CARE International (CARE) in the Kurdish Region of Iraq (KR-I), together with our partners, has been providing humanitarian assistance to people affected by the current conflict in Iraq since 2014. CARE, is currently in the process of preparing for a humanitarian response to the expected offensive to retake Mosul which is expected to occur in the coming months. It is expected that an offensive on Mosul may displace up to 1.5 million people, of which, up to 300,000 will be displaced into KR-I where CARE is active and has access.
CARE has submitted a proposal to the UN Iraq Humanitarian Pooled Fund (IHPF), which is expected to be approved. The WASH manager will be responsible for the implementation of this project, which includes preparedness aspects as well as the possibility to respond to Mosul if the event occurs within the project time frame. The WASH Manager will need to coordinate closely with the WASH Cluster and INGO community as well as contributing to the preparation of future proposals within this timeframe
Location: Dohuk, KRI with travel to Erbil, Dohuk, and Ninewa Governorates
Start date: as soon as possible
Contract period: 3 months with possible extension
Responsibilities and Tasks
S/he will serve as leader and coordinator of the WASH preparedness and eventually response to the expected Mosul Humanitarian Crisis, specifically responsible for implementing the WASH project funded by the IHPF (and other projects that may come on line during the assignment period)
Specific Tasks with Regards to Mosul Preparedness and Response
- Preparedness Phase
- In coordination with the logistics department, carry out the procurement necessary for the IHPF and other project (prepare specifications, tender documents, assist in analysing quotations and tenders etc.) and identify and earmark items from the CARE Dubai warehouse.
- In coordination with the logistics department, ensure that purchased items are correctly stored and that procedures for storing and withdrawing supplies are in place (stock card, way bills, goods received notes etc.) and transported to final destination
- In coordination with the HR department, prepare the job descriptions necessary for the staff that will be required in a response phase and work closely with the HR staff to carry out job advertising, interviewing and shortlisting
- Prepare BoQ and technical drawings for facilities and systems to be erected in the response phase
- Prepare training materials for daily workers erecting emergency WASH facilities
- Prepare IEC materials relevant for hygiene promotion and the use of items to be distributed in the response phase
- Represent CARE with regards to the WASH portion of the Mosul Response to the WASH Cluster, other INGOs involved in the WASH Sector, UN agencies, government authorities and donors.
- Prepare a detail operational planning for the implementation of the IHPF Response Phase and other relevant projects (including Gantt chart with timelines and people responsible) and identify and carry out other key preparedness measures that may be needed.
- Take a key role in writing and preparing future WASH proposals and budgets (or WASH portions of integrated proposals in close collaboration with the Head of Programmes.
- Response Phase (if the event occurs within the time frame of this project)
- In collaboration with the HR Department, finalize the recruitment of all necessary staff and ensure that the staff are trained correctly and that clear reporting lines and allocation of tasks and responsibilities for the WASH team are in place.
- In collaboration with the Head of Programmes, participate in rapid assessments carried out by CARE, the Cluster and other INGOs to determine where CARE will intervene
- Coordinate and setup distribution of WASH NFIs and other project activities in the identified areas of intervention
- Ensure that interventions are carried out in the agreed upon way with a special focus on Women and Girls and other vulnerable groups
- Ensure that project expenses are carried out in strict accordance with the donor and CARE internal guidelines.
- Submit necessary reports (Sitreps, donor reports, reports to Clusters, etc)
Responsibilities and Tasks incumbent on all project managers
- Project Management and Accountability
- Ensure partners and CARE are implementing grants in a manner that meets contractual obligations and all donor and CARE policy, procedures, rules and regulations
- Review existing project outputs and indicators so as to ensure that they are appropriate and realistic, and adjust accordingly including seeking approvals as required.
- Develop project start up and implementation workplans in consultation with project staff, line management and local partners.
- Establish and implement project monitoring and evaluation systems in order to provide regular information on progress towards objectives and assess the impact of the project.
- Provide technical assistance and support to project and partner staff as required.
- Ensure all financial and narrative reporting both internally from the partner and externally to the donor are within agreed timeframes.
- Ensure that any necessary changes to the project design, objectives, outputs or budget are identified and brought to the attention of line management in a timely manner
B. Financial/Asset Management
- Authorise Project site expenditure and ensure that Project purchases and expenses are consistent with sound administrative and financial practices.
- Check monthly Project financial report for accuracy and appropriateness. Regularly discuss with Finance Manager concerning financial reporting issues, errors, trends, payment delays and related matters
- Ensure that Project expenditure is being coded correctly and consistently (that is allocated to correct budget lines) and that donor funds are used solely for the purposes for which they were granted and in accordance with relevant CARE DL and donor guidelines.
- Monitor expenditure on a monthly basis against the approved budget. Review expenditure projections to ensure that expenditure stays within budget. Significant actual or anticipated expenditure variances against the budget should be included in the monthly report to line management together with any recommendations for changes to the budget.
- Ensure monthly project expenditure reports are submitted to the CARE KRI for the month’s expenditures and provide supporting documents and receipts as necessary
C. Contract Management
Ensure that contractual compliance obligations to the donor and partners are understood and adhered to, by all relevant Project staff, which should include but not limited to:
- the donor contract, project proposal and CARE and partner budgets;
- required Donor procedure manuals
MOU with relevant partners
In the event of any urgent and serious matters, provide immediate reports to line management. Such matters of significance may include:
- financial or asset control,
- project performance,
- legal problems,
- events likely to gain adverse publicity, and or
any other matters felt to be of significance by the Country Director
Assist line management to meet all donor, relevant CI members and CARE International reporting requirements in a timely manner.
