JOB SUMMARY: The Field Site Coordinator oversees the country program development in assigned Field Site and is responsible for timely and high-quality program implementation and operational support of that respective Field Site. The Field Site Coordinator provides supervision and leadership to both program and operational staff at the field site ensuring adherence to agreed work plans and reporting schedules as well as full compliance to IMC’s policies in the areas of Finance, HR, Logistics and Information Management. The Field Site Coordinator works in close coordination with Country Director, Finance, HR and Logistics senior staff, as well as technical staff to ensure that programmatic and operational strategies are implemented at the field site.
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 Management
• Coordinate at field level between sector specific program managers and technical team to ensure maximum impact of programs
• Maintain site-specific program management tools, namely but not restricted to work plans, procurement plans, HR plans and pipelines in consultation with relevant managers at field level
• Program budget management at site level – decides on budget allocations in consultation with site program focal points, guided by the technical leads
• Ensure that field site is within budget limits and projected spending
• Coordinates with the programs’ teams in monitoring site–specific accomplishments against targets developed tools
• Follow up with site level program implementation as per donor commitments – accountable for program deliverables
• Ensure all facilities in the field are well maintained and equipped
• Play a leadership role at field site level and foster a positive working environment
• Identify program development opportunities and contribute to the design of new program concepts and support of Country program development.
• Coordinates with the MEAL team in monitoring site–specific accomplishments against targets
Staff Management and Capacity Building
• Directly supervise program and operational focal points at field site level
• Contribute to knowledge increase of staff; facilitate training and knowledge exchange
• Recruit, train and supervise national staff as necessary; participate in recruitment of international staff as required
• Ensure compliance to local labor laws including working hours
• Ensure all staff in the field site know and understand IMC’s global and in-country HR policies and standards for professional conduct.
• Maintain open lines of communications with all field staff
• Ensure mutual support within the team and contribute to teambuilding
Reporting
• Facilitate and assure accurate and well documented reporting internally, to IMC HQ and to donors
• Assure that such reporting contributes to the effective management of the program and meets donor quality standards and compliance regulations
Monitoring, Evaluation, Accountability and Learning
• Overall responsibility for ensuring field site’s commitments towards donors and IMC’s requirements on Monitoring, Evaluation, Accountability and Learning (MEAL) requirements.
• Integrate MEAL into site strategies, frameworks, policies and plans for the field site.
• Include MEAL related roles and responsibilities to all staff who are working in the field site and responsible for program management and implementation.
• Direct site level management to adequately budget for MEAL activities across all grants.
• Ensures country level Community Based Feedback and Response Mechanism (CBFRM) is functioning, and adequately resourced.
• Ensures all highly sensitive complaints and feedback from the CBFRM are addressed and closed appropriately.
• Raises profile/awareness and importance of MEAL with other senior management members through routine review and briefing sessions.
Security
• Oversee security management for program at site
• Manage staff activities and movements
• Ensures application and compliance of security protocols and policies
Representation
• Along with the Field based staff and Country management team, facilitate successful donor visits and internal monitoring visits and assessments
• Serves as the point of contact during site donors’ visits and in coordinating with program stakeholders at site level
• Represent IMC and liaise with local and national authorities, UN, NGO, and donor agencies to promote IMC programs, facilitate successful coordination of activities and ensure transparency
• Ensure positive interaction and good relations with partners in the region
• Ensure maximum visibility of the agency amongst the NGO community
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.
