مطلوب نائب مسؤول برنامج للعمل في منظمة اطباء بلا حدود

Context

Médecins Sans Frontières (MSF) is an independent humanitarian organization providing medical aid to victims of man-made or natural disasters, epidemics and endemic diseases. In the MSF Operational Centre of Geneva (OCG), the steering and implementation of field programmes is under the responsibility of an Operations Department, which includes direct medical support to field implementation ensuring fundamentals are reached in all projects. The development of technical and/or strategic solutions adapted to complex medical challenges faced in the field, or to fulfill chosen medical ambitions, is under the responsibility of a Medical Department. Collaborative work between the two departments is considered a cornerstone for the organisation to improve the general quality of its projects and the level of care for patients.

OCG has set up a matrix organisation to support its operations. An operational cell is responsible for providing supervision and support necessary for the implementation of quality operational projects.

The operational cell is the direct interface with the field and is made up of a multi-disciplinary team of 6 members: a programme manager (PM or “RP” – Responsable de Programmes), a deputy (DPM – “ARP”), and experts from the medical (RMP), logistics, finance and human resources departments.

Scope of Responsibilities

By delegation of responsibilities and tasks by the Programme Responsible:

· Makes sure the key medical and/or humanitarian stakes are identified within each mission and project, prioritizes them, carries them internally / externally (through bilateral meetings, documentation, témoignage and communication); determines the way MSF will address the issues at stake and its public position.

· Creates and maintains a network of relevant political, humanitarian, medical, and academic contacts to ensure the best knowledge of the environment for the teams working in the field, especially in tense contexts.

· For the domain of Advocacy – representation – networking and communication

· Organizes the best level of headquarter and regional support to field operations by optimizing the input, the expertise and control function of professionals from different departments and sections , each representing a technical field necessary for the effective running of projects in the field.

· Monitors the implementation of programmes and the effective running of the mission, by analyzing the situation, programme reports sent by the coordination, and providing feedback; is accountable for the timely reporting on operations.

· Aims at constantly improving MSF’s medical assistance by evaluating results achieved, leading thematic working groups on advocacy and communication, initiating critical reviews as needed, supporting operational research projects, and contributing to the design and animation of training modules for coordinators.

Depending on the Cell operational portfolio and the delegation agreed with the RP and based on operational priorties

· In accordance with the Charter, the Chantilly / La Mancha agreements and the operational policy of the OCG, the Programme Responsible ensures the overall relevance, timeliness and quality of MSF’s assistance for populations in danger (within a selected group of countries).

· Is responsible for steering the operations’ planning cycle, making sure that transversal internal processes are respected, that MSF policies are translated into action unless justified otherwise, and that resources are adequately mobilized to support the operational objectives and chosen intervention strategies.

· Monitors the level of exposure to risk affecting teams in the field and validates the security frame proposed by the heads of mission for each project.

· Supervises, advises, supports and evaluates the heads of mission in the fulfilment of their global responsibilities / duties; from this perspective, provides them with useful information and visits the missions at key moments (explos, programme definition phases and/or reorientations due to evolving needs, context or policy).

Responsibilities, Tasks and Duties as delegated by RP**

Ensures the overall relevance, timeliness and quality of MSF assistance to populations

Transmission of values, culture and key information

· Ensures the social mission of MSF, the general principles and the operational policy of the section are appropriated by all (cell members, coordination, field staff) through the distribution/ explanation of key documents and briefings.

· Guarantees the respect of the Charter, MSF policies and image towards the populations and authorities.

· Ensures that all coordination and field members are accurately briefed on the humanitarian and medical stakes of each project, the programme objectives and activities, the associated risks and what the expectations are regarding their role.

Context surveillance and relevance of intervention

· Performs a permanent context surveillance of the selected countries by analysing and capitalizing information (from the field, media, academia, agencies).

· Identifies priority medical humanitarian stakes for MSF and unfolding crisis situations

· Stimulates reactivity and assessment initiatives by country coordinations, orienting the priorities of the heads of mission if needed

· Validates and enriches the terms of reference of exploratory missions; supports the implementation by ensuring methodology and tools are provided

· Justifies the decision to start new projects

· Ensures the overall relevance of the intervention strategies and programme objectives/activities (plan of action) with the assessed needs, the risks and constraints, and the operational policy

· Seeks coherence and complementarity within the MSF movement by sharing important operational information and meeting with other desks from MSF sections

· Validates all memorandums of understanding (MOUs) and donor contracts engaging MSF’s responsibility in countries of intervention

Quality and timeliness

· Proactively facilitates all internal headquarter processes (planning, decision-making, resource mobilization) with a view of enabling timely delivery of medical assistance to victims facing acute emergency needs.

· Maintains a general overview on the quality and impact of operations.

Solving undesirable events

· Takes all the necessary measures and decisions linked to solving undesirable events in the missions (disrespect of principles, programme orientations, policies, standards, and procedures unless justified)

Steers the operations’ planning cycle and mobilizes necessary resources

Programme

· Distributes all programme information received from the field to the members of the cell and counterparts in other departments.

