Area Manager - Dadaab at FilmAid

JOB PURPOSE

• The representative of FilmAid Kenya in Dadaab Refugee Camp is responsible for providing leadership, strategies, systems, and overall oversight of all aspects of work for FilmAid Kenya’s program in the area.
• Their role ensures smooth operations and accountability by providing regular feedback to the Executive Director.
• They promote and execute FilmAid’s mission, including emergency response, and provide strategic leadership to the team through content distribution and skill development targeting community members.
• Additionally, they coordinate and manage field operations and optimize the utilization of FilmAid’s resources.
• This position plays a crucial role in supporting the organization's objectives and positively impacting the lives of those in the refugee camp and settlement.

KEY PERFORMANCE INDICATORS:

• Representation: Maintain regular communication and collaboration with donors, NGOs, Garissa County government, community radio stations, FilmAid Kenya's community structures, and representatives from refugee and host communities.
• Contractual Obligations: Ensure projects are planned, implemented, and monitored per grants' contractual obligations and FilmAid's approach. Timely submission of high-quality internal and donor reports for existing and new grants is essential.
• Resource Utilization: Optimize FilmAid's resources, including budget/finances, HR management, assets, and supplies.
• Quality Control: Implement quality control measures for assets, finances, and programmatic activities to ensure transparency, accountability, proper resource utilization, and effective project implementation.
• Standard Operating Procedures: Implement and ensure compliance with standard operating procedures, including tools, systems, policies, and brand standards.
• Work Environment: Foster a work environment that promotes quality management, equity, team spirit, and ample communication within the FilmAid Kenya (Field) fraternity through regular all-staff meetings, officer meetings, and an open-door policy.
• Integrity: Maintain program integrity by adhering to the Code of Conduct and Fraud policy. Report violations of these provisions to the Executive Director and manage or investigate any reported violations as required.

KEY DUTIES
PROGRAM MANAGEMENT

• Effective Planning and Implementation: Work closely with the Senior Programs Officer to ensure effective planning and leadership in the timely and quality implementation of activities, monitoring and evaluation, reporting, and compliance for FilmAid's projects in Dadaab.
• Programmatic Quality Control: Conduct regular field monitoring visits and activity spot-checks to ensure programmatic quality control. This includes reviewing programmatic tools and documents, observing staff work, and engaging with FilmAid's advisory committee and other community structures.
• Fundraising and Partnership Development: Lead or contribute to fundraising and proposal development efforts for new projects in the area. Identify new funding opportunities and strategic partnerships to support the organization's work.
• Strategic Plan Implementation: Manage the implementation of FilmAid Kenya's strategic plan at the field level. Coordinate the team's work, and oversee the preparation of strategy papers, annual operations plans, work plans, concept papers, full proposals, budgets, progress reports, and donor reports.
• Community Participation and Compliance: Ensure the maintenance of a community participatory methodology in all activities as per existing protocols and guidelines. Coordinate field-level legal processes and provide advice to the Executive Director. Ensure compliance with contract and donor guidelines.
• Systems and Controls: Implement systems and controls, performance standards, and standard operating procedures to achieve cost-effectiveness and continuous improvement in efficiency and service quality.

FINANCIAL MANAGEMENT

• Budget Development: Leading the development and production of accurate annual budgets for the location, considering the financial needs of the programs and projects.
• Program Budget Management: Managing and monitoring the annual program budget, ensuring proper allocation of funds and effective day-to-day financial management.
• Cash Forecasting: Preparing annual, monthly, and weekly cash forecasts to anticipate and plan for financial needs, ensuring adequate funds are available for program activities.
• Petty Cash Oversight: Providing oversight and control of field office petty cash, ensuring proper handling, documentation, and reconciliation of petty cash transactions.
• Donor Compliance: Monitoring program implementation to ensure compliance with donor requirements and regulations. Ensuring that activities are carried out in line with donor guidelines and that financial reporting is accurate and timely.

REPRESENTATION & PARTNERSHIPS MANAGEMENT

• Stakeholder Engagement: Representing FilmAid Kenya and building and maintaining strong relationships with all stakeholders at the field level. This includes engaging with the UN, donors, NGOs, refugees, host communities, county government, other industry players, and relevant associations. Foster cooperation and collaboration among stakeholders to support the organization's goals.
• Strategic Partnerships: Identifying, building, and maintaining strategic partnerships with relevant partners in the field and hosting county. This involves establishing mutually beneficial relationships that enhance program effectiveness and impact. Collaborate with partners to identify new opportunities for growth and innovation.
• Sustainability and Development Strategy: Collaborating with the Business Development and External Communications team, reviewing existing programs and related documents. Based on this review, propose a sustainability and development strategy for future programs. This strategy should address long-term viability, growth, and impact of FilmAid Kenya's initiatives.

