South Sudan: Head of Mission, South Sudan

Position: Head of Mission for South Sudan
Based in: Juba, South Sudan
Start Date: June 1st, 2016
Duration: 2 years
Reports to: Regional Director Diakonie Katastrophenhilfe, Nairobi, Kenya

I. Background
Diakonie Katastrophenhilfe (DKH) is part of the Protestant Agency for Diaconia and Development, an umbrella-organisation with a nation-wide established Social Service Agency, one of the biggest welfare institutions in Germany, and is headquartered in Berlin/ Germany. Under this umbrella, the international work is mainly divided amongst the two sister organisations: Diakonie Katastrophenhilfe for the humanitarian work and “Bread for the World” for the development work.
Diakonie Katastrophenhilfe is mandated with worldwide humanitarian aid. For more than 60 years assistance is rendered to people in need within man-made or natural caused disasters and armed conflicts regardless of race, creed or nationality of the recipients and without adverse distinction of any kind. DKH is a member of ACT Alliance. Through its membership with ACT, Diakonie Katastrophenhilfe is co-signatory of the Code of Conduct for the Red Cross and Red Crescent Movements and NGOs in disaster relief.
From 1998, Diakonie Katastrophenhilfe has been operating in South Sudan with own structures. Since 2012, Diakonie Katastrophenhilfe is running a small presence in Juba and supports programming of partners with own or 3rd party funds. Within its strategic planning, Diakonie Katastrophenhilfe is aiming at further expanding its activities in South Sudan and scaling-up the presence in Juba. The role of the office is to support local partner organisations in the implementation and monitoring of humanitarian projects as well as in supporting the partners in building-up their capacities and longer-term self-reliance. The main interventions in the region are about emergency relief, food security, livelihood and NFI/ cash transfer programming for vulnerable communities.

II. Mandate
The Head of Mission shall implement the strategy and plans of the Program Department of Diakonie Katastrophenhilfe Headquarters (Berlin, Germany) in projects and programs within the framework of the binding principles and valid guidelines, particularly of Diakonie Katastrophenhilfe and, in general, of the Protestant Agency for Diaconia and Development. The Head of Mission shall pursue the completion of the set tasks on the basis of the overall mandate of Diakonie Katastrophenhilfe and in accordance with the Code of Conduct of the Red Cross and Red Crescent the Core Humanitarian Standards and other guiding humanitarian principles and self-commitments.
Under the leadership of the Head of Mission, the Diakonie Katastrophenhilfe Country Office (Juba) shall be held accountable for the execution of its work within the framework of Diakonie Katastrophenhilfe's diaconian mission and humanitarian objectives. The reputation of Diakonie Katastrophenhilfe shall be upheld and promoted in the German, foreign and local public.
The holder of this position shall understand his or her role not only as contributing to Diakonie Katastrophenhilfe’s further conceptual development and strategic orientation but also as accompanying, promoting and enabling local partner organisations to improve their work and orientation on humanitarian principles, guidelines and objectives – in cooperation with related networks, especially the ACT Alliance.

III. Roles and Responsibilities

1. Strategy and Planning
   • Analyse thoroughly and follow up of current developments in humanitarian context of all countries covered by the Country Office, in close cooperation with relevant stakeholder networks
   • Revisit, draft and operationalize the country strategies
   • Engage in strategic planning processes in accordance with agreed Diakonie Katastrophenhilfe approaches
   • Develop or adjust the project portfolio and/ or program
   • Communicate mission, purpose, strategic goals and program objectives amongst all program staff and partner organisations to create mutual understanding and ownership
   • Propose emergency reactions or reorientation and adaptation of the program if the situations require
   • Ensure that project implementation approaches lead to strong results and successful achievements in line with the strategies

• Adhere to the strategic plans of Diakonie Katastrophenhilfe (and Act Alliance framework whenever relevant) and develop comprehensive and action plans
• Explore complementarities and synergies of DKH and partner organisations and other stakeholders on programmatic mandates, standards, regulations, approaches, PME, procedures, tools, reporting, donors, etc.
• Initiate and follow-up on qualitative evaluations on the orientation and appropriateness of the program and the respective approaches

1. Program Implementation
   • Project Management
2. Ensure successful implementation and quality assurance of all projects and program related activities
3. Oversee the elaboration and ensure quality of project proposals and required documentation packages and reporting, according to respective standards
4. Oversee the preparation and follow-up of time schedules and work plans of project activities to be implemented in coordination with the related program and field personnel
5. Identify gaps in the management of the projects and advise partner to improve project performance
6. Guide the program staff for needs assessment and/or compilation of data necessary for elaboration of project proposals

• Monitoring and Evaluation

• Ensure the monitoring and evaluation of field and office work
• Support partner organisations in smooth project implementation
• Work towards the integration and implementation of an PME plan and instruments
• Monitor the program activities with regular visits to the field
• Provide support and guidance to the program staff and partners for quality planning, monitoring and evaluation of projects

• Project Administration and Coordination

• Oversee the quality of narrative project reports (including graphs, tables, photos) prepared by program staff and ensure timely submission
• Ensure that program staff liaise with Admin/Finance Coordinators for timely funding transfers and financial reporting of partnership projects based on the progress achieved
• Ensure the coordination with partner organisations for project related correspondences, feedback and support, when needed

• Ensure all project documentation, agreements, important correspondences are properly filed

