Field Director (Rakhine and Southern Chin)

Sittwe

Organization: IRC - International Rescue Committee
Location: Sittwe
Grade: Level not specified - Level not specified
Occupational Groups:
- Humanitarian Aid and Coordination
- Refugee rights and well-being
- Managerial positions
Closing Date: Closed

Job Summary:

The Field Director, Rakhine and Southern Chin , is a senior managerial position responsible for providing primary oversight and support to both operations ( Supply Chain, IT, Human Resources, Finance, Security and Access and Administration ) and program teams as well as Liaison functions for smooth program implementations in Rakhine and southern Chin State, in engaging with the Government Agencies, INGOs, CBOs and other stakeholders active in Rakhine and Southern Chin State. The Field Director directly reports to the Deputy Director, Field Management and the Field Director works closely with the following IRC staff members.

Country Director (programmatic and strategic planning issues)
Deputy Director of Operations, Deputy Director of Programs, Deputy Director of Finance
Senior Access, Safety and Security Coordinator
Senior Government Liaison Advisor
Sector Leads from Ops and Program units from Yangon and Sittwe

The Field Director directly manages the Operations teams and Finance teams in Sittwe with direct oversight and support the Field Operations Manager from Minbya, Rathedaung, Ponnagyun and Paletwa field offices to keep all program support functions are on the right track. The Field Director is responsible to represent IRC as a Head of Office of Rakhine in external relations both in local and international communities in Rakhine. His/her presence and networking in the UN/INGOs and local community plays a significant role for IRC’s role in Rakhine with strong advocacy to disseminate IRC’s aid activities to the most vulnerable people in the State.

Strategic Planning

· Participate in IRC Myanmar strategic planning process ensuring that a realistic, political and humanitarian perspective underlies the strategic plan for Rakhine and southern Chin State ( Paletwa)
· Support the capacity strengthening within operation teams to enhance the operation team’s ability to support programs effectively and timely manner
· Support the management of operations in all field sites, ensuring support to the programs meet the needs of programs through effective management by the Sittwe operations departments and by liaising with Yangon based senior operation staff ( DDFM, DDO and DDF ).
· Consult with and make recommendations together with the DDFM to the CD on field operations, safety and security and administrative issues.
Organize regular senior staff meetings among Sittwe-based senior management team.

Overall Scope of Work·

Represent IRC with local government and donor officials and ensure IRC coordinates with relevant NGO’s, international and government agencies as well as partner relationships in the assigned area.
Oversee implementation and compliance with IRC and donor policies for all programs support activities in the Field Offices including HR, administration, finance, supply chain and IT.
Revise or update administrative, finance and supply chain systems as needed; make recommendations to improve efficiency and effectiveness of operational management.
Coordinate with the relevant government authorities, UN agencies/INGOs/LNGOs and community for the smooth running of the IRC programs in the project areas.
Represent IRC at the Rakhine INGO Forum and support IRC’s participation in the State-level safety and security and other working groups coordination such as GCM, PWG and NFI/Shelter/CCCM.
Meet regularly with field staff (Programs and Operations) to discuss key operational issues and delays with an aim to find solutions and support program implementation.
Provide strategic direction to operation team and ensure that operation staff are being trained and understand its related policies and procedure of IRC.
Ensure that all field staff are trained, aware and adhere to all policies relating to Human Resources, Supply Chain, Financial and safety and security (including vehicle and transport policies).
Prepares a monthly report on program implementation, operations, security and other issues relevant to the IRC and ensure monthly financial and logistics reports are reviewed and submitted to DDFM on time.
As required, plan and host donor and/or IRC visitors in the Rakhine State and coordinate with mission members as needed.
Field Director is required to submit a context analysis report to DDFM whenever necessary.
Any additional duty assigned by the DDFM.

Operations Team management / Supply Chain / IT

Ensure transparency, accountability and best value in all procurement activities.
Work closely with Supply Chain/ Operation Staff to ensure logistics support and management are in line with IRC policy and guidelines as well as smoothly operate and productive support to program activities in the field office.
Ensure that Supply Chain Staff in the office maintains updated list of major vendors, suppliers and service providers in assigned area and program related area.
Ensure that Supply Chain Manager delivers the monthly supply chain reports with high quality and produced timely.
Inform supervisor and department heads on all issues that arise related to procurement and logistics.
Manage Supply Chain team to maintain all warehouse handlings with efficiency, transparency and proper control of stock.
Monthly monitor and or do Spot-Checks for Asset, Program Supply Inventories and Procurement to assure that they are in compliance to the Supply Chain manual and standard operation procedures (SOPs).
Timely work-out with all Program heads in the office to assure that they plan and update their Procurement.
Ensure that Procurement Segregation of Duty is well managed in field offices.

