Deputy Executive Director

Job Overview

The Deputy Executive Director reports directly to the Executive Director, and is in charge of the overall management and oversight of both programmes and support at Mada. The Deputy Executive Director can be based in the Beirut or Tripoli offices, with frequent visits among them.

Working in line with Mada’s vision and mission, the Deputy Executive Director oversees the portfolio under Mada’s Territorial Approach in Akkar and North Lebanon, including 3 pillars: (1) Food and Agriculture, (2) Women and Youth Mobilization, and (3) Environmental Protection.

Moreover, the Deputy Executive Director oversees 4 support teams: (1) Finance and Admin, (2) Procurement, Logistics, and Security; (3) Human Resources; and (4) MEAL.

The Deputy Executive Director manages 8 positions: Finance and Admin Manager; Procurement and Logistics Officer; MEAL Manager; HR Officer; and 4 Project Managers (noting Project Managers can increase/decrease based on projects).

Main Responsibilities

Project Implementation

• Supervise all Project Managers under the different pillars, supporting them with key decision making, strategy, and ensuring quality implementation.
• Follow-up closely on project implementation in line with the budget, proposal and logframe of each respective project, ensuring meeting objectives and indicators.
• Propose changes and adaptations to projects as needed based on changes in context, shifting donor priorities or requests, and operational challenges.
• Report any major challenges, changes, and constraints to the Executive Director, along with potential solutions or actions.

Monitoring, Evaluation, Accountability and Learning:

• Supervise and work closely with the MEAL Manager to ensure proper implementation of all MEAL activities under all projects.
• Work closely with the MEAL Manager to develop Mada’s MEAL Policy and implement it, including development of new tools, procedures and templates.
• Conduct regular field visits to project sites and activities to monitor quality and provide feedback and recommendations for improvement
• Support the MEAL Manager in external and internal evaluations.
• Ensure proper learning at Mada by working with the MEAL Manager to document lessons and success stories.

Financial and Administrative Management

• Supervise and work closely with the Finance and Admin Manager across all financial tasks and activities.
• Work closely with the Finance and Admin Manager and Project Managers to ensure proper budget follow-up and donor compliance.
• Lead on monthly Budget Review Meetings with the Finance and Admin Manager and Project Managers, ensuring forecasts are sent on time, under and over-spending are identified on time, and action points are documented and followed-up on.
• Oversee the Global Budget and Allocation Board along with the Executive Director, notifying in case of any gaps in support functions and/or core costs.
• Ensure the Finance and Admin Team properly handles and archives all supporting documents.
• Oversee the Finance and Admin Team, ensuring Mada’s guidelines and financial procedures are correctly abided to.
• Oversee abidance to all laws and regulations of the Ministry of Finance and others as required.

Procurement, Logistics, and Security

• Supervise and work closely with the Procurement and Logistics Officer to ensure procurement processes of both donors and Mada are upheld.
• Closely review all tenders and quotations processes, acting as Evaluator on all procedures, and approving templates before publishing or dissemination.
• Be present at all tender opening sessions, review the reports, and oversee all communication with suppliers/vendors.
• Ensure transparency and accountability across all purchases and procurements, and identify potential conflicts of interest, among other risks.
• Support the Procurement and Logistics Officer in security monitoring and updates, and in ensuring security and safety procedures are upheld by all staff.

Human Resources

• Draft staff job descriptions and lead on recruitments of managerial positions.
• Supervise and work closely with the HR Officer to ensure abidance to all recruitment procedures, proper communication, and filing of all relevant documentation.
• Ensure that Mada’s spirit and values are respected by all staff, and that staff comply with Mada’s core policies.
• Support the HR Officer to ensure that staff evaluations are implemented as per Mada’s guidelines.
• Ensure a positive environment in the offices and organize weekly and monthly meetings as needed.
• Inspire and encourage team members to be strategic and innovative, determine priorities, assign responsibilities, supervise and support staff as needed.
• Ensure the high performance of the teams through staff development and training opportunities.

Support to Program Design, Fundraising, Strategy and Representation

• Support the Executive Director in programme design by participating in design workshops, brainstorming, and proposal development.
• Support programme design by providing to the Executive Director key input and data from the field and evidence from programming.
• Support budget development by leading the teams to conduct appropriate market analyses.
• Support the Executive Director in strategy development and updates, contributing to strategic exercises, also with the Board of Directors
• Support the Executive Director to represent Mada at donor and partner meetings, and support Project Managers in any encounters and communication with donors and partners.
• Represent Mada with local and regional authorities as relevant.
• Support the Executive Director with ensuring visibility for Mada.

Knowledge and Skills

• Full adherence to Mada’s mission and vision, as well as Ethics Code.
• 10 years of experience in development and humanitarian work, team and organizational management, team management across support and programme functions.
• Excellent organizational and time-management, managerial and leadership, and interpersonal and communication skills.
• Fluent in English and Arabic.
• Computer literate with a high degree of proficiency and productivity.
• Knowledge of NGOs and donor landscape in Lebanon, priorities and requirements.
• Ability to represent Mada externally at high level meetings.
• Extensive experience in Project Cycle Management and all support functions.
• Experience working in North Lebanon and Akkar is highly preferred.
• Experience working with local authorities is mandatory.