Job Summary

Job Summary

The Provincial Manager has overall responsibility for providing leadership which produces effective delivery and development of programmes in his/her province of operations.

The Provincial Manager is responsible for the efficient management of Provincial Office resources (grants, awards, staff and assets) and leads the representation of Islamic Relief with provincial level authorities, I/NGOs, and visitors. He/she will ensure that the Provincial Office is in accordance with Islamic Relief’s policies and practices, its Mission, Vision and Values

Duties & Responsibilities

Scope of the Role:

• Lead the successful development, implementation, planning, monitoring and reporting of programmes.
• Identify opportunities for building effective partnerships and developing constructive working relationships with key stakeholders including partner communities, authorities and relevant govt. departments, and other humanitarian I/NGOs. Build and maintain effective relationships with stakeholders and implementing partners (if any).
• Ensure physical welfare, well-being, and professional development of staff.
• Oversee effective financial management of the project grant/s and activities.
• Ensure effective working relations are maintained with the province and district level teams and with relevant colleagues at Country office.
• Ensure that IRW Afghanistan programming interventions are integrated and well-coordinated useful in contributing to overall organization’s goals and mandates.

Duties & Responsibilities

• Assist Provincial Office & country office with planning efforts and resource mobilization by assessing and interpreting local needs effectively through project design and formulation.
• Management of the available resources with proactive planning for cost affective and proper utilization at provincial level
• Monitoring of the organization resources which includes human resources, assets ,fleet, offices warehouses to ensure transparent utilization
• Data compilation and provision for program development and resource mobilization for future programing as per actual need of the office and program
• Accurate inputs in budget preparation for resources allocation in upcoming projects

KEYACCOUNTABILITIES:

• The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and team members.
• The following are the main responsibilities that the role holder will be accountable for: 

Quality Program Implementation, Management and Reporting

• Responsible and accountable for programmes in the province and for the implementation and management of programmes in accordance with Organization’s strategies and policies for quality programming.
• Ensure that the Provincial Office teams receive appropriate and timely support from technical specialists and MEAL team for program design and strategy, M&E, advocacy and planning.
• Contribute to strategy and proposal development within the province under the overall leadership of Head of Operations. Responsible for ensuring that proposals are relevant, contextualized and inclusive of all required support and staffing costs at the field level.
• Ensure that the programmes are appropriately monitored reviewed and evaluated on a continuous basis according to organisational quality standards and in coordination with the technical specialists/Program Coordinators, MEAL team and Head of Operations and Head of Program Development. 
• Ensure appropriate systems for all aspects of programme cycle management are in place ensuring lessons learned are considered.
• Develop and share quality reports in time with Head of Programs/Program Coordinators and MEAL team as per the donors agreement.

Operational Management:

• Overall responsibility and responsible for Programme in province and ensure planning, implementation, and management in accordance with Organization procedures, systems and guidelines.
• Lead the Province Team (Provincial Office Core Team and Project Coordinators are directly report to Provincial Manager) in ensuring smooth day-to-day running of field operations and ensure that programme plans are clearly prioritized and communicated to the operations team effectively.
• Conduct regular Province Management Meetings (preferably fortnightly) to enhance information sharing among Province Management Team members and effectiveness of operations;
• Work closely with the Supply Chain and Services manager to ensure adequate logistical support to deliver high quality programmes effectively.
• Ensure monitoring systems are in place and that project reviews are carried out periodically or episodically with support from the Head of Operations and MEAL department.
• Lead development and monitoring of field-based detailed programme implementation and grant management work plans. Responsible for ensuring that field-based teams implement projects/programmes on schedule and within budget.
• Responsible for the delivery of high quality, timely reports for donors and internal purposes, as well as the development of relevant case studies, success stories and other documentation.
• Lead field-based start-up meetings of new projects with relevant Country level staff to guarantee a joint understanding among team members of donor requirements, budget responsibilities, technical requirements and other considerations.
• Ensure standardised systems, policies and procedures are in place, well understood by all staff and in line with country programme system and are implemented in an appropriate manner
• Ensure transparency in targeting beneficiaries, delivery of services and participation of beneficiaries and partners in planning and monitoring of process is reflected in programme delivery.
• Ensure all relevant government authorities and partners are included in the planning and implementation of all project s as appropriate.
• Ensure that the Organization’s values and principles are embedded in all programme planning, implementation and reporting and that staff receive regular, up to date training on same.
• Ensure Operating Standards are followed, implemented and maintained.

