Haiti Head of Office

PROGRAM SUMMARY:

GENERAL POSITION SUMMARY:

The Head of Office resides in Mirebalais and provides general management and leadership for all program support functions for programs in the Central Plateau in Haiti including current and future program activities to ensure that they accomplish their deliverables with high impact, budget management, monitoring, reporting, and evaluation activities. Represents Mercy Corps and liaise with the local government, NGOs, UN agencies, and community groups in the area of operations. Responsible for the security information, procurement, and logistics links within the region. The Head of Office overseas all activities in the Mirebalais sub-office and proactively and informatively communicates with Mercy Corps staff in the Port au Prince Office. The Head of Office also plays a support role in program development, proposal writing, and shaping the overall country program strategy.

ESSENTIAL JOB FUNCTIONS:

Operations and Management

• Manage the smooth flowing of routine program support functions (finance, administration, HR, logistics and security) of the Mercy Corps offices and compliance with Mercy Corps and donor policies and procedures.
• Oversee management, supervision and training of all aspects of finance, administration, HR, logistics and security in the Mirebalais Office.
• Oversee database and paper file management for finance, administration, HR, logistics and security documents; ensure files are complete and in compliance with Mercy Corps and donor policies and procedures.
• Ensure effective and transparent use of financial resources in compliance with Mercy Corps and donor policies and procedures. Prepare monthly cash projections and review monthly financial report.
• Coordinates human resource and recruitment requirements, including recruitment and orientation of new staff, identifying personnel needs of national staff, ensuring payment of national staff salaries in compliance with Mercy Corps procedures and local laws, and participating in disciplinary, hiring, and termination meetings as needed.
• Ensure that procurement is completed, documented, and delivered to end-user in a timely manner, ensuring that items procured meet the specifications of the end-user while adhering to donor and Mercy Corps procurement guidelines.
• Ensure all aspects of asset management including maintenance of the asset register and the investigation of any missing assets.
• Supervise the management and maintenance of vehicle fleet, office facilities, and equipment.
• Oversee security systems and procedures and ensure all staff adheres to these procedures.
• Coordinate with Mercy Corps’ Port au Prince Office on all operational support as required including travel needs.

Representation and Coordination

• Liaise with local government officials, local NGOs and civil society organizations, local religious leaders and other notables to ensure support for and acceptance of Mercy Corps projects.
• Maintain close working relationships with donors, international organizations and local partners, including representing Mercy Corps at local coordination meetings.

Program Management

• In coordination with Program Managers, support the implementation of program activities.
• Support future grants implemented in the Central Plateau as they become available.
• Support monitoring systems and assist as necessary with reports on program activities for donors as well as for internal learning in collaboration with the Program Managers.
• As necessary, assist with development, design, and proposal writing for related programming.

Other

• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

SUPERVISORY RESPONSIBILITY:

This position requires supervision of a team of approximately 15-30 national staff (Deputy Head of Office, Logistic Staff, Administrative Officers and Finance Officers).

ACCOUNTABILITY:

REPORTS DIRECTLY TO: Country Director

WORKS DIRECTLY WITH: Mercy Corps Program Mangers overseeing programs in that region, local government and partner organizations, other Mercy Corps staff

Accountability:

Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Organizational Learning:

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

KNOWLEDGE AND EXPERIENCE:

• A BA/S or equivalent in relevant field; MA/S preferred.
• Minimum 3-5 years’ NGO experience successfully managing multi-sectoral programs in the field. Experience working in international relief and development in logistics, administration, staff supervision and development, training, team building, finance, donor relations, and inter/intra – agency communications. This includes experience living and working overseas and working in remote conditions.
• Must be able to strategically advise staff on program and office activities and security issues.
• Must have thorough understanding of office administration systems and ensure they are upheld.
• Ability to effectively represent the organization and its interests to a diverse range of local and international government officials, local civil society organizations, other international organizations and the public.
• Demonstrated proficiency with the MS Office software (i.e., Word, Excel, PowerPoint) is required.
• Fluency in French required. Haitian Creole a plus.

SUCCESS FACTORS:

The Head of Office will have proven experience working effectively and respectfully with host country government and NGOs. S/he will have effective verbal and written communication, multi-tasking, organizational and prioritization skills and demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members. A commitment to working with community members to make concrete improvements to their livelihoods and living conditions as well as an ability to creatively problem-solve, juggle multiple priorities under tight deadlines and calmly and diplomatically deal with unexpected and sudden events impacting program operations is critical as is patience and a good sense of humor.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

The position will be based in Mirebalais and is considered a hardship post. Personnel in this location are expected to follow all security protocols. City electricity is available in Mirebalais and running water is reliable. Internet connectivity and communication across the Central Plateau are present but remain unreliable at times. The road from Mirebalais/Port au Prince is in good condition and was recently paved.

Mercy Corps team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Staff are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps’ policies, procedures, and values at all times and in all in-country venues.

Submitting a resume online at a job site could cause valuable screening information to be missed. Please apply directly at http://mercycorps.silkroad.com/epostings/submit.cfm?fuseaction=app.dspjo...

Mercy Corps is an AA/EOE.