Miragoane Base Chief (National Position) At Mercy Corps

More Information

Experience 5-10

About Mercy Corps

Mercy Corps is a leading global organization fueled by the belief that a better world is possible. In times of disaster, times of hardship, in more than 40 countries around the world, we partner to put bold solutions into action – helping people triumph over adversity and build stronger communities from within. Today and for the future.

Program/Portfolio Summary

Mercy Corps helps communities develop their own ideas to solve Haiti’s most daunting problems by using innovative approaches to bring new social and economic opportunities to Haitians and make their country more secure, productive and just. Established in January 2010, Mercy Corps Haiti has offices in Port-au-Prince, Miragoane, Jérémie and more than 80 employees implementing programs in economic development, agriculture, natural resource management and humanitarian response. Mercy Corps’ economic development work is guided by the principles of pro-poor development and demand-driven strategies. Mercy Corps takes a progressive approach to development that leads communities and entrepreneurs from relief to sustainable livelihoods to resilience.

General summary of the position

The Base Manager provides overall management and leadership for all program support functions to include current and future program activities and ensure they achieve their deliverables with high-impact budget management, monitoring, reporting and evaluation activities. This individual represents Mercy Corps and liaises with local government, NGOs, UN agencies and community groups in the area of operations. He or she is also responsible for security information, supply and logistics links in the region.

ESSENTIAL RESPONSIBILITIES

Strategy :

Contributes to the development of Mercy Corps’ country strategy by providing contextual elements and feedback on programmatic, logistical and financial issues;
Clearly communicates Mercy Corps’ country strategy to his/her team, communities, state and traditional authorities, and any other stakeholders external to the organization;
Identifies and communicates funding opportunities in its operational area in line with Mercy Corps’ strategic priorities;
Contributes to monitoring and analyzing the security context in the geographic area in order to identify risks and opportunities and propose actions to his/her hierarchical line.

2. Database Management:

Oversee the smooth running of routine Mercy Corps office administrative work and program support operations;
Be responsible for effective planning and monitoring of the implementation of all programme and support activities in the area;
Oversee the implementation and monitoring of projects, financial control and compliance with MC policies and frameworks while respecting contractual commitments to donors (i.e. quality, synergies, compliance with deadlines, use of resources) in common agreement with the Programme managers;
Provide technical and methodological support in coordination, and administrative and logistical management for the achievement of the objectives of all programs/projects;
Ensure a strong line of communication between its area of intervention and the capital office in Port au Prince, seeking guidance and input from the PAP office on important programmatic and operational issues in a timely manner;
Draft correspondence as needed on behalf of Mercy Corps with the support and supervision of the Operations Manager, to stakeholders in the area;
Provide independent checks on Operation/Finance/HR systems – spot checks of office/sub-office suppliers under his supervision;
Ensure compliance with Mercy Corps administrative procedures by support and program staff;
Conduct daily meetings and receive routine reports from office support functions in accordance with MC policies, including assets, procurement, warehousing and human resources;
Advises the Operations Manager and the country coordination team on local administration policies and procedures;
Report program activities, administration and security situation to supervisor according to established reporting schedule;
Work daily with support staff i.e. Logistics, Finance, Transport and Administration departments to ensure appropriate day-to-day support functions and compliance with MC and donor policies;
Organize weekly team meetings and share minutes with the personnel management team;
Relay information disseminated by the country coordination team to the field office teams.

3. Coordination et Representation:

Liaise with state representatives at the intervention zone level as directed by his/her supervisor;
In collaboration with the program managers in his/her area of intervention, ensures proactive representation at inter-NGO coordination bodies (in particular, United Nations working groups (OCHA, Clusters, etc.) by communicating clearly on Mercy Corps’ activities and priorities;
Ensure that partners and the population have a good understanding of the activities and objectives of Mercy Corps programs;
Maintains professional collaboration with existing state service partners.

