Position Title: Head of Office
Dept/Location: Bossangoa, CAR
Job Band: D
FLSA: Exempt
Reports To: Country Representative
Length of Assignment: One to Two years
About CRS:
Catholic Relief Services (CRS) carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.
Job Background/ Summary:
CRS has been working in CAR since 2007, with the main office in the capital Bangui and current field offices for a USAID-funded program in the provinces of Mbomou and Haut-Mbomou located in the cities of Obo, Zemio, and Rafai in the southeast of the country. CRS program portfolio includes: community-based early warning systems, food security, agriculture recovery, and peacebuilding, social cohesion and reconciliation.
CRS expanded programming to respond to the emergency and early recovery needs of the people of CAR, who have been, and continue to be, severely impacted by the events in the aftermath of the coup of March 2013. With private and grant funding, CRS is providing food assistance in southwestern CAR in partnership with Caritas Mbaiki, and is providing support to Caritas CAR, Caritas Bossangoa and Caritas Bouar for emergency response and management of multiple IDP camps and urban responses with populations ranging from hundreds of displaced to tens of thousands. Anticipated donor funding will expand similar program activities in these areas as well.
CRS/CAR opened a sub-office in Bossangoa to more effectively respond to the challenges in Ouham. Emergency and early recovery programs managed out of the Bossangoa office focus on emergency and return-focused NFI support, food security and livelihoods recovery. The Bossangoa office will additionally manage social cohesion and peace building programming.
The Head of Office provides programmatic and management quality leadership for all Bossangoa managed programs. Through strong communication and collaboration with the national office in Bangui, the Head of Office ensures adherence to CRS standards and systems. The Head of Office is responsible for strengthening existing and, as appropriate, developing new relationships with key partners, government and other INGOs. This includes assuring strong communication, collaboration and joint planning with Caritas Bossangoa, as well as active participation in the UN Cluster Forums. Finally, the Head of Office serves as the primary security officer for CRS in Ouham.
Job Responsibilities:
Operations Management (Compliance, Administration and Finance)
• Provide support to administrative and finance teams to develop contracts, process payments and finalize reports (finance, logistics, administration) in line with CRS/individual donor policies, rules and regulations.
• Support operations team to adhere to staff recruitment and human resources policies and procedures.
• Support the timely completion, review and submission of all financial reports working closely with PMs and Grants Compliance Manager (Bangui).
• Support program managers in the field level review of partner liquidations and support any follow up prior to forwarding to the national office.
• Provide on the job support to support staff and plan for additional support/oversight from national level MQ staff as/when needed.
• Work closely with the Operations team to identify and coordinate technical assistance needs for MQ staff including short and/or long term assistance needs to reinforce financial or other CRS or partner administration, human resource management or logistics systems.
• Ensure strong supervision of direct reports and adherence to CRS performance management guidelines.
• Work closely with relevant administration, procurement and logistics staff in Bossangoa and Bangui staff to ensure systems are in place that will enable timely purchase, receipt, tracking and distribution of all project materials and supplies.
• Develop monthly list of needs and manage requests for supply and equipment needs for programs and office in collaboration with other staff members.
• Ensure adherence to CRS CAR’s Approval Matrix which identifies reviewers and level of approval needed for various functions (i.e., proposal approval, partner agreement approval, purchasing, etc.).
Program Quality
• Ensure a high level of monitoring and support for all project activities (including regular field visits) in coordination with Program Managers (PMs).
• Ensure quality program development through timely communication and planning in consultation with the CRS/CAR coordinators for EER and Social Cohesion, respectively, and regional Program Quality (PQ) staff.
• Closely monitor events in CAR (humanitarian situation, politics, and security, etc.) to identify opportunities for program expansion and potential new partners for CRS work in the region.
• Assist PMs and project officers in Bossangoa to use appropriate project management tools to plan, review and track progress on project implementation, as well as the utilization of project resources.
• Support the regular review of program activities and strategic planning at the sub office level and at the national level.
• Ensure effective communication with Bangui-based PQ staff/Program Managers responsible for finalizing reports, providing technical support/monitoring, reviewing advance requests and responding to donor requests for information/questions.
• Ensure adherence to CARO proposal development and review processes.
• Working closely with programming staff throughout the CP, support the research, documentation and sharing of lessons learned/best practices for emergency interventions.
Security
• Serve as Bossangoa security focal point and represent CRS in coordination forums focused on staff safety and security.
• Support the updating and, as appropriate, the modification of existing/development of security documentation and guidance – working in close coordination with the Country Representative.
• Maintain high awareness of the ever-changing security situation in and around Bossangoa, primarily by regular participation in UN/INGO security and coordination meetings and by coordinating closely with security officers of UN and other agencies.
• Complete regular security updates and situation reports as needed.
• In coordination with other CP, Regional and external technical experts, ensure any necessary security training for all staff.
Coordination and Partnership
• Collaborate and maintain good relationships with local partner Caritas Bossangoa, with a focus on accompaniment and capacity building in aspects of PQ and MQ; also ensuring synchronicity between CRS and Caritas activities and strategies.
• Ensure strong coordination/communication with other actors and cluster groups. Promote information sharing, as well as the sharing of lessons learned/best practices in common intervention sectors.
• Collaborate with government and non-government agencies for effective program implementation and resource use, as well as general information-sharing.
• Ensure systems are in place for the proper documentation of meetings and timely circulation of resulting information/outcomes.
• Lead the coordination of visits of CRS, donor, partners, etc.
• Support the timely provision of information on program interventions for sharing with existing/perspective donors, Caritas National and relevant HQ departments – to ensure the maximum promotion of CRS and partner activities in the area served by the Bossangoa sub office.
Supervisory Responsibilities:
All senior Bossangoa based national and international staff, including Program Managers and Operations staff.
Key Relationships:
Internal: Country Representative, Head of Operations, Operations Manager, program managers, operations team
External: Caritas Bossangoa Directors, Diocesan Justice and Peace Commission Director, Church Officials, INGOs, OCHA, UN Cluster Leads.
Agency-wide Competencies (for all CRS Staff):
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.
• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning
Program Manager Competencies:
• Sets clear goals and manages toward them
• Collaborates effectively with staff and stakeholders
• Manages financial resources with integrity
• Applies program quality standards to project design and organizational learning
Emergency Competencies: These are rooted in the mission, values, and principles of CRS and used by each staff working in emergencies to fulfill his or her responsibilities and to achieve the desired results.
• Communicates strategically under pressure
• Manages stress and complexity
• Actively promotes safety and security
• Manages and implements high-quality emergency programs
Qualifications:
Physical Requirements/Environment:
The position is based in the Bossangoa office; some travel to Bangui for coordination with Bangui-based CAR staff. All staff will stay in shared housing. There are limited amenities in Bossangoa. Position requires flexibility in complex and changing operating context.
Foreign Language Requirement:
Professional fluency in French. Fluency in English (both oral and written skills)
Travel Requirement: This position requires ability and willingness to travel 30% of the time to the field.
Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
NOTE: Applications will be accepted until the position is filled.
