People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech Republic in 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role advocating and addressing the needs of vulnerable populations affected by disaster including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity.
Scope of work
Under the supervision of Country Director (CD), Accountability & Safeguarding Coordinator leads on the application and development of PIN Nepal’s accountability and safeguarding policies, guidelines, procedures, standards, tools and capacity-building modalities. He/she/they work(s) closely with the Protection and GEDSI Mainstreaming Coordinator, other relevant staff from across programs, MEAL and operations. He/she/they also ensure(s) strong coordination with the HQ-based Accountability & Safeguarding Unit.
Key Summary of Functions
- In close coordination with HQ-based Accountability Manager and Safeguarding Advisor, lead on the application and development of PIN Code of Conduct and related Policies, guidelines, procedures, standards and tools at the Country Program (CP) level.
- Ensure PIN and partner staff, as well as other relevant third parties, are adequately trained and apply PIN accountability principles across their respective lines of work.
- In coordination with the MEAL department, devise and implement appropriate monitoring tools to identify gaps in the application of the accountability systems including CFRM and design tools and training modalities aimed to address these gaps.
- Work closely with the HR department to evaluate existing HR systems and processes, and suggest recommendations for their strengthening from the accountability and safeguarding perspective;
- In close coordination with HQ-based Accountability Manager and Safeguarding Advisor, oversee development and implementation of the safeguarding framework for the CP, individual programs and PIN local partners, in compliance with international standards and norms, best practices, donor requirements, and PIN internal systems and procedures.
- Manage safeguarding risks across the CP and work closely with relevant departments and program teams on mitigating those risks using appropriate tools and approaches.
- Timely identify risks and gaps related to safeguarding of children and vulnerable adults across CP programs and mitigate them in accordance with appropriate policies and procedures (safe identification, case handling/tracking, referrals/outreach support, etc.). Provide timely inputs to the risk register.
- Work closely with Nepal-based PIN GEDSI and Protection Mainstreaming Coordinator whenever protection risks are identified or reported, and ensure synergies with PIN protection response and reporting mechanisms, and their inter-linkages with the safeguarding framework and opportunities for continuous strengthening and development of PIN’s safeguarding and protection systems.
- In line with the GEC-LNGB requirements, the post holder also serves as “Designated Safeguarding Officer” – see Annex A below. This role should be understood as an extension of this Job Description outlining in more detail the additional functions and responsibilities specific to the GEC-LNGB Safeguarding Framework, in particular its HR management structure that oversees the safeguarding agenda at the CP.
- Act of CP Focal Person for internal investigations and, together with CD, supervise CP’s compliance with the investigation guidelines and provide guidance and advice to staff tasked with participating in internal investigations;
- Under the supervision of CD, manage internal and external allegations and complaints with a potential to warrant internal investigation in line with CP policies and systems. This includes being a Focal Person handing PIN Case Register, confidential investigation folders in ELO, official CP email address for reporting, and preparation and/or analysis of investigation reports for CP and RDD management, as pertinent for each case;
- Liaise with HQ-based Accountability Manager and Safeguarding Officer on all ongoing investigations to ensure compatibility with HQ processes and strong HQ-CP cooperation;
- Lead on the development, application and management of capacity-building systems and tools for PIN and partner staff to ensure sound understanding of PIN’s accountability and safeguarding policies and mechanisms for their effective implementation on the ground, including expectations, roles and responsibilities staff at different levels play to uphold these systems;
- Ensure PIN and partner staff are familiar with PIN’s safeguarding framework developed to protect children and vulnerable adults, and other policies and protocols and follow/monitor them.
Designated Safeguarding Officer
The main tasks of the Designated Safeguarding Officer (DSO) are to support and ensure effective implementation of the PIN key policies: Code of Conduct, PSEA Policy, Child Protection and Safeguarding Policy, Risk Management Policy and other key PIN policies; provide advice, capacity building and support to PIN, partner staff and suppliers in order to enable them to proactively identify and mitigate safeguarding risks; ensure that safeguarding measures are built in PIN and partner systems and programming; ensure that reported safeguarding concerns are followed up safely, confidentially and efficiently.
Reporting Relations & Interdependencies with Other Functions
The DSO reports to the Country Director (if DSO is the Country Director, then to the Regional Director/ line manager).
DSO cooperates with (other) members of country program management and has a very close link to HR, M&E units/functions and Programs management; furthermore, he/she cooperates with HQ Safeguarding Advisor. DSO is usually also part of Safeguarding task force (either regional, programmatic or HQ one).
Duties & Responsibilities SG Capacity development
- In close cooperation with HR, deliver safeguarding (SG) induction (PIN key policies, particularly PIN Code of Conduct, Safeguarding Policy, PSEA Policy, Child-Protection Policy, Whistleblowing Policy, Complaint Response Mechanism etc.) and refresher training to PIN staff in annual basis and ensure/monitor that it is documented – that HR keeps an evidence (attendance sheets etc).
- Provide guidance and capacity development support for the local PIN partners, service providers, external contractors and Suppliers on SG, child protection and protection of vulnerable adults including elderly and people with disabilities
- Provide on-going mentoring and support to PIN and partner staff to take proactive steps to ensure that all programming activity identifies the potential risks and works to eliminate and mitigate those risks – Risk management matrix
- Develop capacity of HR to ensure safe recruitment
- Take part in development/update/review and effective usage of SG Check-list and training materials and tools
- Facilitate regular opportunities to discuss concerns about practice within teams or with other colleagues to help develop a safe working environment and an open and supportive management culture
- Ensure issuing and dissemination of SG materials (policies printouts, SG visibility materials – Zero tolerance posters, etc.)
- Ensure translation of PIN key policies and relevant materials into local language (with support of CP and HQ)
- Ensures Service Mapping and its updates
SG Procedures and systems – Whistleblowing Policy, Complaint Response Mechanism, Investigation Guidelines etc. – case handling framework
- Monitor the overall implementation of the SG policies and tools throughout the country program
- Identify and utilize opportunities to integrate SG approaches into all aspects of PIN work – cooperate with the CP senior management on building an organizational culture change and accountability
- Ensure that the SG mechanisms are in place and are subject to monitoring/review/update
- Ensure SG concerns are reported effectively in line with the CFRM and Whistleblowing policies, act as the country program referral point
- Ensure that every SG concern is followed up safely and effectively in line with the Investigation guidelines, including victim(s)/survivor(s) and alleged perpetrators support and reported to the FM as per guidelines
- Compile SG cases, , fill in Investigation logbook
- Treat and file all cases confidentially with respect to personal data protection
- Review and strengthen SG systems, risk assessments: update country program Risk Register with safeguarding issues
- Fill the SG checklist regularly and review progress related to problematic (no) parts at least quarterly.
In close cooperation with the HQ SG Advisor:
- Participate in internal as well as external audits as a country program referral point for SG
- Ensure implementation of PIN policies review/updates
- Participate in SG Corrective Action Plan preparation and implementation at country program level (if applicable)
- Participate in relevant internal and external meetings regarding safeguarding and SG platforms