Job Summary
The Base Manager is responsible for supervision and management of programs, operations, administration and logistics departments.
Minimum Qualification:Bachelor
Experience Level:Senior level
Experience Length:3 years
Job Description/Requirements
Job Title:Base Manager
Job Category:
Department/Group:Program Department
Location:Marsabit
Travel Required:Field visits
Level/Salary Range:
HR Contact:Limited Employment Contract
Job Description
MAIN RESPONSIBILITIES
The Base Manager is responsible for supervision and management of programs, operations, administration and logistics departments. She/he will ensure efficiency to deliver on the mandate of the office, will work in concert with the functional heads in the regional office to oversee the implementation of validated projects and budgets. . Technically the office holder shall be the program lead in the Sub-office to oversee all program activities and reporting.
Specific Responsibilities
Under the supervision of the Head of Mission, the Base Manager is expected to deliver on the following responsibilities:
General Admin, Logistics, and Operational Responsibilities
• Lead and coordinate the workload of the base team and take on line management responsibility ;
• Manage and co-ordinate the day-to-day program, administration, logistics, and operations of the office and ensure proper use of organizational resources for the primary goal of effective and efficientdelivery of the office mandate;
• Ensure that forward planning are carried out in a timely manner
• Ensure clear, timely communication and liaison with functional heads to ensure smooth flow of information both laterally and vertically;
• Monitor the overall operational and security environment and advise the Head of Mission and relevant heads and the staff as necessary either through periodic SitReps or special reports/memos;
• Carrying out Personal Development Reviews (PDRs) for direct reports where appropriate;
• Attend external meetings with stakeholders and Liaise with UN agencies, Government representatives, other NGOs, donors, and suppliers on behalf of SIF/Marsabit office or as delegated by the Head of Mission;
• Provide verbal and written minutes of meetings with the above stakeholders.
• Liaise with the Regional Administrator in Nairobi to ensure full compliance with all SIF Kenya rules and regulations regarding human resources and finance.
• Liaise with the Logistics Manager to ensure full compliance with all SIF rules and regulations regarding procurement and security.
• Provide appropriate training to the Program Team in the field when necessary.
• Supervision of Field Team
• Build and/or maintain strong relationships with local partners.
• Ensure usage of visibility materials by staff
• Ensure proper logistical / procurement procedures are followed internally and in the area of intervention
• Coordinate with finance department on partners payments (supporting documents & checks)
Follow up on SIF procedures and standards, including health and safety and equal opportunities, in relation to its staff, volunteers and beneficiaries;Under the supervision of the program coordinator the base manager will:
Programs Development
• Supervise the ongoing WASH, Ramadan & Sacrifice Projects in order to achieve all objectives and outcomes outlined in the validated Project Proposal/Budget
• Provide regular and detailed updates on field activities and ensure effective M&E is being undertaken throughout the projects;
• Provide detailed mid-term or end-term project reports as required or as provided for under the project documents;
• and
• Coordinate with the program coordinator on the implementation of programs and Manage the field program team
• Coordinate with the technical supervisor on community led initiatives
• Support in conducting baseline and end line surveys for beneficiaries to develop best practices in coordination with technical unit and MEAL;
• Monitor the registration process of beneficiaries to SIF activities, according to the guidelines defined;
• Oversee the flow of information in the field about SIF activities, related to projects.
• Report projects needs and gaps in and around the partners premises
• Ensure the availability of all program materials and ensure the project locations are well equipped and ready for the implementation. Request for replacements when needed.
• Ensure feedback is circulated among the relevant teams about issues raised in the field and through the complaints and compliments handling mechanism;
• Participate in team meetings to provide feedback on different aspect of the project.
• Carry out any other assignments as directed by the Programs Coordinator and Head of Mission.
Reporting
• The primary supervisor is the Head of Mission. The office holder shall take overall responsibility of the office management and staff and shall keep the Head of Mission updated on any important development germane to the proper functioning and security of the office;
• The office holder shall liaise with the MEAL Unit to gather reporting data, success stories, and documentation of best practice in relevant areas of program management within ASAL regions;
• S/he shall collate information related to implementation and results of the project and compile periodic reports as and when required;
• The office holder shall ensure various reports are compiled and submitted by various officers under his/her supervision as required;
• The reports shall be submitted to the relevant functional heads in a timely manner.
Any additional related tasks requested by the line manager
Qualifications and Education Requirements
• University degree in Development Studies, Community Development, or any other related social science;
• Advanced degree in the above areas will be an added advantage;
• At least 3 years’ experience in program management or related field;
• 3 years of relevant experience with international NGO on programs management;
• Interpersonal skills and strong cross-cultural relations desired;
• Proven ability to lead and work in a team;
• Excellent written and oral communication skills. Excellent command of English, and Kiswahili (speaking and writing) is mandatory; Strong organizational and work planning skills and the ability to work in a high volume work environment;
• Able to establish and maintain effective working relations with people of different cultural backgrounds;
• Confident and proficient in the use of MS Office, especially Excel and Word, as well as electronic communication;
• Experience in proactively identifying and addressing organizational issues, proven problem solving and organizational skills.
• Thorough and has attention to detail.
ETHICS AND PROFESSIONAL PRACTICE
• Respect and promote SIF’s Policies and Agree to comply with SIF Code of Conduct and ensures Child Safeguarding standards are upheld.
• Report to your line manager any discrepancies of SIF’s policies among the team or partners
• Maintain confidentiality at all times.
Line manager: Programs Coordinator
Line manager+1 Head of Mission.
In direct cooperation with: MEAL Manager
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