Area Coordinator

Background:

African Initiative for Relief and Development (AIRD), is a non-political, non-religious and not for profit international Non-Governmental Organization (INGO), founded in 2006 in Kampala, Uganda, by a small group of individuals who envisioned an African initiated organization that could deliver a world class humanitarian support for those displaced by conflict or other disasters.

AIRD’s objective is to offer operational support, including but not limited to supply chain, logistics, construction, infrastructure, environment, livelihoods, WASH, Non-Food Items, and Third-Party Monitoring (TPM) programs for communities affected by affected by displacement, disaster or poverty. We work in partnership and collaboration with national and local government authorities, relief and development organizations, communities, UN agencies, and donors including UNHCR, UNICEF, WFP, UNOCHA, and USAID/BHA to achieve these objectives.

Presently, AIRD actively operates in 12 sub-Saharan African countries, namely Uganda, Tanzania, Burundi, Democratic Republic of Congo (DRC), Central African Republic (CAR), Cameroon, Chad, Niger, Liberia, Burkina Faso, South Sudan, and Ethiopia. Through its various programs, AIRD has positively impacted over 10 million refugees, Internally Displaced Persons (IDPs), Asylum Seekers, returnees and host communities annually.

AIRD has been operating in South Sudan since October 2022 and has a country office in the capital Juba and field offices located in Maban and Renk countries, in Upper Nile State, respectively. AIRD is UNHCR’s implementing partner for construction of infrastructure and shelter in Maban and Renk counties. With the ongoing influx of refugees and returnees from Sudan into Renk country of South Sudan, AIRD is expanding its shelter and infrastructure program activities for refugees and asylum seekers in Renk county in partnership with UNHCR. AIRD implements its program activities in close collaboration with other humanitarian organizations, UN agencies, local government authorities, and communities in Maban and Renk.

Purpose of the Area Coordinator Position:

Reporting to the Project Manager, the Area Coordinator is responsible for oversight of all programs, operations, and safety and security of all staff under his/her area of responsibility. This includes leading, coordinating and managing the successful implementation, delivery and Monitoring and Evaluation (M&E), and strategic development and expansion of AIRD program activities in Renk. He/she also regularly monitors and analyses the humanitarian context and emerging needs in Renk, and updates and advices the Project Manager (PM) and the Country Program Director (CPD) about the situation and potential areas of response intervention by AIRD.

The Area Coordinator is also responsible for networking, representing AIRD and be the main contact person for UNHCR, local government authorities, local and international organizations, other stakeholders, and attends coordination and cluster meetings and forums.

1. General Duties

• Build and maintain a strong, innovative program and operation team in Renk and ensure AIRD Policies and Code of Conduct are followed.
• Lead the design, implementation, and evolution of the strategic plan for AIRD activities in Renk.
• Direct the mobilization, management, and accounting of all resources in the location of his/her assignment, ensuring full accountability and good stewardship.
• Oversee the management and development of the Human Resources to ensure a diverse, skilled, and productive workforce
• Promote AIRD’s Vision, Mission, Core Values and key Partnership Standards and Practices among the staff and partners and ensure these are the core foundation of AIRD strategies and work.
• Ensure people issues are front and center, promoting an office and team that embraces diversity, gender balance and engagement with all Partnership staff.
• Implement AIRDs Standard Operating Procedures (SOPs) and partnership agreements signed with Donors.

2. Specific duties

Strategy, Coordination and Representation

• Representing AIRD locally and acting as key contact person with UNHCR-Office in Renk, AIRD Project Office in Maban, local partners, NGOs, UN agencies, local authorities, government authorities and donors in Renk.
• Be responsible for networking and coordinating with UNHCR, local and international NGOs, UN agencies communities and other stakeholders in Renk to ensure that AIRD program activities are implemented in a coordinated manner.
• Represent AIRD and attend coordination, cluster and other humanitarian forums and meeting in Renk and actively participate in joint humanitarian response and assessment initiatives.

