Head of Project

  • Added Date: Monday, 11 May 2020
  • Deadline Date: Saturday, 20 June 2020

BACKGROUND

Founded in 1933, the International Rescue Committee (IRC) aims to help people whose lives and livelihoods have been shattered by conflicts and disasters to survive, recover and regain control of their future. Responding to humanitarian, early recovery and development needs in the DRC since 1996, IRC-DRC is guided by its core principles of capacity-building, participation, partnership, protection and promotion of human rights. The IRC’s main areas of intervention are health (including nutrition, sexual and reproductive health), protection, governance and conflict management.

Job Overview

Within the framework of the "Emergency Health and Protection Response in Eastern DRC" project, funded by OFDA and implemented in the provinces of North Kivu and Tanganyika, the IRC provides basic medical care and protection needs to women, girls and under-five children. In Tanganyika, multi-sector mobile teams provide support to the health facilities which are overwhelmed by massive population displacements and access difficulties to the static health facilities that exist.

To ensure effective implementation and close monitoring of activities in these two provinces, the IRC is looking to hire an experienced, dynamic, proactive and solid Head of Project (HoP). He/she will be supervised by the Senior Programs Coordinator and will benefit from the technical support and guidance of the Health and Protection Technical Coordinators. If you are motivated and attentive to high quality humanitarian projects, if you have a strong background in project management and very good planning skills, communication skills (including writing) and coordination skills, the IRC encourages you to apply.

REPORTING LINES

  • The HoP will be supervised by the Senior Programs Coordinator.

  • S/he will benefit from the technical support and guidance of the Health and Protection Technical Coordinators.

  • S/he will directly supervise both Deputy HoPs in charge of the implementation of the project in each province.

  • S/he will indirectly supervise the entire project team.

TASKS

The HoP's main mission will be to ensure the implementation of a quality project that meets the needs of beneficiaries in the intervention zones of Tanganyika and North Kivu. Responsible for the good management of the project and the supervision of the team, s/he will ensure good coordination between the Programs, Operations and Finance departments. S/he also be in charge of planning and follow-up of all aspects of the project (activities, M&E indicators, procurement, expenditures and recruitments). Responsible for the quality and harmonization of interventions across the two provinces, s/he will have to create a collaborative working environment, where learning, introspective analysis, innovative thinking and troubleshooting can take place safely, always with the objective of ensuring accountability to our beneficiaries and donors. S/he will make regular field visits to support the team, monitor their work, observe the activities’ implementation, help maintain good relations with all stakeholders, and hereby facilitate access and acceptance of the IRC in the intervention areas.

Project planning

• Develop a global strategy for the implementation and monitoring of the project, based on existing tools for planning, technical, logistical, and budgetary monitoring.

• Prioritize and organize activities and resources, in order to achieve the project's objectives.

• Ensure that EVD prevention measures are taken into account in the preparation and implementation of protection and health activities.

Monitoring of project implementation

• Organize and facilitate weekly meetings with the project team in order to: update one another on upcoming activities and completed ones; identify the needs and challenges faced by staff on a daily basis; stimulate collective thinking and troubleshooting; review the following week’s priorities; and make adjustments to the plan(s) if necessary.

• Update the main planning tools (work plan, procurement plan and spending plan) on a weekly basis.

• Prepare updates on the progress made in all aspects and present them to other departments during the monthly grant review meetings convened by the Grants Department.

• Prepare, consolidate and share monthly activity reports with the local and national coordination bodies. These reports will feature challenges and support needs faced by the team.

• Ensure the progressive, rational and exhaustive consumption of the budget allocated to the project, by comparing frequently the approved budget versus the online BvA System, and by updating regularly the procurement and spending plans accordingly.

• Coordinate with the Logistics and Finance Departments to make corrections as needed, based on the information displayed in the BvA (e.g. expenses to recode, duplications to eliminate).

• Anticipate (as much as possible), analyze and mitigate risks that weigh on project implementation.

• Through effective M&E systems, ensure that the project is timely implemented and that all the objectives are achieved.

• Report to management any difficulties or unforeseen issues that require swift collective thinking and decision-making.

• With the help of the technical coordinators, ensure that humanitarian principles, the Public Ministry of Health’s policies, international standards and IRC's own standards are known, respected and adhered to by the entire project team.

• Ensure that all activities carried out on the field are in line with the commitments made to the donor, to the communities and to the IRC’s partners.

Quality Control/MEAL

• Carry out regular supervision visits to the field to: observe the progress made by the team in achieving the intended objectives; monitor the quality of activities; and coach staff as needed.

• Ensure that all quantitative and qualitative data required for project monitoring and reporting is adequately collected, consolidated and shared with the MEAL Department in a timely manner.

• Organize quarterly meetings (at least) to: analyze data and the impact and quality of interventions; ponder whether we should withdraw from a health area after six months of assistance (if the exit criteria are met); and to inform decision-making accordingly.

• In collaboration with the MEAL Coordinator and Technical Coordinators, ensure that lessons learned from the project are properly documented, analyzed, shared with the teams, and taken into account in the planning and modalities of the next interventions.

• In collaboration with the MEAL Coordinator, ensure that effective and transparent accountability mechanisms are put in place, so that community feedback, complaints and requests are regularly and adequately collected, analyzed and addressed.

