ANNEX to Team Structure and Organisation

Each individual within the Survey organisation has defined responsibilities that enabled the survey to function safely and effectively.

In Canada

Project Director

The Project Director is responsible for all aspects of the project including outputs, financial and reporting systems, scheduling, personnel and overall quality control. Responsibilities include but are not limited to:

• Liaison with CIDA, UNMAS and SAC.
• Provide overall direction to field office.
• Prepare all project approval documents including the Management Plan and Work Plan.
• Develop a results based management strategy, monitor and report on progress, performance and quality control systems.

In Cambodia

Project Manager

The Project Manager (expatriate) is responsible directly to the Project Director (Canada) for the implementation of the programme. Key responsibilities include but are not limited to the management and close monitoring of all project-related activities.

• Provide effective leadership and co-ordination of the project
• Undertake on-going monitoring and assessment of all aspects of the project
• Oversee expenditures in accordance with the budget
• Liaison with government departments and other potential end users

Survey Manager and Assistant Survey Manager

The Survey Manager (expatriate) and his local counterpart the Assistant Survey Manager are jointly responsible to the Project Manager for planning and implementation of village-level survey operations. Their combined responsibilities include but are not limited to the management and close monitoring of all operational tasks.

• Delegation of tasks and equipment to enable efficient operations
• Pre-deployment planning and reconnaissance
• Maintenance of discipline and operational standards
• Regular field checks of completed surveys
• Ensure a high level of quality control
• Ongoing assessment of field survey staff

In the absence of the Project Manager, the Field Survey Manager will assume responsibility for the project.

In addition to the above responsibilities the Assistant Survey Manager is also responsible as follows:

• Advise Team Leaders on survey deployments
• Ensure effective team deployment
• Site reconnaissance
• Liaison with local authorities
• Ensure adequate logistical support by the Logistics Co-ordinator
• Authorize and account for survey team expenditures

Field Coordinator

The Field Coordinator provides assistance to the project as directed by the Assistant Survey Manager. In instances when teams are deployed such that two mobile field offices are required, the Field Coordinator assumes responsibility for the second mobile field location.

Team Leaders

Each team of surveyors is assigned a Team Leader (operations) and a Deputy Team Leader (support) who share responsible for the day-to-day management of survey teams. Team Leaders report to the Assistant Survey Manager. Responsibilities include:

• Tasking of survey detachments as per established operational plans
• Maintenance of discipline, safety and other procedures in accordance with SOPs
• Maintenance of discipline
• Implementation of quality assurance procedures including:
• 20% field checks of surveys completed by their team
• 100% review of survey documentation produced by their team for omitted or incomplete data
• Ensure adequate equipment and stores
• Maintain weekly logs and produce reports

Detachment Leaders and Surveyors

Detachment Leaders/Surveyors are responsible for conducting the Level One Survey throughout their assigned areas of responsibility. Surveyors and Detachment Leaders will:

• Deploy to villages throughout Cambodia as directed by the Team Leader and/or the Field Manager.
• Carry out the Level One Survey process in each assigned village using the level one survey questionnaire and according to established techniques.
• Adhere to all Level One Survey standard operating procedures.
• Take direction from and report as required to their assigned survey Team Leader.
• To the degree possible ensure the accuracy and completeness of information that is gathered and recorded through the survey process.

Field Editors (2)

• Review all questionnaires for errors and omissions prior to transfer to HQ for data entry
• Collate questionnaires according to province, district and commune and fully document all transfers of questionnaires to HQ

Quality Assurance/Quality Control Manager

The QA/QC Manager reports directly to the Field Project Manager, and is responsible for ensuring the accuracy and completeness of the survey in accordance with Survey SOP’s. The QA/AC Manager will:

• Monitor program safety and quality through the application of field checks and other appropriate measures.
• Advise project staff on technical issues and limitations
• Advise the Field Survey Manager on operational and training requirements
• Ensure that training is planned and conducted in accordance with SOPs and that this training addresses outstanding Survey needs.
• Conduct technical quality assurance of equipment and procedures

Assistant QA/QC Manager

• Preparation and planning of field checks including the pre-selection of villages, movement plan and all preliminary procedures as indicated in the quality assurance checklist.
• Interpretation and translation tasks related to village interviews and as required by the QA/QC or Project manager.
• Driving as directed by the QA/QC manager including daily maintenance of the designated vehicle and other equipment in accordance with GeoSpatial Country Operating Procedures

Logistics Coordinator

The Logistics Coordinator is responsible for ensuring all required logistical arrangements in support of field survey operations are in place. The Logistics Coordinator will:

• Arrange accommodations, meals and laundry service for survey teams
• In a cost effective and timely manner procure equipment, spare parts and supplies requisitioned by the Field Manager and Assistant Field Manager.
• Inventory control and management including accurate and timely record maintenance
• Arrange service contracts (fuel, vehicle maintenance etc.) in support of field survey operations.
• Prepare projected monthly field operational budgets for approval by the Field Manager.

Database Manager

The Database Manager reports to the Project Manager and works to ensure the effective design and functioning of an information storage, analysis and retrieval system specifically tailored to meet the needs of Cambodia with respect to the utilization of Level One Survey mine/UXO data. The database manager will:

• Design the database application and modify as necessary
• Manage a staff of data input and output operators
• Ensure quality assurance and control of data input and inform the QA/QC Manager and the Field Survey Manager of problems in a timely fashion
• Ensure database security (copies of original data adequately stored and copies transferred to a safe location other than HQ on a regular basis)
• Build capacity as required to enable use of the L1S database by the national mine action authority
• Build capacity to produce soft and hard copies of data as requested by users organisations as authorized by the Field Project Manager

Data Entry Officers (3)

• Ensure a report has been supplied for each village within a district before data entry begins
• Enter data using customized application
• Generate all required data records and cover sheets for archived hard copies of village files
• Scan all village questionnaires and supporting documentation as backup archive of all data collected.
• Maintain system of currently active and archived files

GIS Operator

• Scan base maps and geo-reference as necessary
• Scan village and area sketches
• Digitise suspected area polygons including buffer zones and benchmarks
• Produce standard and custom maps and overlays

Database Operator (seconded from CMAA)

• Deliver public database presentations including overview of project data gathering and QA/QA procedures.
• Produce standardized thematic maps and statistical reports for distribution to other organisations
• Respond to specific queries and/or requests from other organisations
• Assist in ensuring a high level of data quality

Finance Officer

• Report to the Field Project Manager in terms of all requested, estimated and actual budget expenditures
• Ensure cost control measures are in place and internal audits available on request

Office Manager

• Work in co-operation with all other managers to ensure that administrative matters are dealt as necessary to facilitate the smooth running of the programme. The Office Manager coordinates the work of a team of support staff who together:
• Answer telephone calls and receive/direct visitors
• Ensure international travel arrangements, visas and other documentation are in obtained and in order.
• Maintain employment records related to all National and International Staff
• Administer staff benefits and insurance programmes
• Translate documents and interpret for English-speaking staff as necessary
• Ensure a clean, efficient and secure work space is maintained at all times

In carrying out these tasks the Office Manager has the assistance of the following staff:

• Administrative Assistant (1)
• Driver/Interpreters (2)
• Household Staff (2)
• Guards (3)