Operational/Program Management:

• Be responsible for the effective and smooth running of the AIRD field office in Renk, including project vehicles, material and fuel allocation,
• Monitoring of workforce and construction workflow in Renk; effecting Quality Control on structures and construction works;
• Supporting in Bill of Quantity (BOQs) preparation for new construction plans and drawings, following on ground assessment and as directed by the UNHCR site planner.
• Budget monitoring, including BVA review and projections to meet required budget performance and revision,
• Ensuring the organization has adequate resources; responsible for the appropriate management of all resources in a transparent and accountable manner.
• Approving financial documents for all activities in Renk based on authorization limit level and following the AIRD procurement and financial policies and procedures; making sure all required supporting documents are made available and reviewed prior to signing;
• Ensuring timely and accuracy of narrative and financial reporting to the Project Manager, donors and to the country office in Juba; also accountable to the donors and beneficiaries of AIRD missions in Renk
• Identify and evaluate the risks associated with project activities and take appropriate action to control the risks

People Management

• Ensure the management of human resources in conformity with applicable laws and internal regulations.
• Oversee the recruitment, orientation, and management of performance of project-based staff and development of middle management staff; demonstrating healthy engagement, strong senior management teams, culture of innovation, and effective talent management.
• Ensure people issues are front and center, promoting an office that embraces diversity, gender balance and engagement with all Partnership staff
• Ensure that an up-to-date security and safety guidelines and plans for the location is in place and that all staff knows and understands it.
• Monitor the security and safety context in the local operating environment, alert line manager and field-based staff, and provide necessary advice and support, in case of impending danger.

Project Delivery:

• Day to day follow-up and monitoring of implementation of project activities in Renk ensuring that targets and standards are met.
• Oversee as well as coordinate the planning, implementation and monitoring of project activities including assigned engineering, design, and construction works
• Ensure expenditure is with the approved budget and adherence to quality and schedule are met.
• Coordinate the administration and approval process; provide updates schedule information as necessary
• Coordinate the development and preparation of contracts for a variety of constructions projects.
• Work with partners to ensure proper, coordinated and comprehensive project implementation.
• Negotiating service agreements and managing associated costs and revenues.
• In consultation with the Senior Construction Officer, preparing detailed schedules of work, feasibility studies and cost estimates of engineering solutions.
• Coordinate the undertaking of technical and feasibility studies including site investigations.
• Coordinate the technical and engineering components related to the construction of infrastructures, including the management of contractors, if any
• Conduct regular monitoring visits to project sites and write up site visit notes for each visit
• Monitor and ensure that construction activities meet standards as well as the security practices at the project site.
• Produce and submit to the Project Manager monthly report including project progress in %.
• Ensure a transparent cost utilization and budget management for funds allocated to the projects in Renk.
• Coordinate the compilation of job specifications and supervising tendering procedures.
• Coordinate the resolving of design and development problems.
• Scheduling material and equipment purchases and deliveries
• Making sure the project complies with legal and local compliance requirements.
• Assessing the sustainability and environmental impact of projects.
• Ensuring projects run smoothly and structures are completed within budget and on time
• Undertake operational analysis, identify gaps and areas requiring improvement, and develop and implement action plans.

3. Other Duties:

• Undertake any other appropriate level duties as may be assigned by the Project Manager and/or the Country Program Director (CPD).
• Contribute towards the development, implementation and review the country strategic plan, and work closely and collaborative to assist AIRD South Sudan achieve its objectives.
• Deputize for the Project Manager as requested.

Required Languages

Must be conversant in English, and Arabic (spoken) is an advantage. Knowledge of local dialects is an added value.

Minimum Qualifications

• Bachelors or master’s degree Business Administration, or other related area of competence,
• A minimum of 7-10 years of field experience, particularly having knowledge of South Sudan’s Operation context and experience.
• Proficiency to use MS Office suite of applications and other IT systems.
• Ability to write clearly articulate proposals, reports, and correspondence.
• Strong analytical, communication and problem-solving skills is necessary along with capacity to identify and articulate potential problems and provide possible solutions in concise and clear manner.
• Experience working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset

Knowledge, skills and abilities

• Knowledge of program management and operational support.
• Knowledge of donor groups and/or issues related to the program area.

Personal characteristics

The Project Manager should demonstrate competence in some or all of the following:

• Analytical Aptitude: Possess excellent analytical skills and continually examine things and think of ways to help things work better. Should be naturally inquisitive.
• Attention to Detail: A great manager pays meticulous attention to detail. The slightest error can cause an entire structure to fail, so every detail must be reviewed thoroughly during the course of completing a project.
• Creative: Should be creative and can think of new and innovative ways to develop new systems and make existing things work more efficiently.
• Behave Ethically: Understand ethical behavior and practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization
• Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
• Focus on Donor Needs: Anticipate, understand, and respond to the needs of internal and external donors to meet or exceed their expectations within the organizational parameters
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
• Lead: Positively influence others to achieve results that are in the best interest of the organization
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions, in conjunction with the C.P.D., which are timely and in the best interests of the organization as authorized
• Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem
• Ensuring value for money i.e. program/project monitoring
• Ability to work under hardship environment and with minimum supervision
• Willingness to travel as necessary, work the required schedule, work at different locations as required.