· Steers the operations’ planning cycle for the countries he/she is in charge. Makes sure the process is inclusive with the participation of the technical departments. Validates the Country Policy paper.

· Organizes the review of all new project proposals, emergency responses, plans of action and reorientations of objectives/activities through a Project meeting, and prepares to this effect a written summary of the decisions to be taken. Makes sure the Project Meeting is inclusive of all present cell members and technical experts with an input related to the subject

· Finalizes programme documents (project proposals, plans of action, budgets) and presents them to the Director of Operations for validation, generally in the Operations’ meeting or the Planning Commission.

· Ensures the final programme documents reflect the decisions and recommendations made and are appropriated at headquarter and field level.

· Delegates to the head of mission the responsibility of implementing the programme.

· Stimulates innovation, proposes new fields of intervention integrating the technical opinions of cell members and the opinion of the field teams.

Budget

· Ensures resources are adequately managed and proportionate to the identified needs

· Presents the budget of the missions to the Director of Operations for approval, and ensures its respect during the year

· Requests the Director of Operations’ approval for all exceptional or unplanned expenses

· Ensures that institutional funding targets are achieved over the year, and proactively organizes meetings with donor institutions upon need

· Reviews the quality and if needed finalizes the project proposals prepared by heads of mission for institutional donors.

Human resources

· Validates the human resource set-up of the missions

· Delegates adaptations with national staff positions to the coordination as long as it remains within the approved budget but has a veto right when consulted by the head of mission on all changes in postings concerning key national staff.

· Validates the matching of field coordinators and, in some exceptional contexts only, the matching for non-coordination positions; recommends heads of mission to the Director of Operations for his approval. Is consulted (with a veto right) for all coordination positions.

· Validates matching of field positions as per most recent OCG HR matching process.

· Arbitrates the validation of the profiles which only partially match the job description, considering the operational necessities and priorities.

· Briefs and debriefs all coordination positions; delegates other briefings and debriefings to the other cell members as appropriate

· Validates exceptions to rules and regulations (“carnet de route”) if they are justified by an operational priority

· Nurtures people and builds inclusive teams, shaping an environment conducive to learning, development, and performance, and where unique perspectives and identities are valued.

Determines the way MSF addresses key stakes and the positioning of the organization

· Identifies and analyses the advocacy stakes and the témoignage axes within the context of the missions under purview.

· Stimulates and mobilizes resources for the documentation and writing about the distress of the population and the humanitarian consequences of decisions and events on the life, health and dignity of populations in danger

· Proposes lobbying targets and objectives, communication and témoignage actions and defines the strategy (goal, means, timeframe…) in cooperation the Operational Communication officers and if relevant the UREPH

· Supports the field in the advocacy projects, formulates and validates the public messages, approves the targets, writes papers on the advocacy stakes.

· In case of public statements that could put the activities at risk, supports the coordination and gives recommendations.

· Frequently represents MSF in front of the media (TV, radio, press) when MSF takes publicly communicates or positions itself; writes press articles when relevant

Creates and maintains a network of relevant political, humanitarian, medical, academic contacts

· Performs a proactive networking with stakeholders (belligerents, humanitarian organisations) and capitalizes the memory of the contacts within the different contexts.

· Feeds the missions with relevant information

· Maintains key contacts which could ensure possible leverage in case of tense situation, critical incident or sudden context shift.

· Makes sure the network maintained at HOM level remains of quality (between handovers, update of contact list, no loss of memory)

Monitors the level of exposure to risk affecting the teams in the field and validates the security frame

· Monitors the level of exposure to risk affecting the teams in the field and balances them with the operational impact on the beneficiaries.

· Validates the security management policy of the mission and the scope of responsibilities of the Field coordinator and Head of mission

· Makes sure the security guideline is up to date in each mission.

· Makes sure the briefings carried at HQ level address the risk exposure for each expatriate leaving to the field and include the main security management lines.

· Makes sure that after any threat or all critical incident affecting MSF teams, a report is drafted within 24 hours.

· Informs immediately the DirOP informed on any significant evolution of the risks taken on the projects, the threats, the incidents, and major evolutions in context.

· In case of a critical incident, can participate to the management of a cell crisis at the request of the DirOP

· In case of need, organises a security evaluation visit to assess field practices

Supervises, advises and supports the heads of mission in their global responsibilities and duties

· Ensures a good transmission of all relevant information (operational documents, articles, updates) in order to increase the analysis, planning, anticipation, proposition making and decision-making capacity of the HoM. Upholds the living memory of the mission.

· Supports the Head of Mission in the key decisions he must make in the management of his mission.

· Gives support to junior Heads of Mission in the use of the operational tools, shares his experience for the methodologies and approaches, gives advice.

· Regularly evaluates the results and achievements in the projects and in the management of the mission. Gives regular feedbacks.

· Carries out the evaluation of the Heads of mission

· Validates all absences of the HoM: RnR, holidays, trainings

Organizes the best level of headquarter and regional MSF support capacity from the Region and in Amman in particular & MESO to field operations

· Defines objectives for the cell as a team, makes regular reviews of those objectives.

