Shelter Program Manager

1- RESPONSABILITIES AND TASKS

Role and Responsibilities

1. INFORMATION COLLECTION AND SHARING

- Participate in the definition and development of guidelines and methodologies for assessments and assessments reports in coordination with the MEAL department;

- Participate to the assessment reports according to developed formats;

- Proactively coordinate and work with other actors on the ground;

- Ensure proper communications schemes with the different levels of local authorities.

2. ACTIVITIES IMPLEMENTATION

- Design, manage and implement Shelter activities in line with proposals, strategies, and donor requirements including management and monitoring of budget(s) according to the PU-AMI Financial Handbook and donor requirements in direct collaboration with the Deputy Field Coordinator and the support of the Shelter & Infrastructure Specialist;

- To organize, schedule, coordinate and plan the Shelter activities and the team’s work on monthly, weekly and daily basis;

- To conduct field visit on daily basis with the shelter team, including in Palestinians camps and gatherings to monitor closely the implementation of the activities (BOQ, payment validations, handover, etc.).

- Ensure proper coordination and liaison with local partners, local communities and Municipalities/Authorities;

- Manage the relationship with contractors under shelter rehabilitation activities, ensuring clear communication and adherence to project timelines;

- Regularly monitor and evaluate the performance of contractors to ensure work is completed according to approved plans and quality standards;

- Ensure the appropriate documentation is in order shelter activities, participate in the design of tools;

- Address any issues or challenges that may arise during the rehabilitation process promptly and effectively;

- Collaborate closely with the protection team, who also secure shelter through unconditional cash assistance (Emergency cash assistance, and recurrent cash assistance);

- Collaborate in all monitoring and evaluation defined schemes (post intervention impact survey) with the  MEAL department;

- Propose adjustments of the strategy if needed.

3. INTERNAL AND EXTERNAL REPORTING

- Provide internal reporting on activities according to PU-AMI internal tools;

- Prepare external reporting (with support from his/her supervisors).

4. BUDGET AND LOGISTICS MANAGEMENT

- Comply with all logistics’ rules, procedures and processes and ensure the timely supply of all logistics’ needs  for the successful implementation of your program;

- Be responsible for eligibility and good utilization of funds allocated with the activities under his/her management;

- Be responsible for the planning, follow-up and monitoring of the budget and expenditures related to the grants;

- Analyze and propose solutions of reallocation if needed, after receiving a monthly updated financial follow- up (FFU) from the Admin/Finance department;

- Make timely cash forecast according to his/her budget areas;

- Manage the cash forecast in link with the different projects under his/her management;

- Be in direct link with the Logistics departments to manage the Shelter stocks and replenishments;

- Issue and follow up on the procurements for the project needs;

- Approve expenditures and re-allocations within his/her budget area(s);

- Plan and monitor expenditures to take place during the grant period;

- Avoid any over or under expenditures at the end of the grant, when possible,  and provide relevant and timely information to DFC, Field Coordinator, and Finance department in case of such occurrences.

5. CAPITALIZATION/INSTITUTIONAL KNOWLEDGE BUILDING

- Participate to the redaction of Activity Forms for all major operational aspects in direct collaboration with the line manager and Shelter & Infrastructure Specialist;

- Develop comprehensive support documents for activities implementation by the Shelter team;

- Develop understanding of PU-AMI’s areas of intervention situation (beneficiaries, needs, political context, and strategy of intervention, etc.);

- Identify new areas of intervention and take part in needs assessment through guiding the MEAL department to relevant areas to conduct field assessments, collection of data from other stakeholders, etc.;

- Capitalize lessons learnt and good practices throughout the project in coordination with the MEAL department.

6. CONTRIBUTION TO THE DEVELOPMENT OF NEW PROPOSALS

   - Participate in identifying shelter-related needs in coordination with the Deputy Field Coordinator.

- In the context of identifying new operations, and together with the Deputy Field Coordinator, contribute to the preparation of project proposals for the Shelter sector;

- Participate in the strategy development of the mission.

- Contribute to the development of accurate understanding of the Lebanese context and humanitarian situation (population at risk, needs, political context, and strategy of intervention, etc.).

7. EXTERNAL REPRESENTATION

Represent PU-AMI in the relevant working groups based upon request from the Deputy Field Coordinator

8. TEAM MANAGEMENT

- In collaboration with the HR department, participate in the recruitment process(es) of staff under his/her line management at base level by participate in drafting job descriptions/technical tests/interview forms, shortlisting resumes and conducting interviews;

- Brief newly recruited personnel on their roles and responsibilities;

- Ensure the adherence of his/her team members to all PU-AMI’s policies, rules and regulations;

- Ensure the respect and implementation of HR procedures in accordance with PU-AMI’s Policies and Guidelines (i.e. daily management, disciplinary procedures, performance appraisals, leaves management, trainings and capacity building, etc.) in collaboration with the Human Resources department and Field Coordinator;

- Train the team on the use of various standards and the technical templates including bill of quantities, bill of materials, and technical reporting templates as well as on data entry and analysis;

- Monitor and provide objective feedback related to the performance of the staff under his/her supervision (including staff performance appraisals) to promote professional development;

- Support and advise the field teams in the identification and solving of protection issues;

- Ensure good communication, coordination and information level of each member of the field teams during regular coordination meetings (or other when required);

- Solve team conflicts and ensure team building and discipline.

The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs.

2- PRIORITIES OF THE DEPARTMENT

- Close follow up on the BPRM shelter rehabilitation project.

- Conduct validation field visits with the team.

QUALIFICATIONS

Mandatory requirements  

• Language skills: Fluent in Arabic and English (speaking/reading/writing)
• Education degree: Baccalaureate/University degree in civil engineering or construction works.
• Work experience: Minimum 3 years’ experience in shelter/ wash fields with a humanitarian organization at management position. (At least 2 in Lebanon), including a minimum of 1 year with program management position experience.
• Knowledge & skills: Good analytical and writing skills /Understanding of project cycle management /Good management capacities and team leadership spirit.
• Computer skills: Good knowledge of the MS office software (including Word, Excel, Outlook) and AutoCAD.
• Other:
  • High knowledge in Shelter and/or WASH sector. Sphere standards and National standards defined by the WG.
  • Good management and pedagogical skills.
  • Good knowledge of Saida Governorate including Palestinian camps, willing to travel a lot locally and valid driving license.
  • Excellent communication and diplomacy skills to manage relationship in potentially tense situations.
• Assets:

Other knowledge:

• • Good skills in reporting.
  • Understanding of institutional donor (BPRM, UN agencies, etc.) procedures.
  • Knowledge of humanitarian actors in Lebanon
• Interest:
  • Strong motivation to help people in needs.
  • Understanding of the political situation in the area (South governorate and Palestinian camps).

• Transversal skills:

• Well organized.
• Conflict resolution and diplomacy experience.
• Ability to analyze and suggest improvement.
• Ability to take initiative to deal with difficulties encountered in daily work.
• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself.
• Autonomy, neutrality, hard worker.
• Able to manage stress and pressure.