Plan International is an independent development and humanitarian non-governmental organization that advances children’s rights and equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And its girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We have been building powerful partnerships for children for 80 years, and are now active in more than 70 countries. Child protection is key in all that we do.
Working in Zambia since 1996, Plan International Zambia’s development and capacity building programmes focus primarily on Education, Health, Water and Sanitation, Economic Security and Youth Empowerment, including Child Protection and Participation. Plan International Zambia has programme areas (PAs) in; Central, Luapula, and Eastern Provinces including in Lusaka, where the Country Office is located.
|Position||Emergency Response Manager||Grade||D2|
|Department & Location||Luapula Program Area – Mantapala Refugee Resettlement|| |
|Reports to||Luapula Program Area Manager|
|Purpose: How does this post support Plan’s strategy and mission?||Working in 50 developing countries across Africa, Asia and the Americas, Plan International aims to reach as many children as possible, particularly those who are excluded or marginalized with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively. Plan is committee to responding to children affected by emergencies in the countries of our operation.|
The ERM will manage and oversee Plan International’s response to the Congolese Refugee crisis within Zambia. He/she will manage all members of staff working in Mantapala Refugee Resettlement. Plan International is one of the lead implementing partner of UNHCR in the area of Education programs in Mantapala Refugee Resettlement.
Dimensions of Role:
The Emergency Response Manager will lead and manage the Field Emergency Response Team (ERT) and be the interface between the Field Emergency Response Team and the Country Director. The ERM is responsible for the implementation quality and effectiveness of Plan International Zambia’s response. The ERM has overall responsibility for the security and well-being of Plan International Zambia staff, programmes and assets. The ERM will directly manage the Finance Officer, Procurement and Logistics Officer. The ERM also has a Delegation of Authority as per local Program Area designation.
Typical Responsibilities – Key End Results of Position:
- Assessment, Programme Design and Planning
- In consultation with UNHCR and Technical Working Groups, will support the planning and implementation of projects.
- In collaboration with the Business Development Team at the Country Office, identify funding opportunities with National Offices and lead proposal development with the Technical Specialists
- Develop program initiatives that focus on strengthening the Comprehensive Refugee Response Framework, where required.
- Ensure the Country Director, and the Regional Disaster Risk Management Manager are kept informed about assessment progress, emergency response implementation and strategies, project plans, progress reports, and other significant developments.
- Pro-actively networks and build external relations and lead fund raising efforts and build up a portfolio of grants to finance a multi-year response plan in close coordination with the Business Development Unit.
- Overall responsibility for the development and design of all external proposals, budgets and reports. Ensure they are completed to the highest possible standard.
- Emergency Project Management and Implementation
- Maintain ongoing surveillance of the developing humanitarian emergency situation and adjust activities accordingly.
- Ensure adequate monitoring, reporting and acquittal of emergency activities in accordance with PLAN DRM strategy, policies and protocols.
- Ensure that different sectoral activities are implemented in a coordinated and cohesive manner in line with work plans and donor commitments.
- Ensure emergency activities are carried out in accordance with the Sphere Minimum Standards and Humanitarian Charter in disaster response.
- Strengthen linkages across all program departments to ensure a strong, coherent program approach in line with the Emergency Response and Recovery Program
- Regularly keep National Offices informed of program progress and key humanitarian issues
- Support the MEAL team in ensuring that an overall monitoring and evaluation framework is regularly updated
- Conduct regular program monitoring visits of the works in Mantapala Refugee Resettlement
- General Management and Leadership
- Establish and maintain constructive working relationships with other NGOs, UN agencies, host government, bilateral and multilateral donors, and other principle stakeholders including the military where present.
- Attend all the relevant inter-agency coordination and working groups in Mantapala Refugee Resettlement.
- Create the conditions to ensure effective teamwork and morale.
- Lead and update Senior Management Team meetings and ensure follow up of action points
- Promote a productive work environment with zero tolerance for verbal or physical mis-conduct, or discrimination against other persons on the grounds of race, colour, sex or creed i.e. the Red Cross and NGO Code of Conduct.
- Human Resources
- Ensure all Emergency Response personnel understand and carry out their duties in accordance with humanitarian principles, Plan International values, the Red Cross Code of Conduct and SPHERE.
- Conduct performance appraisals of direct reports and ensure regular feedback and mentoring on individual performance.
- In cases of an emergency re-emerging, recommend changes to Emergency Response team composition and functioning with Country Office and partners to maximise emergency programme quality and effectiveness.
- Ensure that the HR Database is regularly updated to monitor salary expenditure and contract end dates
- Monitor ongoing human resources issues and make recommendations and adjustments accordingly.
- Ensure team members receive thorough briefings and information.
- Advocacy and Influencing
- In collaboration with other NGOs and UNHCR, identify key advocacy messages relating to the refugee response.
