Afghanistan: Emergency Programme Manager

Country: Afghanistan

Job Title: Emergency Programme Manager

Starting Date: April 2016

Contract Length: 12 – 18 months

Exact Job Location: Mazar-e Sharif (60%) and Kabul (40%), with occasional travel to the field in Balkh, Samangan, Jawzjan and Paktya provinces

Reports To: Country Director & Head of Programmes

Job overview:

The Emergency Programme Manager will ensure the timely and effective management and implementation of PIN’s emergency programme, ensuring efficiency, quality, impact and accountability, while upholding the core values of PIN.

The Emergency program responds to natural and man-made disasters in PIN target areas, which include Balkh, Samangan, Jawzjan, Paktya, Logar, and partly Baghlan. The program currently implements projects funded by ECHO (EC) in consortium with ACTED, and CHF (OCHA), providing immediate rapid assessments and response to emergencies in 11 provinces, and coordinating the activities of other actors.

The Emergency Programme Manager must manage the programme (full project cycle approach), manage the team of national staff with the project (minimum 10 people), and maintain excellent coordination with other agencies and donor to allow smooth implementation of activities.

The Emergency Programme Manager will work under the supervision of the Head of Programmes. The position is based in Kabul (40%) and Mazar-e Sharif (60%), with occasional travel to the field in most of PIN target areas.

Organisation context

People in Need (PIN) is a Czech NGO that provides relief and development assistant in over 20 countries around the world. Formed in 1992 by leaders of the Czechoslovak revolution, it is the biggest organisation of its kind in post-communist Europe, providing relief where it is needed, and empowering civil society at home and abroad.

In Afghanistan PIN has been active since 2001, responding to humanitarian needs where they arise, and through targeted development programmes. Today PIN activities are conducted from programme offices in Paktya, Nangahar, Samangan and Herat, as well as two central offices in Kabul and Mazar-e Sharif, with five international staff and around 160 national staff members. PIN programs focus on education, rural development, agriculture, urban poverty, and emergency relief, with support from a variety of key donors, including European member states, Czech Development Agency, ECHO, BMZ, and OCHA.

PIN has a long term strategic commitment to contribute to the alleviation of suffering caused by extreme poverty and both natural and man-made disasters in Afghanistan, by providing neutral and impartial relief and assistance, regardless of the prevailing national and international dynamics. PIN aims to support existing local governance structures and promote community based approaches to avoid undermining local structures.

Main Duties & Responsibilities:

Senior Management

• Support the Head of Programs in the strategic design of the PIN’s emergency programming


• Participate in the mission management decision making as requested

Programme Management:

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  In coordination with PIN partners and other humanitarian actors active in target areas, develop and implement guidelines and methodologies for assessments in emergencies and subsequent production of reports, observing the Sphere Core Humanitarian Standards (CHS) and ERM Common Rationale principles. Internal capacity building to ensure the proper use of the assessment formats must be frequently undertaken, and well as pro-actively work with other actors on the ground to build up a network of information. With PIN acting as a focal point in the designated provinces, the Programme Manager must pro-actively build up suitable lines of communication to all relevant actors including national and international NGOs, UN agencies, government departments and other stakeholders.

  
  


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  Disaster response component: Following external disasters, the emergency team must mobilise and undertake rapid assessments within 48h, and recommend actions to be taken to address priority needs. The team must manage a stock of NFIs and ES to rapidly respond to needs, and must build linkages with other agencies (such as UN-agencies) which could replenish the stocks. The Programme Manager must identify strategic locations for depots and coordinate the storage and supply of emergency items with all the relevant actors, and implement robust monitoring and evaluation systems (e.g. post distribution surveys).

  
  


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  Disaster preparedness component: The Programme Manager should train the emergency team in the use of DRR tools as described in the Common Rationale and agreed with partners. At the community level, the Programme Manager must ensure the implementation of the community trainings on disaster preparedness, and monitor and evaluate their impact as agreed with the partners (e.g. KAP survey)

  
  


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  External coordination and representation: Under the authority of the Head of Programmes, the Programme Manager should participate in relevant coordination meetings at national and regional level (Kabul, Mazar, Paktya) to maintain PIN’s presence and share our experiences. The Programme Manager should further work closely with all other humanitarian partners to ensure effective and accountable response to emergencies.

  
  


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  Human resources and operational management: The Programme Manager must ensure comprehensive management of the emergency team, including the distribution of tasks and duties and subsequent evaluation, recruitment of new staff, contractual issues, performance evaluation and day-to-day management as described in the missions Standard Operating Procedures and the National Staff Policy.