HR & Administration

Supervise Human Resource and Administration functions in Rakhine field offices.
Oversee Administration and HR management systems and processes are in line with internal policies.
Organize field staff to collect feedback/ recommendation on National Staff Personnel Policies.
Review of staff contact list and update org chart.
Lead the process of post-probation and mid-year & yearly performance evaluations (PME) are performed timely manner.
Provide guidance to HR & Admin Staff/ Operation Staff that office equipment and utilities are in good operation condition and arranging for necessary and schedule repairs.
Work closely with Admin team in country office to ensure timely receiving of travel authorizations for international staff travel.
Oversee the ongoing maintenance and function of IRC premises.
Supervise Sr. Gov Liaison Advisor and team to get field level travel approval/ Authorization from State government.
Ensure that field level orientation program for all new staff is developed and provide orientation to all new staff in field level.
Work with Field Program and Operation staffs and HR Talent Unit to develop annual refresher training schedule for operations/Program staff and operational trainings.
Work with field IRC Way Ambassadors and other Focal Points (SG and GEDI Champion) to ensure the awareness sessions are in place, on track and to be complete received by all staffs within the timely manners.

Finance/Grants management

Stay informed of and ensure adherence to IRC and donor procedures and policies in relation to partnerships, Supply Chain, Finance, HR and Programs as set out in relevant IRC/Donor manuals and guidelines.
In coordination with the finance/grant team, to ensure that the project budget is planned as per the project proposal/compliance.
Assist in developing budgets and project proposals for procurement and logistics activities.
Review and authorize financial documents within the authority schedule and authorize for the amounts beyond the authority of managers.

Safety and Security Management

Act as a safety and security focal person for day to day security management for the Rakhine State.
Conducting contextual analysis and risk analysis in collaboration with field staff.
Provide recommendation on any potential risk mitigation measure to Deputy Director of Field Management (DDFM).
Ensure incident reports are submitted according to IRC guidelines.
Ensure regular review and update of the country security management plan (SMP) and make sure that all staff are being trained and aware of this plan.
Evaluate, review and update hibernation and evacuation plans for all field offices in Rakhine and Chin and ensure that practical preparations are in place and known to all staff involved.
Develop evacuation & relocation plan according to area context.
Ensure all staff adhere to all policies relating to safety and security (including vehicle and transport policies.
Provide regular trainings for IRC staff on security preparedness, prevention and response. Training(s) may include Standard Operational Procedures (SOPs); Contingency Plans (CPs); Security Management; Incident Reporting; Prevention and Response Mechanisms; Communications protocols, etc.
Conduct frequent visits to the field project areas to ensure that staff are working under safety environment. The findings and suggestions from the monitoring are to be feedback to supervis.

External Relations

Ensure regular liaison with Government counterparts of all IRC project and programs, mainly at the State level in Sittwe, and Township levels as required, to support effective implementation of the various project and program activities implemented by the IRC.
Contribute to reports, briefing papers and articles to inform relevant stakeholders ( communities, Government of Myanmar, UN/ INGOs, other ) on the project and programs implemented by the IRC.
Be responsible for facilitating and strengthening a constant and efficient professional relationship between program leads and the relevant Ministries and Departments of Rakhine State Government.
Support where needed the coordination of the each program activities with the relevant government technical departments at the State / Township level.
Represent the IRC at relevant steering groups, meetings, trainings, workshops, conferences and other events as a Head of Office.
When requested, participate actively in Project Implementation Committees, Partnership Working Group, monthly coordination meetings and any other project meetings of programs
Build network and coordination with government bodies and relevant stakeholders in the Rakhine and southern Chin State ( Paletwa)

Other Assignments

Support implementation of the country program’s Gender Action plan including support the establishment of the Women@Work committee; ensure follow-up on action points with field HR, and program field leads, by coordination with Safeguarding Sr. Manager and under leadership of SMTs.
In coordination with the SMTs and DDFM, support to develop and implement armed actor engagement plans /State-wide access strategies and contribution with Country Level access action plan by coordination with the program team/CO Sr. Staffs where the area of extension and difficult to access.
In coordination with the partnership provide Safety and Security and other Operational (HR, Finance, Supply Chain and Office Administration) related trainings and support to partner organizations in line with partnership support plans in the field level of Rakhine State.