Coordinator, Country Programs

Program Description (Background)

International Medical Corps was established in 1984 by volunteer doctors and nurses to address the critical need for medical care in war-torn Afghanistan during the Soviet occupation. Almost four decades later, we are in Afghanistan, delivering services that improve the health, livelihoods and social standing of nearly 4 million people each year. International Medical Corps operates a broad range of assistance programs for Afghanistan’s most vulnerable groups, including the internally displaced, refugees, returnees, host communities, women and children. Our main activities in Afghanistan include providing primary and secondary healthcare, training and health education, emergency response, mental health and psychosocial support (MHPSS), nutrition, protection, community empowerment, and water, sanitation and hygiene (WASH) services.

Offer is contingent on confirmed funding.

Job Description

The primary function of the Country Programs Coordinator includes overall program design, management and overseeing the implementation of the of the country program activities and provide supervision to project managers for implementation of projects’ activities to ensure quality of care is provided to beneficiaries. The Country Programs Coordinator works closely with all sector Leads and Field Site Coordinators to ensure project quality assurance and consistency of all projects across the country program. The Country Programs Coordinator will work closely with the Finance Department on program budgeting including staffing and activities, monitoring through regular review of pipelines and coordinate with budget holders and the Logistics Department the design of a procurement plan for each project being implemented. The Country Programs Coordinator will collect and analyze projects data from the M&E Department, and prepare the donors reports in coordination with the Grants department for technical review. The Program Coordinator will attend donor technical meetings, and work in coordination with the Country Director in the development, implementation and review of the Country strategic plan.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

Program Quality and Program Support
• Design program interventions in line with donor calls for proposals and based on up to date needs assessments
• Coordinate with Senior management team and grants department to write and submit new project proposals
• Ensure overall strategic direction of the program
• Planning and scheduling for various integrated project work plans and processes in close with the sector leads.
• Coordinate and monitor all IMC projects, ensuring appropriate planning tools are developed and followed
• Responsible for programs teams’ adherence to the work plan, accomplishment of targets and determination of factors affecting program implementation as well as planning and execution of action to mitigate the negative impact
• Ensure that all the programs have the detailed implementation plans, including Procurement and HR plans for the program.
• Ensure that programs are in compliance with laws; local, state, and external rules and regulation
• Assist and participate in gathering and analyzing status, issues, risks, decision tracking, as well as ensure program protocols are applied and followed in close with sector leads.
• Oversee the systematic and continuous data collection and analysis on the progress of activities over time and monitor results in terms of timeliness, quality, accuracy in line with the logical framework approaches (LFAs) best practice and project documents;
• Independently develop new processes and manage projects as budget holder if needed to facilitate delivery of the program (e.g. resource management procedures)
• Assist with quality activities, including gathering data for reports or performance indicators.
• Maintain status updates for quality and accountability work plan.
• Maintain quality and accountability tracking tools for all active projects
• Ensure coordination with logistics, finance, IT and HR to ensure optimal program implementation
• In close coordination with the Finance department, ensure proper financial, logistics and information management system and control mechanisms are in place and adhered to in line with the IMC’s global in country finance and logistics policies.
• Oversee program spending per budgets and pipelines
• Anticipate changing needs and emergencies
• Consolidates site inputs for donor reports, proposal development and relevant reports to be submitted onward to the grant’s unit
• Identify potential problems during implementation of projects, when applicable by the sub-grantees as well, and suggest necessary interventions and solutions.
• Flags concerns which may negatively affect program implementation to grants (where applicable), CD and relevant technical leads, which may negatively affect program implementation and present proposed solutions

Human Resources Management
• Support in the recruitment process of needed personnel for project to be implemented, selection and training of qualified program staff including onboarding and designing performance objectives.
• Liaises with HR and relevant technical leads to identify performance indicators for each supervisee in terms of technical and programmatic objectives
• In consultation with the HR department, recommend appropriate corrective action for staff who breaches IMC HR policies, Code of Conduct and donor regulations.