Financial, Budget, Grant Management:

• Responsible for all budgets provided to the province. This may be delegated to other budget holders but overall accountability for the budgets for the province remains with the Provincial Manager.
• Lead monthly project management meetings at appropriate levels with team and sharing regular update to Head of Operations. In coordination with the Finance department, ensure timely report providing a variance analysis on each budget is submitted to project managers Head of operations on Monthly basis.
• Identify any budget challenges or issues such as over or underspends and propose solutions to Head of Operations and Finance Manager as soon as issues are identified.
• Oversee the general application and observance of financial procedures and guidelines set out in organization’s financial manual and donors’ requirements.
• Ensure the grants are managed as per Organization and donors’ requirement including the quality and timely submission of reports.
• In collaboration with technical specialists, ensure an efficient fundraising plan is in place and implemented.
• Prepare annual budgets for the Provincial Office programme, assessing costs and budget/expenditures from projects and asset inventory.
• Prepare, and submit for approval program budgets and expenditure forecasts.
• Responsible for certifying and authorizing disbursements according to Organization and donor guidelines.

Security:

• Ensure that security guidelines are followed in the project location and that any breaches of these are handled appropriately and reported immediately to the Security Coordinator, Country Director and Head of Operations.
• Develop a clear safety and security management plan for all provinces of interventions in coordination with and collaboration of Security Focal Point. Ensure that staff understand and can implement this plan – and that it is reviewed and updated regularly.
• Ensure that daily communication is maintained between the Provincial Office and the field sites and that any changes in security are reported.
• Attend security meetings and maintain regular contact with UN security officers as far as possible.

Logistics/Finance/Administration:

• Ensure appropriate administrative, financial and logistical systems/procedures are implemented, maintained and adhered to so that all support functions are carried out effectively and efficiently.
• Ensure Organization complies with all legal and bureaucratic requirements in the relevant provinces.
• Ensure regular communications are maintained between Provincial Office and Kabul through provision of a weekly and monthly situation reports.
• Responsible to direct the preparation of projected expenditures each month (cash flow management).
• Responsible for accurate budget control and overall responsibility for financial management at the project sites.
• Carry out such logistical procurement as may be required by the project in a manner.

Human Resources:

• Lead, manage and motivate the Province Programme team through clearly defined work objectives and individual/teamwork plans and receive meaningful feedback on their performance;
• In coordination with team, maintain appropriate staffing levels and structures in the Province programme team, whilst planning and implementing specific actions to recruit, manage and motivate staff.
• Ensure appropriate gender and ethnic diversity within the Province Programme team;
• Ensure that Province staff has clearly defined objectives and understand their responsibilities. Ensure compliance with staff development strategies and Performance Management systems and evaluations.

Representation Accountabilities:

• Establish, maintain, and improve active and regular working relationships and take the lead role in representing the principles and work of Organization to representatives of other organizations (UN, NGOs, INGOs, counterparts, donors, government Authorities, etc.) who are working and visiting in the Province Programme.
• Oversee that local implementing partners are discharging their responsibilities, live up to stipulations stated in the partnership agreement and take appropriate action.
• Ensure all relevant stakeholders are kept informed of Organization’s activities as appropriate (e.g. other NGOs, health authorities etc.)
• Be the project’s contact with press and media, only after discussion with the Head of Operations

Safeguarding:

• Ensure reporting staff are aware of their role and responsibility under the safeguarding policy.
• Ensure safe recruitment process in line with HR processes.
• Ensure all representatives receive safeguarding orientation and training as a mandatory part of inductions.
• Ensure safeguarding policy is implemented within Provincial Offices.

Support reporting staff to access and utilize safeguarding reporting procedures.