HR MANAGEMENT

• Staffing Design: Leading the design of staffing, supervision, and management structure for the program teams (Outreach, Programmes, Media & Skills Development, and Operations). This involves developing job descriptions for relevant staff, sitting in interviews, and overseeing post-interview processes.
• Recruitment: Overseeing the recruitment of local staff and proactively determining job descriptions for relevant staff. You should ensure that the recruitment process is transparent, fair, and inclusive, and identify staff training and development needs.
• Team Management: Continuously assessing the competence of the team and offering coaching, mentorship support, and training as needed. You should promote a positive team atmosphere, foster team-building relationships, and provide appropriate support to staff.
• Employee Relations: Providing counseling and support in the resolution of field employee relations problems. You should report any indiscipline cases and take disciplinary action within FilmAid's personnel policies when necessary.

MANAGEMENT OF SUPPORT FUNCTIONS

• Budget Management: You are responsible for managing and monitoring the annual program budget, ensuring that funds are allocated effectively and efficiently. You oversee day-to-day financial management, tracking expenses, and ensuring compliance with budgetary guidelines.
• Cash Management: You provide oversight and control of field office petty cash and prepare weekly cash forecasts. This involves managing cash disbursements, maintaining accurate records, and ensuring proper cash handling procedures are followed.
• Administrative and Operational Procedures: You oversee the implementation of proper administrative, asset management, logistics, security, and human resource procedures and policies. This includes ensuring compliance with organizational policies to maintain efficient operations.
• Security and Safety: You are responsible for the security and safety of all field program staff and the organization's assets. This involves implementing security protocols, conducting risk assessments, and addressing any security concerns that may arise.
• Mainstreaming Security and Protection: You ensure that security and protection considerations are integrated into all programs. This includes identifying potential risks and implementing measures to safeguard beneficiaries and staff.
• Code of Conduct: You are familiar with the Code of Conduct and play a role in investigating and managing breaches if they occur. This includes promoting a safe and respectful environment and reporting any violations according to policy procedures.
• Sexual Exploitation and Abuse (SEA): You serve as the focal point for SEA cases at the field level. This involves creating an environment free from SEA, reporting suspected violations, and following the organization's reporting procedures.
• Equipment and Facilities Management: You supervise the usage and protocol of all project equipment and supplies. Additionally, you ensure that all FilmAid Kenya facilities in the field are well-maintained and equipped to support program activities.
• Program Review Meetings: You conduct monthly program review meetings with key staff to assess progress, address challenges, and identify opportunities for improvement.

ORGANIZATIONAL CAPACITY DEVELOPMENT

• Leadership and Management: Support the Executive Director and the Senior Management Team in providing leadership and day-to-day management of the organization. Contribute to FilmAid Kenya's organizational strategic thinking and growth strategy, ensuring alignment with the mission and objectives of the organization.
• Program Portfolio Review: Review the portfolio of programs in Dadaab Refugee Camp. Define an efficient program management cycle that supports effective implementation, and program quality, and positions the program for growth. Identify areas for improvement and implement measures to enhance program efficiency and effectiveness.
• Linkages and Program Design: Lead the development of linkages between FilmAid Kenya's work in the refugee camp and settlement and the Countries of Origin of the refugees. Design a program implementation framework and mechanisms that include standards of quality, program approaches, participatory methodologies, and entry and exit strategies in those countries of origin.
• Relationship Building: Support internal teams and serve as a key advisor to external partners in developing and maintaining effective working relationships. Foster better inter-organization communication and collaboration to ensure the implementation of evidence-based communication strategies. Enhance understanding of how external partners' work informs FilmAid's programs.

REQUIREMENTS

• Education: A Master’s degree in Communications, International Development, or a relevant social and behavioral science discipline.
• Experience: You should have at least 5 years of management experience.
• Managing a portfolio(s) of donor-funded Communication for Development projects in the humanitarian and/or development sectors.
• Strong public relations, marketing, networking, and relationship maintenance skills.
• Project Design and Fundraising: Experience in designing new projects and developing fundraising proposals is desirable.
• Refugee Experience: Experience working with refugees and other displaced communities is an added advantage.
• Professional Training: Having professional training in project management would be an added advantage. You should also have training in humanitarian principles, including CHS and Sphere standards, as well as security management within the humanitarian sector.
• Leadership Skills: You should possess effective leadership, management, and supervision skills to be able to lead the portfolio of programs at FilmAid Kenya.
• By having these qualifications and skills, you will be able to manage the portfolio of programs effectively, build strong relationships with donors and partners, design new projects, and provide leadership to the organization's staff.