Base Manager (BM)

Base Manager (BM) – North Jordan

The Base Manager (BM) works to ensure operational implementation, notably by overseeing the management of FLAT (Finance, Logistics, Administration and Transparency) at base level in North Jordan (Offices in Mafraq and Za’atari) and covering for activities and programming in up to 8 different governorates. The Base Manager will support project coordinators (PCs) to ensure that projects and programs are implemented according to ACTED’s procedures, donor guidelines, and will be responsible for ensuring and establishing proper communication channels with capital (Amman) Head of Support Units to ensure process standardization. The Base Manager (BM) will also assist with overseeing the day-to-day operations and security in the respective area.

Objectives

1. Contribute to the development and application of the ACTED country strategy at area level and ensure ACTED representation and positive relationship building in the area of activity.
2. Facilitate the creation of an enabling and productive working environment through internal communication and coordination at area level.
3. Support the timely and quality implementation of projects in the area of operation, notably by overseeing FLAT departments.
4. Anticipate and mitigate risks ensuring operations in the area are compliant with ACTED finance, logistics, administration/HR, transparency and security (FLATS) procedures;
5. Ensure communication channels are in place between base and capital level.

Duties and Responsibilities

1. Positioning

1.1.Context analysis:

• Analyse the sub-area’s socio-economic situation, (donor) trends, needs and gaps with Project Coordinators, and if needed;
• Regularly conduct stakeholder analysis, in particular who does what and where (3W) in the sub-area/base, hand in hand with project coordinators and if needed, request by line manager.

1.2. Strategy Implementation:

• Provide support in the implemetation of ACTED’s coutry program strategy in the area identifying strategic opportunities for expanding ACTED’s work in the area, and in particular:
• Review the geographic and thematic footprint;
• Ensure humanitarian principals are adhered to;

1.3. Networking, positioning and general representation:

• Maintain active and regular working relationships with other NGOs, UN agencies, clusters, working groups, consortia, etc. at area level ensuring maximum visibility of ACTED
• Maintain active and regular working relationships with local authorities and where necessary non-state actors and obtain required authorizations and buy-in for ACTED’s activities at area level
• When requested, represent ACTED in key clusters, working groups, NGO coordination bodies, etc. at area level.

2.Management and Internal Coordination

2.1. Staff Management

• Help staff in the area to perform their roles and responsibilities related to area operations and link with the capital Head of Departments;
• Promote team building, productivity and staff welfare;
• Mentor and support the team to build capacities, and improve efficiency and performance, and follow career management;
• Manage interpersonal conflicts among staff at area level.

2.2. Internal Coordination

• Facilitate interdepartmental communication and information sharing for a positive working environment;
• Implement ACTED coordination mechanism at area level (WAM, MAR, FLAT meeting, etc.) hand in hand with Project Coordinators (PCs).

3.Project Implementation Follow-up

3.1. ProjectImplementation Tracking

• Support Project Managers in project implementation through trouble shooting and eliminating blocking points, notably with regard to FLAT department supports;

3.2. Project Quality Control

• Conduct frequent field visits to project sites to assess activities and ensure efficient use of resources.
• Support in ensure beneficiary feedback mechanisms are in place;
• Support with the documentation of best practices and lessons learnt for projects in the area of operations.

4. FLATS Management

4.1.Finance Management

• Support in the management of project budgets at area level to avoid under/over spending;
• Help with budget forecasting notably by ensuring allocations of support costs to projects;
• Ensure timely and accurate area finance TITANIC reporting.
• Ensure proper cash management (through Monthly Cash Request – MCR).

4.2. Logistics & IT Management

• Support the timely procurement and adherence to rules of origin and nationality at area level;
• Ensure quality supply management at area level;
• Ensure proper asset management at area level and enforce asset investment policy;
• Ensure proper stock management at area level;
• Ensure proper IT systems, data back-up and protection from malware at area level;
• Ensure sufficient and reliable means of communication at area level;
• Ensure timely and accurate area logistics TITANIC reporting

4.3. Administration and HR Management

• Oversee transparent and timely recruitment of national staff and contribute to international staff recruitment upon capital request;
• Ensure regular performance appraisal and career management for staff at area level;
• Ensure timely and accurate area HR TITANIC reporting;
• Ensure timely exit forms.

4.4. Transparency/Compliance Management

• Minimize risk of fraud and corruption by ensuring adherence to ACTED FLATS procedures;
• Ensure that staff is aware of ACTED’s transparency and whistle-blowing policy.

4.5. Security Management

• Support the Security Focal Point in the analysis of the security context at area level;
• Upon request, engage with relevant key stakeholders at area level to ensure access and support of interventions;
• Ensure the offices are conform with the recommended security, health and safety standards.
• Ensure all staff in the area adhere to security procedures.
• Ensure security incidents at area level are promptly reported to the capital.

Skills

qualifications

• University education in a relevant field such as international development, emergency operations, humanitarian programming, technical degree in camp management, or the like;
• Extensive experience in support department management (management, planning, staff development and training skills) in emergency and/or development programs;
• Base management skills preferred;
• At least four years relevant work experience, preferably including camp settings;
• Proven capabilities in leadership and management required;
• Ability to work well and punctually under pressure;
• Excellent skills in written and spoken English;
• Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms;
• Ability to work well and punctually under pressure;

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