Location: Plan International Inc., Asia Regional Office Bangkok, RHQ (Asia Regional Office, Manila), or another Country in Asia where Plan International has presence.
The Plan International ARO Regional Office has a vacancy for the Regional Surge Capacity Coordinator for the Transforming Surge Capacity Project. This is being advertised internally and externally so please can you forward to your teams as well as passing on to any friends, family members or contacts whom you think might be interested and suitable. This role is Grade E in the RO structure.
Project Background:
The Transforming Surge Capacity Project is a START Network project supported by a consortium of 11 humanitarian agencies led by ActionAid. Plan International is hosting the Regional Platform of this ground-breaking interagency project. With support from the Department for International Development (DFID) through the Disasters Emergency Preparedness Programme (DEPP), the surge project is part of an ambitious suite of projects launched by the START Network designed to develop decentralized approaches to capacity building and to improve the quality and speed of humanitarian response in countries at risk of natural disaster or conflict related humanitarian emergencies.
The project is focused on improving the capacity of humanitarian agencies to scale up resources in emergency response - getting the right people to the right places, doing the right things in the shortest amount of time. It will achieve this by strengthening systems for surge capacity at national and regional levels to better complement international surge. It aims to build a more collective and collaborative approach to surge capacity amongst agencies in the sector. This collaboration will extend not only to actors within the NGO sector, but will also explore how civil society surge capacity can be strengthened with links to other stakeholders including the UN, private sector, public sector and academic institutions. The project is being delivered through the formation of coordinating national, regional and international platforms, the delivery of pilots to develop inter-agency collaboration, and through sharing good practice and resources.
Job summary:
This is a local contract based in Plan International Inc, Asia Regional Office in Bangkok or Plan International Inc., Asia RHQ in Manila or another Country Office in Asia where Plan International has presence.
As this is a local contract we are ideally looking for someone who is already based in the region and who has the legal right to live and work there. Dependent on the location and local rules, a work permit may be available to the right candidate but local terms and conditions of employment will apply.
This role works under the direction of the Regional HR&OD Partner for Asia and the International Project Manager who is based in the UK.
The postholder will be responsible for co-ordinating and delivering the Regional Platform project plans for the remainder of the project to December, 2017. This will entail working with key stakeholders to agree milestones, implementing and monitoring the project plans, and setting, monitoring and managing the project budget to deliver the plans. The postholder will be responsible for accurate and timely reporting for key stakeholders and compliance with donor and stakeholder requirements, including Plan International’s internal policies and procedures. Risks related to the project will need to be proactively identified, monitored and managed.
It will be vital that the postholder is able to build effective relationships across the START network partner agencies as well as with key stakeholders at the regional level, including INGOs, NGOs, UN agencies, government bodies and the private sector. This will require personal credibility and the ability to influence and build consensus at a senior level and with diverse stakeholders.
The overall aim of the project is to enhance surge capacity in the Asia region so that affected populations receive faster support after a disaster and this position represents a great opportunity to contribute to this goal.
overseeing and promoting the implementation of Plan International’s Global Security Policy, Security Standards, and
Security, and other Regional Security Advisors. The ability to analyse security related data and advise on its implications at both the operational and strategic levels will be important.
Dimensions of Role:
The person in this role will be responsible for the coordination, design and implementation of the Regional Platform of the Transforming Surge Capacity Project:
· Review, develop and manage the project plans to deliver the Regional Platform, including key milestones.
· Monitor, revise and manage the budget for the Regional Platform activities.
· Monitor and manage progress against the plan, including delivery of quarterly objectives / key milestones.
· Provide accurate and timely reports for key stakeholders in accordance with their reporting requirements.
· Provide leadership, coordination effective collaboration at the Asia regional level with INGOs, NGOs, UN agencies, government bodies and private sector for the Surge Capacity Project.
· Enhance surge capacity across the Asia region.
· Ensure there is active collaboration and coordination with the national and international platforms.
· Communicate and disseminate information effectively about this project and learning / outputs to key stakeholders.
· Identify risks at the regional level that may affect final delivery of project outcomes and monitor and manage these with support from key stakeholders as required.
· Ensure compliance with internal Plan standards and policies and manage the project in line with Plan’s project management and financial systems.
· This post has no direct reports but will be required to work effectively with multiple stakeholders across the Asia region and influence and effect change outside of line management relationships.
Typical Responsibilities - Key End Results of Position:
“What” is done and “why”, but not “how”; include indicators for success
Lead the process of developing annual project implementation plans for the Regional Platform with detailed activities, and budget for implementation over the remaining project period of this 3-year project:
· Provide overall technical and managerial oversight and leadership for the project design process.
· Coordinate a baseline assessment of surge capacity within the Asia region to inform the project.
· Ensure there is effective communication, consultation and collaboration with stakeholders during the project design phase.
· Develop annual plans and budgets for the Regional Platform element of the project.
· Work with key stakeholders and the projects MEL officer to develop a basic Monitoring and Evaluation framework for the Regional Platform element of the project.
· Ensure that the appropriate consortium arrangements are in place for the Regional Platform, including funding agreements and mechanisms for this.
· Proactively anticipate risks for the Regional Platform and build in monitoring and mitigating of these as part of the project design.
Ensure there is appropriate monitoring and management of the Regional Platform activities:
· Oversee the monitoring, delivery and management of the Regional Platform activities.
· Ensure compliance with all donor requirements and all agreed consortium arrangements.
· Ensure compliance with Plan’s project management and financial systems (eg, PPM).
