The Senior Mobile Site Management (MSM) Officer works closely with the Project Manager in ensuring the timely and effective running and delivery of all Site Management activities in the sites of intervention. S/he co-leads the development of longer term workplans and vision for the team and the sites. The Sr. MSM Officer directly line manages the five units composing each MSM Team (i.e., the Distribution, Protection, Community Mobilization, Information management and Accountability units) and ensure needs-based, timely and effective delivery of activities.

The Sr. MSM Officer contributes to defining and delivering quality outputs. To this end, s/he is responsible for staff supervision and HR follow-up, organizing and prioritizing day-to-day activities, assisting with internal and external reporting, preparing logistics requests, ensuring information collection, co-facilitating meetings, and co-leading discussions with local authorities and service providers.

The Sr. MSM Officer will perform his/her functions with minimal supervision from the Project Manager and s/he has proven ability to problem solving, prioritize key updates, challenges and urgent issues as they arise.

Under the authority of:

-         Project Manager.

Line Management:

• Distribution Officer;
• MSM Officer;
• Protection Officer;
• MSM IM Assistant;

MSM Accountability Assistant.

Internal:

• MSM team;
• AC/Coordination;
• Logistics;
• Finance;
• AMEU department.

External:

• Local authorities;
• IDPs in and out of the site;
• Humanitarian Partners (INGO/NGO; humanitarian agencies);

Suppliers / service providers / sub-contractors

• Co-develop and implement long-term workplan in line with needs of site residents and project requirements;
• Support all MSM units to implement their day-to-day activities while directly line managing and following up on the units, including activity implementation, finance, logistics and HR follow-up;
• Ensure service monitoring and addressing of key gaps in line with Sphere standards, while fostering an inclusive CwC and governance scheme;
• Strengthen and maintain coordination with service providers, local authorities, site management bodies, and the community through regular meetings and consultations;

Ensure timely recruitment and follow-up of site management staff and daily laborers.

1. Project planning and implementation

• In collaboration with the PM, prepare a long-term work plan in consultation with all MSM units, taking into account community needs, the longer-term vision of the site and project/donor requirements;
• Ensure/co-lead regular staff coordination meetings and follow-up on the timely implementation of the workplan;
• Supervise the MSM units in their day-to-day activities and support them to achieve their targets;
• Contribute to service provision in line with minimum standards and through close collaboration with service providers, site residents and local authorities.

1. Ensure service delivery in line with minimum standards

• Ensure effective CwC schemes are in place, including the development of an inclusive governance structure;
• Supervise service monitoring exercises and addressing of gaps through the MSM units, referrals, advocacy and follow-up with service providers;
• Supervise the identification and implementation of site maintenance activities, ensuring inclusive access to services;
• Support the performing of site assessments, service and stakeholder mappings and contribute to maintaining an updated contact list;
• Strengthen coordination mechanisms on site with various stakeholders;

Hold coordination meetings for the sites and team meetings as required

• Undertake communication and liaison activities to actively consult and involve beneficiaries, key informants, actors, partners and stakeholders in all stages of project design and implementation;
• Cultivate good relations with key humanitarian actors – local and international through regular attendance and facilitation of meetings;
• Maintain excellent relationships with local authorities, IDP community members and host community in order to ensure smooth communication, activity implementation, and community outreach;
• Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner;
• Identify opportunities to collaborate and coordinate efforts with other organizations to ensure complementarity of activities and gap filling;
• Support with troubleshooting and conflict resolution with third parties.

1. Quality control

• Assess the MSM activities undertaken and ensure efficient use of resources and quality implementation;
• Provide technical guidance and supervision to MSM units, regularly monitor implementation and flag urgent issues as they arise;
• Document lessons learned and best practices and contribute to strengthening institutional memory.

1. Reporting

• Provide regular and timely updates on progress and challenges in coordination with the PM;
• Contribute to external reporting as required.

1. Administration and Operational Management of MSM Activities Implementation

- Finance

• Support the Project Manager with budget follow-up and forecasts, in particular regarding the MSM units;
• Lead the review and submission of FLATs documents for MSM units.
• Logistics
• Support the Project Manager with procurement planning and follow-up, leading all procurement follow up, including the preparation of procurement plans, OFs, TCs, etc. up until the signature of the completion/ delivery certificate.
• Ensure a proper management and use of the project assets and stocks;
• Lead MSM team movements based on available fleet and applicable policies.
• Compliance and filing
• Keep a record of all MSM documents on the server and as hard copy as needed.
• Security and contingency planning
• Ensure that each team member is aware of security issues, policies, SOPs and they follow them accordingly;
• Contribute to drafting and updating sites contingency plans;
• Lead the drafting and submission of SIRs.
• HR
• Ensure timely recruitment of staff and daily labour in anticipation of needs and avoidance of gaps;
• Follow up on staff management, including development of ToRs, leave planning, performance appraisals and the identification of recruitment needs;
• Strengthening of team capacity through trainings and/or the identification/flagging of training needs, the development of improvement plans and highlighting of performance gaps to the PM;

Ensure that staff understand and are able to perform their roles and responsibilities

• At least 3 years working experience with an NGO / humanitarian agency (local or international);
• Demonstrate knowledge on key humanitarian principles and Project Management Cycle;
• At least 2 years experience in managing teams with proven interpersonal and leadership skills;
• Flexibility/ability to work on emergency activities;
• Experience in at least three of the following areas:  conducting assessments/ data collection (Kobo), Service Monitoring, supervising volunteers, implementing small infrastructure projects, training, communicating with Communities, Organizing and taking minutes of meetings, Establishment of Community Governance Mechanisms.
• University degree (i.e. Bachelor level);
• Proficiency in English and local language (Speaking, Reading and Writing);
• Proficient in using MS Office (Excel, Word, PowerPoint).

Desired:

• Certificate/Training in site management.
• Experience in training and capacity building staff and external stakeholders.

# of project workplans developed;

# of governance committees established, trained and running as per their ToR;

# of service monitoring exercises supported;

# of maintenance works successfully implemented by SM unit;

Effective coordination and follow-up with service providers;

# of team meetings co-facilitated and action points shared with all teams for follow up;

# of meetings held with local authorities and service providers;

# of daily workers recruited and paid in a timely manner;

# of BoQs developed and procurements planned and finalized in line with project workplan;

Timely follow-up of leaves and staff recruitments & identification and follow-up of staff training need.

Please Apply before 3 August 2024 in Sudan Job