RESPONSIBILITIES AND TASKS:
1. ENSURE IMPLEMENTATION AND MONITORING OF PROGRAMS
- He/She ensures the efficient and effective implementation of project(s) by developing and implementing activities, focused on primary health care, reproductive health, nutrition, mental health and psychosocial support (MHPSS) and community awareness
- He/She ensures proper need assessments and reassessments with the field team and provides all the necessary reports to the line manager
- He /She ensures the monitoring of projects according to the project work plan, and context evolution and in collaboration with the Field-/ and Technical Coordinators.
- He /she ensures that the team members implement and follow up on PUI, international and national standards, and guidelines/ tools.
- He/she facilitates training for the team in terms of quality service provision and coherence with the given standards.
- He/She ensures good communication between project teams and the beneficiary communities by ensuring that beneficiaries and local populations understand the project objectives and participate actively in their implementation.
- He/She ensures the proper functioning of programs falling under his/her responsibility and ensures compliance with goals defined in the project proposal/s.
- He/She tracks the performance indicators defined and reports on progress to his/her immediate supervisor in collaboration with the MEAL department.
- He/She ensures the proper collection, follow-up and analysis of any necessary data collected in the context of the program’s implementation with the support of the MEAL team and in collaboration with respective Coordinators.
- He/She ensures archiving of documents, tools and training materials produced in the context of project/s and ensures the availability of the verification sources mentioned in the proposals.
- He/She reports on medical supplies consumption and undertakes needs assessments of his/her projects concerning medical equipment, medical consumables and pharmaceuticals;
- He/She transmits the internal and external reports to his/her immediate supervisor and Health Coordinator while making sure to meet the internal deadlines for endorsement (Situation Report) and the external contractual deadlines (donor reports). He/she contributes to the monthly report of the mission and to any technical report to be transmitted to the technical Department.
- In collaboration with the Medical team in coordination, ensure the quality of program/activities in line with the essential package of health services in the country by ensuring regular supervision, feedback and improvement for staff delivering clinical care and community services.
2. ENSURE THE MANAGEMENT OF PROGRAM TEAM
- He/She familiarizes himself/herself with the Internal Rules of Procedure of PUI for the mission, and ensures that they are known and respected by the team.
- He/She ensures in the hiring process of project staff, as well as in any decision related to the termination of employment contracts of local project staff, in coordination with the Administrator and Field Coordinator.
- He/She assumes or delegates responsibility for the integration of new project-level staff, ensuring the project context, relevant tools and PUI policies are well understood.
- He/She supervises directly/indirectly his/her team daily
- He/She guides the work of the project teams, tracks the realization of their objectives, and leads the mid-term and final staff evaluations.
- He/She ensures that each person is subject to a written evaluation at least once per contract period and year, and at a minimum before leaving office.
- He/She identifies needs and completes training programs for his/her team members (capacity building, action plan, organisational support, methodology and technical support as the case may be organization of training sessions…)
- He/She ensures technical supervision with the support of the Health department, of the medical staff, and provides advice/guidance to improve the practices.
3. ENSURE LOGISTICAL AND ADMINISTRATIVE SUPPORT FOR PROGRAMS
- He /She ensures the provision of adequate means necessary to implement proper programs in line with available budgets. He/she takes into account the time and logistical constraints of the mission, as well as the purchasing rules specific to the programs, to ensure that his/her requests are realistic in light of procurement timelines. He/She contributes to the analysis of supplier bids for purchases with highly technical specifications.
- He/She communicates with the Logistic team every week his/her needs related to vehicles and communication equipment for the implementation of program/s.
- He/She ensures that logistical, administrative and financial procedures linked to project implementation are established and alerts his superiors if gaps are observed so that corrective action may be taken
- He/she ensures the budget management of the project in accordance with the PUI and donors’ guidelines and project work plan
- He/She participates in budget follow-up meetings, monitors the efficiency in the implementation of the projects (adequacy between means and resources allocated) and informs this superior in case of a gap.
- He/She ensures that HR documents (attendance sheet, leave request, etc) are communicated to the Administrative Manager on time
- He/She ensures the correct stock management of the project (medical and non-medical: inventory, cleaning, etc) according to the PUI and donors’ rules
- He/She ensures requests on time the medical needs of the project to the Central Pharmacy members and works closely with them for the drugs management and medical items
4. ENSURE THE REPRESENTATION OF PUI TO RELEVANT STAKEHOLDERS
- He/She ensures the representation of the project internally and is the spokesperson for the team
- He/She contributes in relevant meetings in the area of operation, with local authorities, UN or NGO partners.
- He/She contributes in Ad-hoc meetings according to the various humanitarian issues encountered in the field with the various stakeholders.
- He/She strengthens links with other humanitarian actors present in the area for good coordination.
- In the event of visits from Donors, he/she contributes actively to the preparation and the smooth organization of the visit.
5. ENSURE THE SAFETY OF PROPERTY AND PEOPLE
- He/She ensures that the safety plan is known by the team falling under his/her responsibility and that safety rules are respected.
- He/She manages the security of the team in day-to-day operations to very security-sensitive areas (red zone areas, if any), including using local contacts to get up-to-date information, planning backup security measures and tracking the team whilst in the field.
- He/She contributes to data collection on safety issues in his/her field of operations and disseminates them to the Field Coordinator regularly or on an ad-hoc basis if urgent.
- He/She ensures that members of his/her team and daily paid workers as the case may be, are provided with safety gear adapted to their activities (for example: 1st aid kits, PEP kits, gloves…).
6. EVALUATION AND DEVELOPMENT
- He/She analyzes the humanitarian, political, social and security situation in the area and identifies key trends in collaboration with the Field Coordinator and the Health Coordinator.
- He/she ensures the evaluation of the projects and guarantees the capitalization of the lessons learned in collaboration with the Field Coordinator and the Health Coordinator
- In the context of identifying new operations, he/she contributes to the preparation of project proposals He/She participates in the strategy development of the mission.
The tasks and responsibilities defined in this job description are not exhaustive and may evolve depending on the project's needs.