Ensure risks are appropriately managed, including financial, safety and security, programmatic and reputational
Review the Project files held by the CARE office in KR-I and ensure that copies of the above documents are readily available. S/he should also establish, as required, Project working files.
D. Personnel Management
- Manage and oversee technical specialists and program assistants to ensure delegated tasks are completed and relevant support provided for the successful implementation of these grants
- Develop, define and maintain updated job descriptions for all relevant Project staff, which clearly delineate the roles and responsibilities of each staff member.
- Work with Administration/HR regarding the recruitment of staff for all project positions including identifying needed positions, short-term consultants, and drafting JD’s/ToRs for positions identified.
- Ensure that all staff clearly understand their roles and responsibilities. On the basis of their job descriptions monitor staff performance and provide constructive feedback to staff in line with CARE Performance management procedures.
- Identify the key skills required by all Project staff to effectively fulfil their designated roles and where necessary suggest or plan staff training to fulfil such needs as well as provide on the job training and coaching/mentoring.
- Assist Project staff to have access to training where applicable, in order to develop their skills beyond the requirements of theirs current position.
- Actively assist national staff, in particular women, assume greater responsibility within project activities and ‘foster’ their long-term professional development.
- Ensure that the provisions of CARE Staff Policy are being complied with for the project staff. In particular, ensure that working hours, annual, sick leave and other leave provisions are being applied and liaise with the Admin.
- At all times ensure the safety and security of all Project staff in line with CAREs policies and procedures.
E. Government Liaison/External Relations
- Together with partners, represent CARE at appropriate in country donor meetings, NGO/UN forums and cluster group coordination mechanisms
- Attend regularly all relevant WASH cluster technical working groups and actively participate in joint needs assessments
- Establish and maintain positive working relationships with local partners and other organizations involved in the project. This should include regular contact to ensure they are fully and appropriately involved in the Project.
- Establish procedures in order to liaise effectively with local government institutions. This may include such things as:
- Budget expenditure and acquittal
- Monitoring and evaluation
- Any other aspect that requires local government understanding and support for effective project management.
- Develop, maintain and strengthen relations with other agencies working in the same geographic or technical area
- Undertake all areas of responsibility in a professional manner and in a way that enhances the reputation of the Project and the reputation of CARE International.
F. Program Development.
Actively contribute when requested, to the development of the CARE -DL presence in KR-I and CARE International policies and procedures on all matters.
Together with partners and the Head of Programmes, identify suitable ongoing funding opportunities and contribute to project design proposal development accordingly
G. Capacity Building
Assist partners to complete Care/donor reporting requirements
Coach and mentor partners’ senior management and project team to ensure best practice in fiscal management and management of programs according to Humanitarian Accountability Framework.
Facilitate and provide the opportunities for counterpart staff and agencies to be aware of and learn from the implementation of all aspects of the Project
Reporting Lines/Line Management
The WASH Manager – Mosul Preparedness reports to the Emergency Team Leader (in case of their absence, reports to the Head of Programs or Country Director)
Key Internal Contacts
Country Director, Finance Manager, HR Manager, Logistics Manager, Safety and Security Officer, WASH Manager (existing projects)
Key External Contacts
Clusters/Donor/Project stakeholders/Host government/UN agency
- People Skills: Ability to work independently and as a team player who demonstrates leadership and is able to support and train local and international staff and also able to work with disaster affected communities in a sensitive and participatory manner.
- Communication Skills: Well developed written and oral communication skills. Able to communicate clearly and sensitively with internal and external stakeholders as a representative of CARE. This includes effective negotiation and representation skills.
- Integrity: Works with trustworthiness and integrity and has a clear commitment to CARE's core values and humanitarian principles.
- Resilience/Adaptability and flexibility: Ability to operate effectively under extreme circumstances including stress, high security risks and harsh living conditions. Works and lives with a flexible, adaptable and resilient manner.
- Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to gender and diversity. Have experience and the ability to live and work in diverse cultural contexts in a culturally appropriate manner. Has a capacity to make accurate self-assessment particularly in high stress and high security contexts.
- Work style: Is well planned and organized even within a fluid working environment and has a capacity for initiative and decision making with competent analytical and problem solving skills.
- Knowledge and skills: knowledge of Sphere and the Red Cross/ NGO Code of Conduct. Requires general finance, administration, information management and telecommunication skills and proficiency in information technology/ computer skills.
Technical Competencies required for this position
- A minimum of 5 years’ experience project management and implementation in a complex insecure environment within an INGO or related environment;
WaSH program management experience required; familiarity with displacement sites including spontaneous settlements and planned camps desirable
Distribution program management required
- Ability to develop and foster external organizational relationships and applied representation skills.
- Readiness to work with people of all backgrounds without bias.
- Ability to coach and mentor staff in a cross cultural environment.
- Excellent written and spoken English Language skills; desirable Kurdish and/or Arabic
- Intercultural sensitivity and experience of working in the Middle East
- Gender awareness and a commitment to gender equality Able to manage competing priorities and multiple grants
How to apply:
Women and men are equally encouraged to apply.
How to apply:
- Please send your complete application package (CV, motivation letter, references) to Ms. Judith Berger at firstname.lastname@example.org, no later than 27th October 2016.
- Please note that only shortlisted candidates will be contacted