4. Program Monitoring:

Participate in the assessment of needs, the development of emergency response plans and their implementation;
Organize launch and closing meetings of programs at the zone level;
Oversee the implementation of monthly and quarterly program work plans, ensuring program teams engage professionally with communities and participants, and maintain a good image for Mercy Corps;
Ensure that all projects are implemented in accordance with agreed standards and donor requirements;
Ensure optimal use of resources within allocated project budgets and in accordance with Mercy Corps internal policies;
Constantly monitor the context to ensure that programming is relevant and meets priority needs;
Helps the program team identify programming gaps and opportunities;
Oversee day-to-day office and program activities – ensure senior management follows work plans assigned by program managers;
Work daily with Project Managers and receive regular updates on program activities – ensure activities are on schedule and follow contingency plans – as directed by CD and Program Managers;
Ensure that the main budget of the area is covered and updated at all times, reflecting responsible use of available funds.

5. Operations Management:

In conjunction with program and operations teams, anticipates program needs and initiates decisions/actions to meet these needs while respecting Mercy Corps systems and procedures;
In collaboration with the Country Operations Manager and the field operations manager, set up systems and protocols for regular verification of all operational processes (purchasing, logistics, equipment management, fleet management, fuel, etc.) initiated or implemented by the field;
Monitor compliance with procedures for regular purchases made by the area under his supervision;
Facilitate, as necessary, all aspects of asset management including their use, location and return as well as the regular updating of the equipment inventory. Conduct an investigation to detect any missing assets or unaccounted items;
Systematically apply policies governing vehicle management;
Ensure weekly planning of movements, proper use of vehicles and fuel monitoring. Perform verification before submitting the monthly report to the Operations department.

6. Financial Management:

Participate in budget monitoring meetings and share relevant information with your team;
Ensure the effective, efficient and transparent use of financial, material and in-kind resources intended for the implementation of the program in accordance with Mercy Corps procedures;
Carry out control and ensure monitoring of supplier payments and the completion of activities in the field;
Work collaboratively with field finance to submit field cash requests on time;
Ensure compliance with MC Haiti’s financial policies;
Identify and escalate gaps in our systems and standard operating procedures;
Ensure compliance with expenditures according to the expenditure approval authorization matrix.

7. Human Resources and Administration:

Ensure supervision of program, logistics, financial and HR teams based in its intervention areas;
In accordance with MC performance management procedures, supervises program and support team leaders in the region;
Ensure that recruitment and management of field staff is in line with MC procedure and policies, including appropriate induction, as well as capacity development opportunities and training;
Ensure that all support team members have job descriptions from which work plans with clear objectives are developed;
Ensure that all team members have completed an orientation process no later than 2 months after taking up their position;
Ensure that all field staff have completed all essential Mercy Corps training (Safety Orientation, Code of Conduct, Mercy Corps Essentials, etc.);
Oversee local recruitment to ensure transparency and fairness (for both full-time and daily positions);
Assists the Human Resources department, as needed, in assessing needs and organizing training for staff to ensure they are properly trained to achieve MC objectives;
Ensure leave planning for the field team according to Mercy Corps leave policy;
Ensure that the national staff manual is understood by all and be the guardian of its application in the field;
Ensure that all field team members have individual performance plans (including new employees on probation) and ensure that performance evaluations are followed up on timely by supervisors;
Ensure timely verification and submission of timesheets to Human Resources and Administration;
Regularly update the organization chart of the field office team;
Updates the list of investigators at the level of its area of operation;
Ensure that a system is in place for regular monitoring of accounts payable (lease contracts and recurring services, etc.);
Ensure that a support monitoring system is in place for the maintenance of IT equipment at the office level (laptop, printer, photocopiers, etc.).

8. Security management:

Ensure the daily management of the security of teams, offices and assets under his/her responsibility – awareness of contextual changes, etc.;
Participate in the security assessment of Mercy Corps intervention areas and the development of security policies and procedures;
Ensure that Mercy Corps security systems and procedures are in place and operational and undertake regular threat, vulnerability and risk assessments;
Lead the access strategy and its implementation in hard-to-reach areas;
Ensure understanding and adherence to Mercy Corps security procedures by all staff – Facilitate Security Management Team meetings and ensure information is disseminated to all staff, with the Country Director and Security Manager being kept informed;
Inform guards and drivers of any immediate security threats and provide training as needed;
Provide daily and regular briefing of team members as well as occasional visitors;
Ensure that all necessary measures are taken to provide MC employees with a safe working environment, as detailed in existing guidelines, including responsibility for fire regulations and building evacuation procedures;
In coordination with the security manager of his intervention zone, participates in security meetings in the region and communicates updates to the Haiti security coordinator;
Assist, as required, the Operations Manager and Security Officer to: maintain and advise on appropriate security systems and procedures and ensure that all personnel adhere to these procedures.

