Job Description Job Title: Department: Scale Line managed by: Responsible for line managing: Location:
Deputy Country Director Programmes PSM 4 Country Director Functional line management of the Base Managers and Nairobi Office Manager Somalia
MAG’s Vision: A safe and secure future for men, women and children affected by armed violence and conflict. MAG’s Mission: MAG saves lives and builds futures by working with others to reclaim land contaminated with the debris of conflict, to reduce the daily risk of death or injury for civilians, and to create safe and secure conditions for development. Job Purpose: The Deputy Country Director provides leadership and management of all the Support Services functions and systems within the programme, including Logistics, Procurement, Finance, Security and HR & Administration Management to ensure quality programme implementation and development in line with MAG policies, good practice and donor guidelines. Reporting to the Country Director, acting as SMIC in the absence of the CD and deputising for the CD when required. The Deputy CD will act as a member of the Senior Management Team (SMT) and is expected to contribute to the strategic development of the programme. Key Duties; With the CD and Financial Manager, guide and coach local managers to ensure that HR, Finance, Logistics, Administration, IT and Internal Audit/Donor Compliance policies are appropriate for the organisation and applicable to the changing strategic direction and programmes in MAG Somalia. Along with other Senior Management, actively manage the Country’s risk profile by ensuring that policies and procedures are in place, participating in the management of the country Risk Register and addressing internal audit and compliance issues. Assist the CD in the management of the Security Plan and monitor staff understanding and implementation of the plan at every level. Build effective relationships and develop networks with all stakeholders including local and regional authorities, donors, partners and commercial and UXO operators.
Principal Responsibilities Security By delegation of the Country Director, exercise authority over safety and security in the programme in line with MAGs Security guidelines. Implement MAG’s SOPs and ensure that staff are familiar with these guidelines and procedures. With the SMT, periodically review the specific security guidelines. Ensure all office and accommodation meet basic security standards, including fire prevention, lockdown and evacuation procedures. Provide a security briefing to all staff/visitors arriving into the site for the first time. Monitor the security situation and provide regular information to the CD of any incidents, changes or adverse conditions affecting staff safety or project operations in the region. IT Ensure that the IT planning reflects programme priorities. Provide support and oversight for IT related issues including adherence to IT guidelines. Liaise with MAG IT support in relation to IT maintenance and IT equipment management and formatting. Ensure that regular back-ups and virus checks are carried out. Administration & Management Contribute to the development of strategic and country business plans, with specific reference to logistics, administration and HR
Provide direction and supportive management to the operations team and base managers. Coordinate the regular reviews of all relevant manuals and manage their rollout. Ensure that visitors and new staff are provided with welcome packs, schedules and in-country briefings. Ensure the on-going management of the asset register and inventory. Provide systems induction to all new staff members. Work with the programme SMT to ensure that MAG meets all in-country legal requirements, including registration, accreditation, taxation exemption and importation requirements Deputise for the CD in periods of CD absence, including taking responsibility for security, undertaking the duties of the programme budget holder and interim line management of international staff under the CD’s line management Logistics Supervision of all logistical operations at the various field and support sites: including procurement, supply chain, asset management, fixed asset register, air transport and fleet management. Improving cost-effectiveness by saving time or money through use of: framework contracts, improved coordination of programme activities, purchasing and transport. Ensure compliance of the logistical operations with MAG procedures and with Donor requirements. Ensure that the MAG transport fleet serves the needs of the programme. Human Resources Implementation of the MAG Somalia HR Manual with support from IHRM. Manage and motivate team to perform to a high standard, conducting appraisal meetings in line with MAG policy and agree and review progress towards individual targets on a regular basis. Ensure all new hires are properly authorised and contract of employment issued. Monitor and record and annual leave for international and national staff. In absence of the CD, approve leave for Support Services team. Ensure implementation of national staff performance management system. Financial Ensure that MAG’s Financial Guidelines are adhered to at all times, reporting any breaches to the Finance Manager/CD. Review financial paper work to ensure all transactions are properly authorized and that all the required supporting documentation is on file. Coordinate with the Country Finance Manager to ensure synergy between cashflow and procurement planning to meet operational need. Ensure that a robust system of controls is in place. Meet with Finance and Operations on a regular basis to ensure coordination of all cross-over issues. Manage the equipment budget for all MAG Somalia. Ensure organisational compliance to donor policies and guidelines. All International staff are expected to undertake the following general duties:
Work within the framework of MAG’s core values, promoting its ethos and mission statement. Work towards achieving programme and/or department business plan objectives Ensure familiarity with and adhere to all MAG policies and procedures and keep informed of MAG activities Undertake and apply learning from appropriate training and development programmes. Undertake role in developing countries and areas in conflict where standards of living may be basic. Undertake the role in a manner appropriate to the cultural context and within the local legal framework.
This is a non contractual document that can be varied from time to time as circumstances dictate. This job description is intended to summarize the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks. All MAG staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises. Some Job Descriptions may be supplemented by specific Terms of Reference. Signed employee: