NGO and in a similar role.
• Minimum of five years of previous experience in an NGO in managerial position.
• Experience in inter-agency coordination, representation and negotiation with state and non-state actors.
• Previous experience in security management and humanitarian negotiation in the Philippines,
• Humanitarian, early recovery, development sector and cluster knowledge
• Knowledge of project management including financial management tools, HR, logistics and security management,

Our remuneration package:

• Compensation: based on Action Against Hunger grid.
• Benefits: health insurance, accident and life insurance, leave entitlement, government-mandated benefits
• Project-based Employment

Action against Hunger is committed to preventing any type of unwanted behaviour at work such as but not limited to sexual harassment, sexual exploitation and abuse, lack of integrity and/or financial misconduct; We expects all staff and volunteers to share this commitment through endorsing our code of conduct and other related policies and only those who share our values and code of conduct will be recruited to work for us.