• Representation and Coordination, Donor Relation
  • Identify and pursue funding opportunities to sustain the country program
  • Play a key role in maintaining donor relationships and exploring new sources of funding
  • Be responsible for local level communications related to program and funding, including institutional donors
  • Attend related and relevant meetings and coordination platforms (or assure DKH-representation/ attendance)
  • Contribute to assuring the continuation of the operations financing and be instrumental in securing funding for program implementation
  • Maintain and update regularly the donor mapping for the respective countries
  • Represent professionally DKH interests with implementing partners, government and donor entities
  • Keep active contact to and networking with relevant NGOs, especially ACT-Alliance members and ACT Forum, as well as with other stakeholders

• Accompaniment of Partner Organisations, Capacity Assessment and Capacity Building
  • Foster sustainable partnership with local NGOs
  • Maintain and strengthen partner dialogue
  • Support and reinforce capacities of local partner organisations
  • Ensure preparation and revision of contract agreements
  • Initiate and oversee calls for concept papers, calls for proposals, capacity assessment and evaluation of proposals as needed
  • Provide guidance to program staff to support the implementing partners during all phases of the project cycle
  • In coordination with the Capacity Building Advisor of Regional Office Nairobi,

• Develop and maintain a system for measuring implementing partner performance

• Guide/ coordinate the assessment of partner organisations and the jointly developed capacity building plan for partner organisations.

• Promote trainings and workshops for partner organisations and contribute to partners involvement

• Office and Operations Management
  • Human Resources, Staff Management and Staff Development

• Supervise a small team of staff

• Promote an open, diverse and participatory work environment

• Oversee the recruitment process and ensure that Country Office’s staff is qualified and performing well

• Provide supportive and guidance supervision to team members including staff orientation, coaching, training, development and performance appraisal

• Systematically promote staff capacity development

• Health Safety and Security (HSS)

• Contribute to the finalisation and adaptation of the HSS-plan for the Country Office
• Implement the security plan and procedures and be a model for the team members
• Constantly analyse the risk situation and validate the information
• Ensure that all staff members are aware of and comply with HSS procedures

• Finance and Office Administration

• Ensure careful, economic, proper and adequate use of the funds approved for the Country Office
• Monitor (in coordination with Finance/ Admin Staff at the Country Office) and manage all financial resources of the Country Office
• Oversee all project and operational funds transferred to the Country Office
• Safeguard preparation of annual accounts of the Country Office and guarantee regular external annual financial audits
• Promote (in coordination with Finance/ Admin/ Accountant of Regional Office in Nairobi, Kenya) application of accounting software “Fundtrac”
• Maintain, develop and operationalise standard operations’ procedures of the Country Office

• Communication with Diakonie Katastrophenhilfe Regional Office Nairobi, Kenya and Diakonie Katastrophenhilfe Headquarters (Program, PR & Policy Dept.)

• Report to the Regional Director, collaborate constructively and liaise with the Regional Office structure (Programs Manager, M&E, Finance and Administration, Logistics/Security and Capacity Building) as well as HQ
• Provide monthly narrative reporting on operations and Country Office to the Regional Office
• Provide up-to-date financial reports (in coordination with the Finance/ Admin Staff at the Regional Office) on the income and expenditure of the Country Office and the Country Office’s operational budget
• Accompany project visitors to the field when required
• Set-up and maintain contacts to German media representatives when required
• Provide public-relations-oriented information material from projects and from project partners; contribute verbally and written to public relations needs, i.e. give interviews, provide photo or other materials

• Analyse the framework conditions for lobby and advocacy work at local, national and regional/international level and for campaigns and activities of the HQ politics department

• Others
  • Carry out other tasks in consultation with Diakonie Katastrophenhilfe Regional Office Nairobi, Kenya or Diakonie Katastrophenhilfe Headquarters in Berlin, Germany

IV. Qualifications
• Requested Technical Requirements

• Masters degree or equivalent in relevant field
• 5 years experience as Head of Mission or other management/ coordination positions in humanitarian/ development context
• Professional experience in working with local partner organizations
• Proven experience in management of UN and/or ECHO funds (German back-donor funds, AA and BMZ, would be an asset)
• Proven ability to write successful proposals as well as experience in writing of interim and end of project reports
• Experience in working with(in) consortia of NGOs
• Proficient knowledge of English, knowledge of German is an asset but not a requirement
• Mastery of IT tools (MS Office package, internet, e-mail, etc.)

• Desired Qualifications

• Experience in working in settings with limited access
• Ability of remote controlled project supervision and monitoring
• Experience in complex security settings
• Staff management experience
• Good overall knowledge of German and European donor regulations and compliance
• Ability and willingness to work under time pressure and with limited resources

• Competences Required

• Identification with and adherence to the Core Humanitarian Standards, the Red Cross Code of Conduct and the Humanitarian Principles
• Strong organizational and problem-solving skills with analytic approach
• Ability to take initiative and work autonomously
• Strong team player with good leadership skills
• Good communication skills oral and written, including strong intercultural skills
• Flexibility and openness in challenging work environments
• Readiness to travel to project locations, which can be in insecure and remote areas

Closing date: May 16th, 2016
Contact: Please provide letter, CV and relevant documents by e-mail to
jobs@diakonie-katastrophenhilfe.de

For detailed information about the assignment, please contact
clemens.vonheimendahl@diakonie-katastrophenhilfe.org
or kai.m.henning@diakonie-katastrophenhilfe.de