Organization: IRC – International Rescue Committee
Location: Maban
Grade: Mid level – Mid level
Occupational Groups:
Managerial positions
Closing Date:
Requisition ID: req52021
Job Title: Field Coordinator
Sector: Operations
Employment Category: Fixed Term
Employment Type: Full-Time
Open to Expatriates: Yes
Location: Maban, South Sudan
Work Arrangement: In-person
Job Description
The Field Coordinator is responsible for handling the overall management of the IRC field office(s) and all program implementation in the Maban Field Office. The position holder serves as the official IRC representative in the field office, upholding the mission, mandate, and policies of IRC. The Field Coordinator in Maban leads IRC’s response in the Field Office and is responsible for supporting and coordinating timely and high-quality program implementation, with a specific focus in ensuring effective functionality of all the support functions of the program. The Field Coordinator supports the operations and program teams in the field site, ensuring that the Deputy Director of Operations is kept abreast of issues regarding adherence to agreed work plans and reporting schedules as well as full compliance to IRC’s policies in the areas of Finance, HR, Supply Chain, Security, ICT. The Field Coordinator will ensure that IRC Maban Office is effectively represented in all coordination events, as well as oversee day to day management of Staff Safety and Security during all phases of field operations. The Field Coordinator works in close coordination with the Program Managers to ensure that operational and program strategies are implemented in the field site. The Field Coordinator reports directly to the Deputy Director Operation and will be responsible for the following:
Responsibilities and Tasks
General Program Implementation, Administration and Support
•Implement programs reflecting the spirit of IRC’S mission statement.
•Oversee the management of grants including the timely implementation of planned activities and appropriate expenditure of funds.
•Continually and vigorously search for new program ideas and activities.
•Assist each program manager with technical advice and support and travel regularly to the other program sites.
•Assist in writing project proposal narratives and budgets.
•Oversee day-to-day implementation of all programs in the field site, providing constructive supervision to the program managers to implement, monitor, and evaluate work plans as agreed with the Deputy Director of Programs and Technical Coordinators.
•Oversee spending and targets set in project tools, including work plans, spending plans, and procurement plans, ensuring collaboration and coordination with Supply Chain, Human Resources, and IT departments.
•Chair the monthly Budget versus Actuals (BvA) meetings at field level with the field Finance Lead, and in collaboration with sector Technical Coordinators to address any over/under expenditure issues through jointly developed corrective plans.
•Support integration across programs, facilitating regular coordination meetings and promoting active collaboration across sectors.
•Work closely with program managers to implement IRC’s client responsiveness initiative. Act as the focal person at field site for managing IRC’s client feedback register. Actively participate in grant and Exemplar meetings in the region, sharing support needs with the operations and program teams in Juba.
•In close collaboration with Technical Coordinators, support the field-based team in proposal development efforts, including assessments, program design, and budgeting. Providing review for both Program and Operations inputs.
•Ensure key support needs for the field site are budgeted in new proposals and contribute to and review budgets to ensure that they are reasonable and sufficient to cover operational needs of the field office.
Policy Implementation
•Ensure the event and consistent implementation of IRC South Sudan policies, manuals, and procedures.
•Ensure IRC WAY and the organization policies implemented accurately, and employees are aware of the how-to raise concerns.
•Make recommendations for policy revision.
•Maintain local policies, especially regarding security and national staff personnel administration.
Supply Chain
•Ensure the maintenance of a system for supervising and identifying all IRC assets.
•Ensure that all contracts with suppliers and vendors are legal and protect IRC to the fullest extent possible.
•Overseeing the field office SC department and the functioning of supply chain including procurement – planning, purchasing of goods and services, their transport and storage,
•Ensure organization, planning, and maintenance of the fleet and equipment, and the functioning of the means of communication appropriate at the field office.
•Ensuring the proper set up / rehabilitation / running of base premises (office / guest house).
Human Resource Management
•Supervising and motivating direct reports, follow up their performance, providing mentoring, to ensure staff development, and enable high performance.
•Provide counseling and support in the resolution of employee relations problems. Take disciplinary action within IRC’s personnel policies when vital.
•Participate in the selection of new staff. Including: interviewing, skill assessment, general information on working and living conditions, and security briefings.
•Conduct a biannual review of all staff. Include overall performance and achievement, identifying areas for individual or group training.
•Delegate program duties in a responsible manner. Provide leadership; promote professional working relationships, and inspiring staff members to lead their staff and programs within budget and goals.
Place an active strategy for delegating management responsibility among IRC staff.
•Maintain a system for regular staff evaluation, and standard procedures for new position posting, interviewing, and applicant selection.
Security, Health, and Safety
•Monitor all staff in the field sites to know and understand IRC‘s security regulations;
•Document and address breaches of policy and disciplinary issues in coordination with DDO;
•Monitor the security situation, attend security meetings, and inform the Humanitarian Access & Security Coordinator, DDO and SMT where appropriate, of developments through submission of accurate weekly and –where needed- ad-hoc security and incident reports.
•Participate in the review and update of the Country Security Management Plan, ensuring that the Security Risk Assessments are updated.
•Assist the Humanitarian Access & Security Coordinator in developing field specific Contingency Plans, Medevac, Evacuation Plans and SOPs
•Develop and implement security policies addressing local conditions and maintain an evacuation plan which is familiar to local staff and headquarters.