  
  


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  Training & Capacity Building: The Programme Manager is responsible for training the national staff in appropriate sectors related to the implementation of the project. Furthermore, the Programme Manager is responsible for the overall development of the national staff and their continued progress with the organisation. Together with the Head of Programmes, key national staff should be identified and special programmes for capacity building should be implemented.

  
  


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  Reporting (Internal and External): Provide regular internal report according to PIN’s internal reporting structure, and ensure that all reporting requirements (interim, final) are produced in a timely, accurate and well developed manner for all donors in the program.

  
  


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  Financial Management: Ensure that the project is implemented in full within the limits of the donor approved budget. (The program currently stands at around 1 mil. EUR annually). The Programme Manager must ensure that the project stays within the given budget, through close monitoring of expenditure, monthly updates of the expenditure forecast, and through the use of PIN’s financial system. Furthermore, the Programme Manager must manage the forecasted cash requirements. Through close cooperation with the Finance Director, the Programme Manager must ensure that the project complies with all internal regulations and the required financial and project documentation is archived in PIN’s electronic Document Management System.

  
  


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  Programme Development: Based on experience from the field, support the Head of Programmes in further development of PIN’s emergency programme and the longer-term goal of reducing vulnerability in target areas. Ensure close cooperation and experience sharing with other Programme Managers in the target areas.

  
  


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  Document and Knowledge Management: Ensure that all information and experience in the field and during the implementation of the programme is documented and stored appropriately, and methods for the sharing of such knowledge are utilised.

  
  


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  Advocacy: Ensure that PIN’s significant field presence and experience is translated into advocacy at various levels within the humanitarian community, donors, and other stakeholders in coordination with the Media Department. When requested, provide rapid feedback for advocacy and donor lobbying. Through monitoring of the wider humanitarian situation in the country, the Programme Manager is able to participate in stakeholder coordination meetings, and represent PIN in the humanitarian sector.

  
  


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  Mainstreaming: Ensure that cross-cutting agendas and principles of PIN such a gender equality and non-discrimination are implemented in the program

  
  

Security

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  Ensure all employees of the ERM programme are fully aware of PIN Afghanistan Security Framework, and adhere to it at all times.

  
  


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  Maintain close contact with the Security Officer and relevant staff in the Security Department to collect and share all information on security developments in the areas of implementation.

  
  


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  Ensure that the Security Department has available all information needed for timely and thorough security assessments of all areas with direct PIN implementation and staff presence.

  
  


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  Participate in the continuous re-assessment of the Security Framework, and access rules for different areas, feeding in experience and knowledge from the field and from the ERM team.

  
  


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  Make sure that all members of the emergency team have adequate security training, including on specific issues of access, do no harm principles, conflict sensitivity, etc.

  
  

Requirements for Applicants:

Education and Experience:

• MA/Diploma in International Development, International Relations, or related subject


• A minimum of one year of relevant overseas experience in development and humanitarian sectors.


• Initial experiences of programme, HR and financial management


• Experience with working in insecure environments a significant advantage


• Knowledge of Dari/Pashto an advantage

Aptitude or Personality Requirements:

• Empathy with the organisations humanitarian values and its approach


• Ability to quickly grow into new challenges, working within a close and supportive team


• Ability to work under pressure often to strict deadlines


• Respect to organizational policies and rules, ability to follow specific SOPs


• Methodical and thorough


• Knowledge of computer applications i.e. Microsoft word and excel


• Experience with budgets and budgeting


• Ability to motivate and develop skills of others


• Analytical and problem solving skills


• Ability to work both as part of a team and independently


• Cross cultural awareness and sensitivity (esp. gender and ethnicity)


• Tolerance and acceptance of diversity

PIN offers:

• Flexible and challenging working environment with room for personal growth


• Starting salary defined by PIN salary scale (approx. 2600- 3100 USD commensurate with experience; before taxation, including per diem)


• reimbursement of flight ticket to the country of residence once every 6 months of work,


• reimbursement of costs of visas and vaccinations; assistance with visa application procedure,


• medical helpdesk and psychological consultation available on line,


• travel insurance,


• 25 days of paid leave annually, compensational leave: if it occurs absolutely necessary work over weekend or on holidays is compensated proportionally 1:1,


• Rest & Recovery: Each employee is entitled to up to 15 days of R&R per year in addition to the standard 25 days. PIN provides 2 regional flights per year in price of 650USD for each of them – all together PIN provides to employee 3 flight tickets per year for the purpose of leave.


• Accommodation in PIN guesthouse, on PIN expenses.