Administration and operational management of project implementation

Finance

• Every week, review and consolidate the spending plans of both Deputy Heads of Project, in line with their procurement plans, work plans and recruitment plans.

• On a monthly basis, support both Deputy HoPs with cash needs forecasts and their submission to the Field Management and Finance Department, to avoid any delay in the implementation of activities.

• On a monthly basis (at least), reconcile the incurred and planned expenditures, in collaboration with the Finance Department.

Logistics

• Coordinate with Logistics to plan the purchase, transportation, delivery, storage and distribution of the supplies required for implementation.

• To facilitate this coordination, update and share procurement plans with Logistics on a weekly basis, considering the information provided by the BvA System.

• Participate in quality controls and bidding committees to select suppliers (when needed).

• Control the quality of the supplies and equipment ordered and delivered.

• Ensure the proper management and utilization of project supplies and equipment.

Reporting/Transparency

• Regularly inform the teams – including the coordination bodies – of progress made and challenges faced.

• Compile/write narrative reports for internal and external use and share them with the Grants Department and Technical Coordinators. Abide by the deadlines set internally.

• Contribute to the preparation of financial reports, in consultation with the Finance Department.

• Ensure that all activity reports, beneficiary lists, service contracts, workshop & training attendance sheets, etc. are adequately prepared, completed and filed, in accordance with IRC procedures and the Senior Programs Coordinator's guidelines.

• Ensure that the project team is well aware of and complies with the IRC’s code of conduct and policies.

Security

• Ensure that all security conditions are met before sending staff to the field, by consulting the Field Management and the Security Department.

• Regularly analyze with them the evolution of the security situation in targeted areas.

• Prepare and sensitize the team on security challenges on the field and the importance of complying with the IRC's safety protocols during each intervention.

• Encourage the team to report to the Security Department all incidents and rumors they are aware of.

Administration/HR

• Participate in the team’s recruitment process by developing/reviewing the project’s org chart, terms of reference, technical tests and/or by sitting on recruitment panels.

• Ensure that each team member knows, understands and fulfils one’s role and responsibilities.

• Lead the project team, in collaboration with the Field Management and in consultation with the Technical Coordinators and the Senior Programs Coordinator.

• Create a positive and constructive working environment and promote team spirit.

• Ensure that performance objectives are set annually by each direct supervisor for each member of the project team.

• Ensure that the performance of each team member is regularly assessed and discussed with the staff, in light of their career plans.

• Manage and mitigate interpersonal conflicts.

• Build the capacity of the project team members, in accordance with their individual needs.

External and internal relations

• Support, facilitate and carry out liaison and communication activities with beneficiaries, the local authorities (both administrative and traditional ones), the technical state services, the IRC’s partners, and other stakeholders all along the project.

• Involve in alert coordination mechanisms, rapid needs assessments and responses to emergencies, through: close communication with the CORAH and other humanitarian actors; active participation in coordination meetings (weekly meetings in Goma); the dissemination of new alerts; response to alerts received (e.g. triggering a rapid needs assessment), etc.

• Ensure the IRC is represented in exchanges with the local and provincial authorities on health and protection issues.

• Ensure that all exchanges with beneficiaries take place in a respectful and responsive manner.

• If requested by management, facilitate the preparation of official field visits (e.g. donors, senior IRC staff) and participate in donor meetings.

• Facilitate technical and operational information-sharing between the project team and the EVD response team.

Qualifications

• Master's degree in public health, medicine, social sciences or equivalent.

• Strong experience in the management of health, protection or multisector projects (minimum of 4 years’ experience with an international NGOs), particularly in emergency contexts (minimum of 2 years’ experience). (Working experience within health centers located in rural areas or in unstable security contexts will be an asset).

• Previous collaboration with other NGOs, Provincial Health Authorities, Health Zone Authorities, and community-based organizations.

• Excellent coordination, communication and motivational skills; team spirit.

• Excellent organizational, planning and prioritization skills.

• Strong experience in significant budget management and monitoring of expenditures.

• Strong experience in team management and capacity-building (through coaching, training and formative supervision).

• Strong experience in reporting.

• Very good analytical, deductive and writing skills (in French). (Fluency in Swahili, English and/or local languages spoken in North Kivu and Tanganyika will be an asset).

• Good knowledge of M&E processes and basic financial and logistical processes.

• Good knowledge of the Congolese health financing system and the free targeted healthcare policy.

• Good knowledge of the humanitarian sector and US institutional grants (OFDA).

• Good knowledge of the Office package (Word, Excel, Power Point).

• Spirit of initiative and ability to work autonomously.

• Great human and interpersonal qualities (e.g. patience, open-mindedness, pedagogy).

• Previous experience of working in a multicultural team.

• Awareness of the great responsiveness, flexibility and ability to work under pressure expected from the head of an emergency project.

• High integrity.

IRC standards of professional conduct

All IRC workers must respect the values and principles outlined in the IRC Way – Code of Conduct and ensure their respect in their teams. They should therefore promote and ensure integrity, equality, service and accountability in their daily work. In accordance with these values, all IRC workers must comply with the IRC’s policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplaces, Fraud, Human Trafficking, and Transparency. They must ensure that their staff and colleagues abide by these policies too.

The Head of Project will therefore be responsible for promoting and enforcing these standards of professional at work.

This vacancy is archived.