•Coordinate security planning and systems with the UN, local authorities.
•Conduct regular discussions to identify and resolve approaches to address staff’s stress levels and sense of security.
•Develop strict local vehicle safety policies and assure that they are consistently implemented.
•Monitor security situations and produce security status reports.
•Report in a timely and detailed way on all health problems, security developments, or criminal incidents to IRC staff or property.
•Assure that accurate channels of communication are maintained and respected. Regularly collaborate with the concerned body on all matters of significance to the program, staff, and regional affairs.
•Write monthly reports on programs, administrative, finance, and logistics matters.
Financial Management
•Financial and administrative oversight of the field office, including approving cash expenditures, maintain operations with the operating budget, approving payroll, travel expenses, office matters.
•Field office compliance with contract and donor guidelines and requirements.
Timeliness and completeness of Filed Office financial reports.
Representation
•Represent the IRC with local government authorities (administrative, sectoral and security officials), non-state actors, beneficiaries, communities, UN agencies, NGOs, and donors at the field site level. Engage and or delegate to program staff for sector representation as appropriate.
•Upon request by the Senior Management Team, organize and facilitate field visits for stakeholders interested in IRC’s response.
•Coordinate IRC activities with relevant officials and other humanitarian agencies.
•Develop regular reports to keep partners and stakeholders informed of IRC’s activities.
•Build and maintain a positive working relationship with local government, and staff.
•Meet regularly with local authorities, RRC, UNHCR, and other INGOs, NGOs, and UN agencies to foster goodwill and support for all program activities.
•Actively pursue coordination and working relationships with other NGOs and partners.
Strategic Planning
•Initiate and develop an Annual strategic plan for the Field Location.
•Develop area focused operational plan to support the program activities and scale up programming,
Field Management
•Coordinate the day-to-day implementation of all constructions in the field site, by providing constructive support to the Supply Chain, to maintain quality and adherence to SOPs.
•In close collaboration with the Program Managers, Supply Chain and Finance Officers, review the operations master budget, to include key operational activities and assets within donor requirements.
•Review the development of budgets for program proposals in conjunction with the grants and finance departments.
•Review appropriate M&E activities are carried out regularly by operations staff in all sectors (data collection & analysis, monitoring of progress against established work plans and BoQs), maintaining quality.
•In close collaboration with the Country M&E coordinator, initiate the process of identifying gaps in M & E systems and make recommendations for improvements.
•Monitor that all project activities are consistent with established best practices and IRC’s Program Framework principles.
•Monitor all staff in the field site to know and understand IRCs Global and in-country HR Policies and the IRC Way Standards for Professional Conduct.
•Initiate, document and address breaches of policy and disciplinary issues in coordination with the Deputy Director HR in a professional manner and in line with the letter and spirit of the relevant policy.
•Supervise all operations staff at the field sites in performing their duties efficiently and in a timely manner.
•Monitor the achievement of staff Performance Management agreements.
Key Working Relationships:
Position Reports to: Deputy Director Operations
Position directly supervises: Program and Operations Leads
Job Requirements:
Education
•Graduate degree in Development Studies, International Relations or similar.
•Good working knowledge of communications systems (satellite communications, VHF and HF radio) preferred.
•Good working knowledge of computer software: MS Word, Excel & email applications required.
Experience
•At least 5 years’ experience of coordinating multi-sectorial humanitarian relief or development projects in Africa or similar context preferred.
•Knowledge of and experience in working with and coordinating with international and national partner organizations.
•Experience of working in complex emergency settings supporting construction of health facilities, staff housing as well as water and sanitation infrastructure in emergency or refugee settings.
•Experience managing UNHCR, DFID, OFDA, HPF, SIDA funded project an added advantage.
•Excellent written and oral communication skills.
•Excellent organization skills with demonstrated ability to manage large amounts of information and prioritize work.
•Good security management skills
Skills and competencies:
•Proven leadership, program management, mentorship and staff development, planning, analytical, interpersonal, and communication skills
•Ability to listen, understand and realize clients’ ideas and viewpoints when facilitating sessions with Survivors, host communities and other stakeholders.
•Demonstrable facilitation skills by guiding discussions and encouraging others to freely express their views and actively participate in the decision-making process.
•Demonstrate inclusiveness when making staffing decisions and working with clients, partners, and colleagues from diverse backgrounds.
•Competency in writing progress and donor reports and proposals; familiarity with UNHCR, ECHO and SV desirable
•Excellent communication and analytical skills and ability to present ideas effectively, in both oral and written form.
•Ability to communicate sensitively and without judgment, good diplomatic and persuasion skills.
•Ability to use good judgment when making decisions and to take accountability for decisions made.
•Emotional maturity and stability to resolve conflicts in non-violent way and maintain appropriate boundaries.
•Good interpersonal skills including ability to gain trust and build relationships.
•Ability to handle multiple tasks, proven self-initiative and problem-solving abilities.
•High standard of spoken and written English.
•Good computer skills including Microsoft Excel, Access, Word, Outlook, and Power Point.
•Be able to work in a stressful setting and adapt quickly to changing environments; and willingness to travel to program sites
Working environment:
Security level: Yellow. The situation in the country is generally calm but can be tense and unpredictable; concerns include criminality, presence of armed troops, and looting.
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