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Program Support Coordinator/Head of Base

Northern Shan State

  • Organization: DRC - Danish Refugee Council
  • Location: Northern Shan State
  • Grade: Mid level - Mid level
  • Occupational Groups:
    • Project and Programme Management
    • Managerial positions
  • Closing Date: Closed

Background:

 

The Danish Refugee Council (DRC) is an international humanitarian organization implementing relief and development activities in more than 30 countries. DRC/DDG is a non-governmental, non-political and non-religious organization and for DRC/DDG, people’s right to a life with dignity is central to all that we do. Danish Demining Group (DDG) is a department within DRC; the DDG mandate is to recreate a safe environment where people are free from the threat of landmines, explosive remnants of war and small arms and light weapons. DRC/DDG has been operating in Myanmar since 2009, in Northern Shan in 2016, responding to humanitarian needs of Internally Displaced Persons (IDPs) and conflict-affected populations. The DRC/DDG programme is rooted in a strong protection outreach that includes protection monitoring, tailor-made assistance and programmatic integration through mine action including provision of Mine Risk Education (MRE) and Landmine Victim Assistance (MVA) in the most contaminated and conflict-prone areas of Myanmar.

To support DRC/DDG programme in Northern Shan State, DRC/DDG is looking for highly motivated and capable candidates to fill the following position:

 

Program Support Coordinator/Head of Base

Duty Station: Namhkan, Northern Shan State

Reporting to: Deputy Program Manager

Line Manager:  Area Manager

Duration of Contract: Regular Contract

 

Overall purpose of the role:

The Program Support Coordinator will be responsible for ensuring the effective and efficient operation of the DRC-DDG Namhkan Program by undertaking various roles and responsibilities related to 1) Coordination & representation, 2) security, 3) operations management, 4) Liaison and 5) Program support, in addition to supporting the Deputy Program Manager in his or her duties, following organizational guidelines and policies. The PSC acts as Head of Namhkan Office.

 

Geographic scope: Area (Northern Shan)

This role has a base focus and ensures compliance to DRC procedures and guidelines at base level. The role contributes to the development of base strategies, which are translated into action plans and day-to-day tasks.

 

Main Responsibilities:

Coordination and representation

  • Ensure effective coordination across all of the sector teams within DRC-DDG Namhkan; ensure monthly workplans are developed by all program and support teams and assist in ensuring the coordination of priorities and resources between multiple projects.
  • Ensure effective coordination with other agencies including proactive participation in technical or coordination meetings with UN agencies, other INGOs, NGOs and other relevant meetings
  • Organize and ensure that bi-weekly coordination meetings, monthly joint meeting with the Lashio team and monthly sector lead meeting are regularly conducted in the DRC/DDG Namhkan field office and any time a meeting is needed
  • Update program team members on meetings/clusters organized in Namhkan and ensure attendance of program team members at the relevant cluster meeting
  • Maintain regular contact and encourage the exchange of information with other agencies, INGOs, or LNGOs who are implementing programs in DRC/DDG operational areas–including geographical and thematic areas--ensuring effective coordination with DRC/DDG programmes in the field
  • Regularly update the Sector Leads and Deputy Program Manager on project implementation in Namkhan, including delay of activities, problems and difficulties encountered; provide verbal and written reports if requested
 
Safety and Security
  • Act as security focal person for Namhkan Field Office.
  • Check and ensure that Namhkan staff and teams are following the safety procedures in program implementation and travel
  • Check and share safety and security information and issues with Deputy Program Manager (NSS Security Focal Person) and relevant staff members in the Namhkan and country offices.
  • Maintain keen awareness of the local security situation and any relevant safety issues; report these issues immediately to the DPM and Yangon-based Security Focal Point; provide recommendations to the DPM and SFP on mitigation/preparedness/response measures to be taken; contribute to program risk analysis
  • Manage security reporting from field teams, including travel SMS check-ins and weekly context updates
  • Support in keeping the Security Management Plan, Standard Operating Procedures (SOP) and Evacuation/Relocation Plans up to date
  • Communicate and coordinate with local authorities and partners on all security-related issues