· Identify good practice from the project implementation and feed this into organisational learning, both within and external to Plan.
Establish and maintain quality reporting and learning systems:
· Responsible for monitoring, evaluation and reporting to ensure the timely delivery of all planned activities as required by the donor and agreed with stakeholders.
· Ensure that all project reports (narrative and financial) are high quality and submitted in a timely way as agreed with key stakeholders.
· Ensure that there is appropriate documentation of all learning, including the collation of case studies on the project within the Surge Regional Platform.
· Provide input into project simulation coordinated by the International Project Manager.
· Feed into research conducted by People in Aid, the project evaluation and the final project report.
Establish and maintain a strong external network at the Asia regional level and beyond which will support the project delivery:
- Establish effective communication channels amongst stakeholders, consortium members and promote and communicate effectively about the Regional Platform activities.
- Liaise closely with the National and International Platforms, ensuring there is effective communication and collaboration and to minimise duplication, attending meetings convened by the International Project Manager as required.
- Build a network of INGOs, NGOs, International Organisations, Government bodies, and private sector organisations to support the Regional Platform activities and build synergies / agreements on surge capacity within the Asia region.
- Liaise closely with START Network consortium members within the Asia region to support the delivery of this project, fostering the cultivation of an active community willing to share of good practice.
Develop surge capacity in the Asia region via:
- Work with stakeholders to identify current gaps and issues with surge capacity and opportunities to collaborate to overcome them.
- Identify opportunities for collaboration – e.g., workforce planning, developing a shared roster, sharing learning and good practice.
- Collate roster members with the Regional Platform and make formal agreements with members on how agreed countries can trigger and use the regional roster.
- Work with key stakeholders to identify boundaries of where rosters will be drawn from and where it will respond.
- Recruit more roster members in accordance with agreed priority areas
- Work with the Surge Project HR Advisor to support the coordination of regular events to improve surge capacity and sharing of learning and good practice related to this within the Asia region.
- Work with the Project Training Coordinator to identify current skills gaps at the regional level and methodologies for addressing this, including at least 3 regional training events on improving surge capacity.
- Liaise with the Project HR Advisor and members of the Regional Platform to agree policies and practices to support the regional roster, including hosting cost and retaining agreements where required.
- Proactively identify opportunities for future funding for this work in collaboration with other key stakeholders.
- Implement a pilot to explore new ways for civil society to collaborate with the private sector to support surge in the Asia region.
Dealing with Problems:
Complexity of problems handled & the degree of investigation, analysis, & creative thinking required solving them
· Pro-actively provide support when local platforms require it.
· Managing a complex project with multiple stakeholders and tight deadlines
· Proactively challenge and influence other stakeholders
· Working across agencies with different agendas, priorities and management structures.
Communications and Working Relationships:
Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
· Communicates and influences effectively at all levels
· Works in co-operation with other platform leads
· Able to communicate and influence at a senior level INGOs, NGO, Government bodies, UN agencies and the private sector
INTERNAL
· Plan Regional HR & OD Partner
· Plan Asia Disaster Risk Management Team
· Plan’s Humanitarian Resourcing Manager
· Plan Finance and IT teams
EXTERNAL
· Surge Project International Project Manager
· Surge Project Platform Leads
· Surge Project Team including – Finance and Admin Officer, Learning and Evaluation Coordinator, Training Coordinator and HR Advisor
· Surge Project International Steering Committee
· UN agencies, INGOs, NGO
· Partner agencies
· Government and donor agencies
· Private Sector/Suppliers
· Academic institutions
Knowledge, Skills and Behaviors, Required to Achieve Role’s Objectives:
Knowledge
· Aware of current best practice in humanitarian sector
· Sound knowledge and understanding of project management
· Relevant degree or professional qualification and experience in the humanitarian sector.
· Experience of developing and documenting standards, processes and systems
· Knowledge of managing roster and capacity development
Skills
· Strength in forming regional relationships, motivating and influencing stakeholders
· Ability to communicate with clarity and effectiveness to different audiences, using a range of media
· Demonstrable experience of project coordination/management in a humanitarian entity (experience in the INGO/humanitarian sector would be a distinct advantage)
· Experience of working with consortia
· Strong report writing, and presentation skills, including the ability to present complex issues clearly and concisely
· Proven initiative, flexibility and ability to prioritise in a demanding environment and to tight deadlines
· Strong problem solving skills
· Ability to synthesis information and develop reports, training guides and action plans
· Ability to pay attention to detail
Behaviours
· Negotiating and influencing skills that are culturally sensitive and appropriate
· Ability to build and maintain strong working internal and external relationships, and represent Plan in a professional and competent manner
· A strong commitment to Plan’s values
· Aware of impact on others and use impact to create a positive working environment
· Tenacity and an ability to negotiate through the sector and beyond, drive decisions/projects to their conclusion
· Commitment to development and humanitarian values and standards and child protection
Physical Environment and Demands:
May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.
· Based in a typical office environment
· Regional role, requiring some regional travel
· Will regular travel within the region as may be necessary
Reports to:
Regional HR&OD Partner and matrix management with the International Project Manager
Duration of contract:
Until December 2017 7
HOW TO APPLY:
Application Process:
Please send your CV and a covering letter explain why your skills, knowledge and experience meet the requirements of this job to PlanAsia.JobVacancies@plan-international.org by 5.00pm local time Bangkok on Friday, 19th February 2016. Please state clearly in the subject title of the email the job you are applying for.
For more information or questions, please contact the RO HR&OD Manager, Khun Na.
Internal applicants are responsible for informing their line manager about their application.