Training/Capacity Building
• Identify training needs and address the same by coordinating with relevant technical and department heads
• Ensure that newly hired staff receive the required orientation and trainings to do their job through program technical staff

Technical Analysis, Reporting and Working Relationships
• Consults with technical leads in the interpretation and analysis of collected data
• Seeks the guidance of relevant technical leads ensure that all interventions relevant to program interventions are adhering to technical standards
• Attend technical coordination meetings with the donors and consortium partners
• Ensure the MEAL findings and learning of the program are appropriately documented and disseminated at different levels.
• Assist in the coordination of detailed plans at the start of funded projects, which is consistent with program documentation (grant document and proposal)
• Ensure that the exit strategies are in place for each project, and implemented
• Maintain frequent communication with Field Site Coordinator and/or Manager to ensure program activities and objectives are communicated
• Monitor the progress of each project and assist with the identification of issues and prepare succinct presentation of this information for the weekly Senior Management team (SMT)
• Ensure and disseminate information on International Medical Corps small grant procedures, contracts, review protocols and country specific strategy.
• Ensure the compilation, review and submission of timely, compliant and consistent reporting to International Medical Corps’ requirements
• Assist the budgets’ holders in flagging significant deviation from the program implementation plan and estimated expenditures; alert relevant staff

Monitoring, Evaluation, Accountability and Learning
• Ensure new program proposals adhere to donor requirements and expectations regarding MEAL, demonstrating the country mission’s commitment to quality, accountability, and continual improvement.
• Ensure the allocation of necessary budget and human resources for implementation of MEAL activities across all grants.
• Ensure the implementation of MEAL activities in line with donors’ requirements and IMC’s minimum standards.
• Ensure formal design, implementation, training, and monitoring of community-based feedback and response mechanisms (CBFRM) to capture, monitor, respond to and act on feedback and complaints from communities.
• Ensures findings, lessons, feedback and evidences from the previous project cycles inform future program strategy, planning and design.
• Ensures partner level activities/training pertaining to MEAL are resourced.
• Ensure MEAL staff and findings are incorporated into program review and planning meetings.
• Regularly check on the complaints handling to ensure local guidelines are followed with respect to documentation, referrals, reporting pathways, and feedback loop.
• Ensure effective use and implementation of MEAL minimum standards across program management.
• Provide technical support to MEAL department while developing MEAL strategy for the country mission.
• Ensure Managers at all levels are aware of their roles and responsibilities related to CBFRM staff training and handling feedback/complaints referred by MEAL.

Representation
• Represent IMC to donor bodies, the Ministry of Health, UN agencies, other NGO’s and local authorities
• Work closely with the Local Government Units and ensure a smooth communication about our interventions
• Actively participate in relevant cluster/working group meetings
• Represent IMC in relevant bi-lateral meetings with other actors when needed
• Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the organizations Code of Conduct, ethics, values and stand-point with regard to internal and external actors.
• Coordinate with the communications department to show visibility on the program work and achievements

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Job Requirements

MINIMUM QUALIFICATIONS
• Typically, a Bachelor’s Degree in Social Science, Health or related field is preferred. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 7+ years of relevant progressive experience in humanitarian or development sector/context. NGO programs and projects experience with increasing responsibilities, including a minimum of 3 years of international work experience in an operations management role is required.
• Profound cross-cultural awareness and insight into health care issues
• Ability to exercise sound judgment and make decisions independently
• Extremely flexible, and have the ability to cope with stressful situations and frustrations
• Ability to relate to and motivate local staff effectively
• Familiarity with design and programming processes of different donors, UN agencies and NGO’s
• Ability to work collaboratively and exhibit tact, diplomacy, and resourcefulness in dealing with high level officials from donor agencies, international organizations, and other foreign and domestic government officials and partners.
• Skills and knowledge in program sustainability and capacity building, public private partnerships and project monitoring and evaluation (both quantitative and qualitative methods)
• Creativity and the ability to work with limited resources
• Team player and strong communication skills, both oral and written
• Proficient in computer applications, especially with MS Word and MS Excel, MS PowerPoint

Additional Technical or Language Requirements

English

Code of Conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report. If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons.

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Misconduct Disclosure Scheme

All offers of employment at International Medical Corps are subject to satisfactory references and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.