ORGANIZATIONAL LEARNING:

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to dedicate 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

RESPONSIBILITY TO PROGRAM PARTICIPANTS:

Mercy Corps team members must support all accountability efforts, particularly to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring, and evaluation of our field projects. Team members must conduct themselves professionally and respect local laws, customs, and MC policies, procedures, and values at all times and in all locations in the country.

GENRE :

Mercy Corps recognizes that our programs are most effective in alleviating suffering, poverty, and oppression when women, men, girls, and boys are equitably engaged as active actors in all aspects of the work we undertake together. We expect all team members to commit to the principles of gender equality and to using gender-responsive programming and gender mainstreaming as a means to achieve our mission and vision for change.

SUPERVISORY RESPONSIBILITY: Senior team members based in Jérémie under his supervision (programs, operations, Finance, HR & Admin).

REPORTS DIRECTLY TO: Operations Manager

WORKS CLOSELY WITH: Program Director, Country Operations Manager, Finance Director and Compliance, Security Manager, HR and Administration Manager, other department managers and other Base Managers.

KNOWLEDGE AND EXPERIENCE

Have at least a bachelor’s degree or equivalent in organizational management, program management, administration and finance, economic and social sciences;
Have at least 5 to 7 years of work experience in the humanitarian sector including 3 years as Head of Base/Office including multi-sectoral programs.
Proven experience in managing large-scale programs in a fragile context;
Experience in operations (logistics, purchasing, assets etc.) with an ability to manage administrative and financial systems, as well as human resources management;
Good planning skills, initiative, ability to exercise sound judgment and manage multiple tasks in an effective, proactive and timely manner;
Proven experience contributing to livelihoods development, cash transfer and market systems proposals with major donors including the US Government (USAID BHA/OFDA/FFP, EU, ECHO);
A team player with strong interpersonal skills and a highly developed ability to work in multicultural settings and with community groups of diverse backgrounds, and who has developed tact, diplomacy and negotiation skills;
Excellent verbal and written communication, networking and stakeholder management skills, ability to work at a strategic level with both internal and external stakeholders, ability to influence through effective listening, persuasion, negotiation and other techniques;
Excellent problem-solving and analytical skills, with the ability to identify problems and opportunities in a rapidly changing context, and to propose and implement robust, forward-looking solutions in a flexible and creative style; experience using adaptive management strategies;
Proficiency in French and basic proficiency in oral and written English are required.
Have very good command of IT tools (Word, Excel, Powerpoint, Internet, Outlook, Database Manager, etc.).

SUCCESS FACTORS:

The Base Manager will be a good problem solver with the ability to develop methods to implement effective programs while demonstrating good stewardship of donor funds and compliance with MC and donor regulations. He/she will maintain good relationships with staff while demonstrating the ability to multi-task, meet deadlines and process information to support changing program activities. He/she will be able to live and work closely with a diverse team.

The most successful MC staff members have a strong commitment to teamwork and accountability, thrive in changing and evolving environments, and make effective written and verbal communication a priority in all situations.

SAFEGUARDING AND ETHICS:

Mercy Corps is committed to ensuring that everyone we come into contact with in the course of our work, whether they are team members, community members, program participants, or others, is treated with respect and dignity. We are committed to the core principles on the prevention of sexual exploitation and abuse as outlined by the United Nations Secretary-General and the Standing Inter-Agency Committee (SICA); and we have adhered to the Inter-Agency Misconduct Disclosure System.

By applying for this position, a candidate confirms that he or she has not previously violated an employer’s policy regarding sexual misconduct, sexual exploitation and abuse, child protection, or human trafficking.

We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or on behalf of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and adhere to the policies and values of the Mercy Corps Code of Conduct at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.

As a candidate, if you witness or experience any form of sexual misconduct during the recruitment process, please report it to the Mercy Corps Integrity Hotline (integrityhotline@mercycorps.org).