Field Coordinator

Role and Responsibilities    

• Safety and Security: In collaboration with the Head of Mission and with the support of the base security manager, s/he is responsible for the safety and security of the staff and mission assets, and also monitors humanitarian access constraints.
• Program: S/he is accountable for an adequate definition and an efficient implementation of the projects. S/he ensures the coordination between the Support teams (Admin, Information Management, and Logistics), the implementation teams and the coordinators in order to timely and qualitatively guarantee that the objectives and results of the projects are reached. S/he preventively identifies issues, gaps, and delays that may impede the correct implementation of the projects and proposes mitigation plans to the HoM.
• Human Resources: S/he supervises all the teams at the site, composed of national and international staff. S/he is responsible for the capacity building and the development of the staff.
• Logistical, administrative and financial support: S/he oversees the logistical, administrative and financial components of the base for the purpose of program implementation and ensures compliance with the relevant procedures, with substantive support from the Logistics Coordinator (LOGCO), the Administrative and Financial Coordinator and the HR Coordinator of the mission.
• Representation: S/he represents PU-AMI with the stakeholders of the area (such as donors, authorities, International/Local NGOs) .
• Coordination: S/he centralize and disseminates information from/to site, and consolidates the internal and external reporting activities implemented in his/her field of operations before submitting them to th head of mission.
• Assessment/ Strategy development: S/he participates in the strategy development and proposes new interventions in function of needs identified in his/her field of operations. S/he actively contributes to seek funding opportunities and leads the proposal development process at base level in close cooperation with coordination.

Specific objectives and linked activities

1- ENSURE THE SAFETY OF PROPERTY AND PEOPLE AT THE SITE

• Ensure that the safety plan for the site is up-to-date, and that everyone knows and understands it (both expatriates and nationals);
• Ensure data collection relative to the safety on his/her field of operations, provide analysis, and disseminates them to his/her immediate supervisor (Head of Mission) regularly or on an ad hoc basis if urgent;
• S/he verifies that the material and human resources means at his/her disposal are adequate to ensure optimal safety of teams, materials, and beneficiaries;
• S/he alerts his /her immediate supervisor immediately in case of impeding danger of teams or beneficiaries;
• In the event of a security incident, (regardless of whether it took place or was avoided), ensure that the information is transmitted to the Head of Mission without delay and reported upon in accordance with PU-AMI’s guidelines.

2- ENSURE THE IMPLEMENTATION OF PROGRAMS AND PROPOSE NEW INTERVENTIONS

-Project Implementation

• S/he monitors the humanitarian access by and to the populations in need in the Akkar area.
• Ensure the smooth running of ongoing programs on the site (meeting of objectives, respecting time-lines, budgetary monitoring, contractual reporting…) and report to the Head of Mission;
• S/he oversees the logistical, adminstartive, and financial components of the base for th purpose of program implementation, and ensures compliance with the relevant procedures with substantive support from the ogistics coordinator, the HR coordinator, and the admin coordinator of the mission;
• Set up a formal coordination system with the base programs coordinators, follows it up (meeting, written reports, …), and reports to HOM;
• S/he ensures proper filling of all documents produced in the context of the project(s), and ensures the availability of the verification sources mentioned in the proposals

-Strategy and project development

• S/he produces analysis of the humanitarian intervention based on gaps  analysis, monitoring of te needs, and launching needs based assessment;
• Propose new interventions and discuss them with his/her immediate supervisor;
• S/he is involved in identifying needs based on TOR (Terms of reference) and with endorsement from his/her immediate supervisor;
• When defining new operational activities, coordinate the work of the relevant technical departments and of the administrative and logistical support teams, in order to prepare complete project proposals, and in line with the donors’ formats as well as PU-AMI’s internal rules;
• Participate in the Strategy development exercise of the mission.

3- SUPERVISE TEAMS OF NATIONAL AND INTERNATIONAL STAFF AT THE SITE

• Supervise all national and international teams on the Base;
• S/he constructs the org chart of the base and has it endorsed by his/her immediate supervisor and the HR coordinator;
• S/he guides the work of the expats at the site, tracks the realization of their objectives, and leads the mid-term and final evaluation exercises;
• Participate in the hiring process, as well as in any decision related to the termination of employment contracts of all local personnel on the site;
• Ensure compliance with the Internal Human Resources Rules and code of conduct of PU-AMI at the site;
• Manages the HR and admin team of  local personnel, in particular, payroll operations, monitoring absences, constructing, updating and archiving administrative files of personnel;
• Make sure that all local employees are subject to a written evaluation at least once per contract period and per year;
• She assumes / delegates the process of integration of any new employee on the site, and ensure, in particular, that the context of program implementation, safety rules, logistical, administrative, HR and financial procedures, as well as procedures for the use of communication and transportation are explained and understood;
• S/he completes training programs for expatriets and local staff (organizational support, methodology, technical support as the case may be organization for training sessions);
• S/he prepares the job profiles of local staff under his/her immediate supervision, endorses job profiles of local staff drafted by technical managers at his/her site, and forwards them for endorsement to the human resources coordinator, and at any other potentially relevant party (depending on the position)
• Make handles the management of interpersonal conflict that arise at his/her site, and refers the matter to his/her immediate supervisor in the event that s/he is not able to resolve dispute;
• Be the guardian of the image of PU-AMI in his/her area of operation, and in that capacity ensure that the entire staff under his/her authority display behavior consistent with the values up held by the organization, and with full respect for the local culture.

4- ENSURE THE REPRESENTATION OF PU-AMI IN THE JURISDICTION COVERED BY HIS/HER SITE

• Represent the organization before local actors, whether they are official or not, and ensure that good relations are maintained with each of them, in compliance with PU-AMI’s principles of neutrality and independence;
• Attend main coordination meetings when they take place, and participate actively;
•  In the event of visits from Donors, s/he participate in the organization and implementation of the visit.

5- ENSURE REPORTING AND DISSEMINATION OF INFORMATION

• S/he oversee and is accountable for the donor reporting process managed by the deputy field coordinator;
• Send the internal and external reports to the HOM while meeting the internal deadlines for endorsement (Situation Report, incident report) and external contractual deadlines (project reports);
• Organize the two-way dissemination of information: from the site to the field coordination, and from the field coordination to the site (regular ad hoc situation reporting) ;
• Attend internal coordination meetings and participate actively.

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Mandatory requirements

• Education: MA/S or equivalent in social science programme management, international development preferred. Experience in safety management is desired.
• Professional Experience: at least 1 year in a similar field coordinator position, at least 1 year of experience in humanitarian context involving populations’ displacement, experience working with variety of donors, experience with qualitative and quantitative data collection and analysis methodologies required. Extensive training skills and experience building national building of staff capacity is desired.
• Language skills: English, French & Arabic desirable

Knowledge and skills:

• Project Management and reporting skills
• Team Management
• Ability to represent the organization, as per the recommendations of the HoM and to ensure an efficient and proactive coordination with other actors.
• Knowledge of procedures related to institutional donors (OCHA, UN agencies…), and Excellent writing skills are desired
• Software: Microsoft office pack, & GIS.

• Required personal characteristic (fitting into the team, suitability for the job and assignment)

• Ability to work independently while taking initiatives and showing sense of responsibility
• Ability to withstand pressure
• Sense of diplomacy
• Analytical skills
• Capacity to adapt and showing organizational flexibility
• Organization, rigor and ability to meet deadlines