· Supervises the output of the work of cell members and the delays of the decision-making processes of the cell members.

· Makes sure the decisions made are transparent and that each cell member is aware of them as well as the mission.

· Supervises the coherence of the communication of the HQ towards the field.

· Makes sure expatriates leaving for a mission have a correct understanding of the intervention frame by guaranteeing the coherence of the briefings carried out by cell members

· Validates field visits from HQ

· Regulates an optimal communication flow within the cell and with the field (rationalisation of the mail)

· Chairs the necessary communication platforms: weekly cell meetings, daily morning cell briefing.

· Makes sure the electronic filing allows everyone to access the necessary documents to perform his/her job without unnecessary time consumption

· Prevents the tension among cell members and arbitrates when necessary

· Stimulates cell member participation, sense of ownership on the projects and gives space for exchanges and informal communication. Makes sure a cell member is up to date after an absence due to a field visit of holidays

· Coordinates the schedule for holidays and field visits of cell members, in cooperation with the heads of technical services

Monitors the implementation of programmes and is accountable for timely reporting

· Keeps aware of the results achieved for the beneficiaries in the field, listens to the analysis, listens to the difficulties

· Makes sure data is always available and shared with the technical departments – supports the coordination teams in their methodology of data collection

· Makes sure the narrative reports for institutional donors are written in the delays of the contract and of good quality. Reads and validates all reports to institutional donors

· Ensures regular quality sitreps are sent by the HOM. Makes sure feedback to the sitrep is sent to the HOM by cell members in a coherent way, including answers to the questions addressed by the field

· Ensures that quality Quarterly Program Reports (QPR) are sent by the HOM in timely way. Approves the recommendations gathered by cell members from their respective department. Monitors their implementation through field visits, contacts with the coordination, sitreps, and next reports

· Makes sure each action and decision is transparent and documented to give the capacity to the operations’ department to justify them internally and externally. Is accountable to the DirOP

· Writes a 2-page annual report per country he/she supervises, based on a short summary of the results achieved shown in the projects annual reports

Aims at constantly improving MSF’s medical assistance

· Provides to the Operations’ meeting regular critical reviews of his projects, presenting the expected objectives, the appropriateness of the means and the strategies, the results and the lessons learned

· Initiates and participates to project evaluations and makes sure recommendations are taken into account and implemented

· Participates to the elaboration of operational research projects, ensures the continuity of the objectives over the duration and the dissemination of the results

· Participates to the design and animates training modules for field coordinators and heads of mission

Specificities of the position

The Deputy Programme Responsible (ARP) and the Programme Responsible (RP) are central positions in MSF, accountable for the activities of the organisation in the field and acting as interface between the missions and the headquarters.

This comes with a responsibility to ensure coherence and dynamism at all levels of the OCG by:

· organizing the best possible circulation of information coming from the field,

· making coordinations aware of headquarter issues,

· promoting internal understanding and visibility of programmes (i.e. presentation to the Geneva morning info point),

· using the various forums in the office to share operational challenges, dilemmas, concerns and achievements.

Operations’ staff is encouraged to facilitate the associative life, through active presence at Board meetings and by stimulating critical reflections on subjects of general interest for the social mission of MSF.

Your Profile

Education

· A university-level diploma (Medicine, Public Health, Paramedical domain or the field of international relations)

· Four years of relevant work experience may be accepted in lieu of a tertiary or university degree

Experiences

· Successful experience in the field of humanitarian aid as an MSF Head of Mission, Medical coordinator or Emergency coordinator

· Expertise in the analysis and management of unstable contexts and crisis situations and experience and interest in medical, social, economic and political issues in countries undergoing humanitarian crises (one-off or long-term) or in the process of development are a plus.

· Proven affinity in advocacy

· Strong experience in advocacy, building and maintaining networks and communication

· Working experience in the humanitarian sector in MENA

Languages

· Fluent English and Arabic

· French understanding

· Other languages are considered an advantage

Professional competencies

· High level representation and diplomatic skills; an aptitude for negotiation

· Strategic planning and orientation skills

· An aptitude for analysing humanitarian contexts; knowledge of medical issues and MSF’s intervention strategies

· Programme design, management and monitoring

· A capacity for conceiving and planning medical programmes, setting up a network, animating and motivating teams, organising roles and delegating tasks;

· Problem-solving and service orientation

· Leadership and team management skills: ability to build and develop diverse and inclusive teams

· Ability to work in a multicultural environment

· Excellent writing skills

Personal Abilities

· Dynamic and flexible

· A capacity for taking initiative and making decisions

· Good analytical skills and ability to synthesise

· Ability to prioritise effectively

· Highly developed stress management skills

· Ease of communication and public speaking

· Participative and inclusive management style

Terms of Employment

· Position based in Amman with frequent travel to the MENA region and Geneva (up to 3 months abroad per year)

· Open-ended contract, 100%,

· Ideal starting date: 15.06.2022