- Lead the development of key advocacy messages in collaboration with the Country Director and IH DRM Department
- Public Relations / Media / Representation
- Work with the CO Communications Team in the development of constructive working relationships with media representatives to build international and public profile and ensure positive coverage and the timely provision of situation reports and fundraising material to Plan’s International Headquarters and National Organizations.
- Ensure all information, publicity and fundraising material recognises and respects the dignity of refugees.
- Safety and Security
- Oversee the security of project staff & facilities in the project areas.
- Support the Security Focal Person in updating the standard operating procedures.
- In collaboration with the Security Focal Person, ensure all personnel understand individual and collective responsibilities for safety and security.
- Liaise with the Security Focal point at the CO to ensure compliance with Plan Security Guidelines and their effective application in the local context and periodically update relevant SOPs etc..
- Monitor the operational environment with respect to increased level of threat and advise the Country Office, staff, Plan International and the Plan International Security Officer
- Keep the CO Head Office and other interested Plan members advised of changes and threats to the security of Plan staff, assets and operations.
- Organizational Capacity Building
- Ensure the program good practices and lessons learned are shared within the organisation
- In collaboration with the HR Officer, develop capacity building plan for ER staff and lead relevant capacity building programs
- Administration and Finance
- Ensure that administrative support functions are established and maintained in accordance with Plan International administrative policies and procedures.
- Ensure compliance with all host country legal, contractual, labour and statutory requirements including registration in countries where Plan International has no pre-existing presence.
- Ensure with the Head of Finance (CFM) the establishment, as necessary, and maintenance of Plan International financial management and accounting systems for all emergency assessment and response activities and assets.
- Coordinate mobilisation of financial resources related to emergency activities.
- Ensure with the ICT Officer that secure and reliable communications/ information management facilities are established and maintained.
- Ensure emergency members are familiar with usage, procedures and relevant protocols
- Ensure with the Procurement & Logistics Manager/Officer the establishment and maintenance a functional procurement and supply chain management system.
- Ensure with the Procurement Logistics Manager/Officer the timely and appropriate establishment of all logistics infrastructure
Key External Contacts
Other INGOs and local partners; UNHCR, EU and other key donors; UNHCR sectoral leaders; Government authorities; NOs
Dealing with Problems:
- The post-holder will make rapid assessments of situations and then make judgments for the organisation on strategic choices and action often with inadequate information
- The job requires decisions to be made on the basis of assumption and experience, as little hard information will be available. Decisions need to be context specific and there will often be no precedents to draw upon.
- Management judgement will be required to negotiate and influence local Plan teams to take steps to respond in ways that may be new or worrisome in contexts that are stressful to all involved
- Decisions may affect the lives of thousands of disaster affected children, millions of dollars, security of staff, and the profile of Plan across the humanitarian sector and across media.
- Excellent risk-assessment and management is required to support decisions that may require overcoming attitudinal, systemic and physical barriers.
Communications and Working Relationships:
Key internal contacts
- Country Director; Head of Programs; Head of Finance; Head of Procurement & Logistics; Human Resources Manager; Regional DRM Manager
Key external contacts
- UNHCR/UNICEF; UNHCR Technical Working Group chairs and co-chairs; Government authorities; key donors (SIDA, Irish Aid etc); National Organisations
- NGO Heads of Agencies
- District authorities
- The ERM reports to the Country Director, but work closely with the entire Country Management Team (CMT).
- All emergency response team personnel report to the ERM.
Knowledge, Skills, and Behaviours’ Required to Achieve Role’s Objectives:
- Knowledge of Plan or like organisations’ policies and procedures, Sphere and the Red Cross/ NGO Code of Conduct
- Requires program design and proposal development, general finance, administration, information management and telecommunication skills and proficiency in information technology/ computer skills.
Skills and behaviour
- 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.
- Well-developed written and oral communication skills. Able to communicate clearly and sensitively with internal and external stakeholders as a representative of Plan.
- Works with trustworthiness and integrity and has a clear commitment to Plan’s core values and humanitarian principles.
- 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.
- 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.
- 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.
- Proven relevant humanitarian aid experience in complex and natural disasters
- High level of all aspects of managerial experience, including managing multi-million dollar budgets
- Experience in complex decision making and leading a multi-disciplinary, multi-national team under difficult circumstances
- High level of expertise in representation and negotiation with governments and donors
- Strong understanding of the humanitarian emergency operating context, including Sphere, the humanitarian system, donors, security, civil military liaison and program management
Physical Environment and Demands:
Extensive travel, sometimes to hazardous environments. Periods of intense work at all times of day and night.
Level of Contact with Children:
Mid/High contact: Occasional direct interaction with children when at the refugee settlement
All applications close Friday 27th September 2019.
Please note that only shortlisted candidates will be contacted.
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
We provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organizational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.
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