Job Description and Person Specification

Overview and Terms

Job title Programme Support Manager Date reviewed June 2011 Purpose To manage the support services, including administration, logistics and liaison, for the RedR South programme to operate in , and Nairobi, Regional Representative Responsible to Working with Colleagues and staff in South Sudan programme and Kenya office, International Programme Desk, L&D team, Admin and Finance staff in UK, other relevant contacts Responsible for IT Officer, Drivers, Guards and other support staff in Nairobi, with a dotted line relationship with Logistics Assistant, Guards and Drivers in Juba. Location Nairobi, Kenya with frequent travel to Juba, South Sudan Post Full -time Period Fixed t erm until 31 March 2013 Salary Kes 3,000,000 gross per annum Benefits Annual leave, medical cover, insurance etc Other As defined in our standard contract terms

RedR and the work we do

Each year millions of people around the feel the effects of natural disaster and conflict. RedR is an international charity that improves the effectiveness of disaster relief, helping save and rebuild the lives of people affected by disaster worldwide. We do this by delivering essential training and support to relief organisations and their staff, and by supplying skilled professionals to humanitarian programmes. Our work helps to ensure that the right people with the right skills are responding to global emergencies, and enables both local and international relief workers to react to the needs of those affected by disaster, efficiently and safely.

In response to recent humanitarian catastrophes, we currently have training and local capacity building programmes in North Sudan in response to the increasing destabilisation of the region and in , addressing the ongoing challenges of efficient response to the current humanitarian situation relating to flooding and insecurity. In addition, RedR have recently received funding to establish a country programme in South Sudan (Juba based) managed from Nairobi, Kenya. In line with our strategic vision, further international programme offices are expected to be opened in the coming years.

Background

RedR UK have received funding to establish a country programme in Juba, South Sudan and managed from Nairobi. The programme will employ approximately 35 staff and deliver a number of training events to NGO staff, their partner organisations and other relevant humanitarian actors concerning Staff Welfare, Security and Technical/Basic Humanitarian Practice.

Main duties and responsibilities

General  Management and supervision of staff members who are responsible for administration and logistics.  Provide support to the Regional Representative and Country Representative in the management of the country offices and staff, local security information, HR services,  Participate in and contribute to strategic planning especially for the support services of the RedR programme,  Liaison with GoSS and Kenya ministries as needed to ensure the smooth administration of REDR in both countries  Work in close collaboration with other staff members  Support the Country Director to write, update and develop RedR South Sudan’s programme policies and procedures where required  Work as part of the senior management team, contributing and leading to ensure continuous improvement  Any other duties as specified by the Regional Representative

Admin Management  Hold regular meetings with the support team, to ensure the programme is supported and runs efficiently. Report any needs, which can’t be met within the required timeframe or to the level required, to the Regional Representative and Country Director, and provide solutions or alternatives where possible.  Provide support in various tasks to the Country Representative, Juba and administration staff in order to meet all required deadlines.  Ensure appropriate and up-to-date records are kept in hard and soft copy for all administrative, logistical and liaison functions.  Assist colleagues with trouble-shooting when challenges arise, and manage the delegation of tasks within the support team.  Ensure best practice and continuous improvement of administrative procedures within REDR

HR Responsibilities  Work with stakeholders and government to ensure human resource management systems are in place which comply with national legislation and conform to both Kenya and South Sudan legal requirements and RedR HR policy.  Ensure all HR and personnel files are filed in hard and soft copy in a secure location..  Liaise with the Finance Manager to provide guidance regarding social insurance payments, taxation and any other labour related payments  Focal point for inducting all new international staff and visiting consultants on their requirements for registration, stay visas, work permits, ID cards etc.  Develop, maintain and regularly update National staff handbooks

Logistics Management  Ensure that the RedR South Sudan operating procedures in Nairobi and Juba are within the Kenya and South Sudanese Law and that the agency implements them in a proper and timely fashion.

 Assist the Regional Representative, Country Director and Training Team Leaders in the decision making for logistical requirements for the programme, such as office and housing accommodation, transportation requirements, service providers and so on .  Ensure that the copies of all long-term agreements and MoUs are approved by and shared with RedR UK HQ

Security Management • Provide information to the Regional Representative/Country Representative, regarding local security updates media reports and other information sources, on a regular basis and for the bi- weekly Situation Report. • Work with and back stop the Security Trainer in providing up to date security advice and ensure ongoing adherence to security plan • Work with the SMT to continuously monitor security and ensure REDR is meeting best practice standards in it operations

Capacity Building and Staff Management  Actively participate in recruitment, induction and training of national staff. Provide them with background information regarding the RedR South Sudan programme, a full understanding of INGO relations with government authorities, and all support services activities.  Build the capacity of the national staff, in particular those under direct supervision, through training sessions, coaching, appraisals and feedback on a regular basis.

Person Specification

• Strong commitment to humanitarian work, with a minimum of 5 years experience in the field of administration and logistics, preferably working with NGO’s • Post graduate in Business or Public Administration, or related fields. • Proactive, good organisational skills and ability to prioritise tasks • Experience in capacity building and excellent interpersonal and communication skills • Skills and experience of liaising with official authorities is a definite advantage • Good people management skills, including negotiation and diplomacy • Good computer literacy, with knowledge of Microsoft Office applications including Word, Excel and Outlook • Good English language skills, both spoken and written • Willing and able to travel to South Sudan • Ability to work well in a team, within a multicultural setting • Flexibility and a can-do approach, and the ability to work without supervision • Solution oriented and able to adapt to changing and insecure environments • An understanding of and interest in humanitarian issues in South Sudan • To be familiar with RedR’s vision and mission, and South Sudan programme and be willing to promote this in the humanitarian sector in South Sudan • Whilst we welcome all applications we particular encourage female applicants for diversity reasons