    Operations Management 

 

  • Ensure procurement and finance procedures are followed and manage support staff at Namhkan bases
  • Ensure that monthly report submissions are timely and accurate
  • Be a focal point and decision maker for fleet movements
  • Work with the DPM to ensure each of the sub-departments (procurement, fleet, assets, warehouse and IT) have targets and are meeting them, in line with operational handbook procedures
  • Prepare monthly operations reports for Namhkan and ensure the smooth functioning of procurement (follow up PR register & tracker, contracts, vehicles and stock management operations)
  • Assist with day to day supervision & monitoring to support team in Namhkan to ensure that tasks are implemented according to JD, duties, and activity plans
  • Ensure timely and adequate induction on the field program operation (program and geographical area) fir new staff and ensure that induction on each sector from each program team and on admin/finance is organized for new staff.
  • Ensure that HR daily tasks, such as recruitment, contract renewal/ amendments, timesheet submission and leave tracking are conducted
  • Ensure quarterly tasks are completed on time (such as staff inductions, Code of Conduct training and leave planning)
  • Responsible for budget monitoring and forecasting for Namkhan support service budgets

     

    Liaison

  • Liaison with government counterpart department(s) and INGOs/LNGOs based in DRC/DDG implementation areas: Support representation of the DRC/DDG programme in regarding government authorities, partners, UN agencies and international and local NGOs and various local co-ordination forums in Namhkan
  • Coordinate and ensure periodical government report(s) and work plans are timely and properly submitted to relevant government departments in Namhkan and that the DPM receives Namkhan inputs for state-level reports

     

    Program Support

  • With the guidance of sector leads, ensure efficient and effective program implementation while following the budget and work plan
  • Ensure project planning includes relevant support service requirements (such as lead times and appropriate budgets)
  • Ensure support services are fit for purpose to meet program needs
  • Be the focal point for the compliance self-check, risk register, internal audit and results contract
  • Conduct field monitoring visits to monitor operational support and verify program implementation and accountability to beneficiaries
  • Assist in developing project plans and budgets for funding
  • Assist in project implementation and reporting
  • Assist with translation during meetings with partners and authorities if needed
  •  

    As Coordinator the post-holder is responsible for the following:

    • Responsible for coordinating strategy and operations within a specific discipline in a region or country
    • Usually has technical line responsibilities within a given discipline, for both strategy and operations
    • Provides expert advice and support to set strategy and assure operational quality and compliance

     

    Experience and technical competencies: (include years of experience)

    • Minimum 3-5 years of practical experience in sector area working for an INGO
    • Documented skills in project implementation and reporting
    • Excellent skill in MS Word, Excel, and PowerPoint
    • Experience in project development
    • Experience working with national partners, local/government authorities, and UN organisations
    • Full professional proficiency in English

      All DRC roles require the post-holder to master DRC’s core competencies:

    • Striving for excellence: Focusing on reaching results while ensuring efficient processes.
    • Collaborating: Involving relevant parties and encouraging feedback.
    • Taking the lead: Taking ownership and initiative while aiming for innovation.
    • Communicating: Listening and speaking effectively and honestly.
    • Demonstrating integrity: Acting in line with DRC's vision and values. 
      

    Education: (include certificates, licenses etc.)

    • Master’s degree in relevant area
     
    Languages: (indicate fluency level)
    • Full professional proficiency in English
    • Fluency in Burmese and local languages

    Application process:

    The position is for Myanmar National Only. Applicants who meet the above-mentioned requirements should send through the apply bottom. The applications in English (consisting of Cover Letter and CV of no more than 4 pages, including contact details of 3 professional references):

    No later than: 30 January 2019 (COB/5pm)

     

    Only short-listed candidates will be contacted and invited for an interview. Please note that applications will be reviewed on an on-going basis and DRC reserves the right to initiate the recruitment process before the deadline for applications.

     

    This vacancy is now closed.
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