Field Coordinator

Job Overview/Summary:
The Field Coordinator leads the IRC’s response efforts in Tripoli,
including all program centers, providing management
guidance to ensure efficiency, coverage and quality programming. As the IRC’s
most senior representative in the field, the Field Coordinator must bring a
senior leadership profile with a proven track record in managing emergency and
refugee programming. The successful candidate will be confident, eloquent and
organized, able to represent IRC to partners, including beneficiaries, donors
and community leaders, as well as handle sensitive, complex issues in a
diplomatic way that puts the needs of the beneficiaries first.

This includes direct management of field
level staff, finance, supply chain, logistics, procurement, administration,
safety & security, and IT, while supporting day-to-day management and
coordination of program staff. She/ He will be responsible for ensuring the effective and dynamic
running of the office, providing guidance for operations, and as well as regional coordination and representation. She/he will be reporting to the Deputy Director of Operations
and working closely with program managers to ensure that activities evolve in
line with IRC’s national and global priorities. The Field Coordinator possesses
excellent interpersonal savvy and a collaborative approach, enabling successful
partnership with operations and programs to ensure high quality delivery of
programs to our beneficiaries.

Major Responsibilities:
Management:
Chair
and lead biweekly all staff meetings amongst programs and operational
staff whereas minutes to be reported to the main office in Tunis /Tripoli for
further dissemination to concerned coordinators and deputy directors.
Manage
overall coordination of field operational budgets for the Tripoli-based
grants; liaise closely with the finance staff and grants and compliance
staff to monitor cash flow, review BVAs and track operational spending.
Coordinate
the execution and collection of operational needs assessments and
participate in proposal development processes in cooperation with Deputy
Directors and Program staff.  This should include contributing to and
reviewing budgets to ensure that they are reasonable and sufficient to
cover the operational needs of the Tripoli field office (s).
In
partnership with HR, make recommendations to the Program Coordinators,
Operational Coordinators and DDO on contract extensions, promotions and
disciplinary and grievance matters.
Ensure
that performance evaluations for all staff are conducted on time, and
review all evaluations to ensure quality and consistency; for the West program
staff, provide input to technical coordinators on performance.
Safety and Security:
In
coordination with the Safety and Security senior coordinator, ensure that
the security protocols are followed ensuring the consistent monitoring and
analysis of the security environment, and adherence by all staff to the
IRC security protocols and procedures.
Ensure
that all new staff in the field office are briefed on security procedures
and protocols
Ensure
prompt reporting of security concerns and safety/security incidents to the
Safety and Security senior coordinator and Deputy Director of Operations.
Rigorous
enforcement of security policies in the West.
Assist
the Safety and Security Team in analyzing the prevailing security
situation and in carrying out security risk assessments in the West.
Assist
in the drafting of field security management plans, local contingency
plans and other procedures as required.
Assist
the Safety and Security team to assess security training and orientation
needs
Ensure
that the IRC premises are secure at all times.
Take
the lead role at field level in Critical Incident Management and incident
reporting.

Financial Management:
Supervise
the Finance staff in accordance the field management matrix
Responsible
for the management of the field office petty cash
Oversee
all budget expenditures in the West and ensure they are allowable and
allocable according to IRC and donor regulations;
Ensure
daily cash count is being done.
Ensure
that field staff understands and adhere to IRC financial policies and
procedures
Ensure
compliance with financial policies & procedures within the field
office.
Ensure
that the finance staff are taking the required trainings to build their
capacities
Support
in preparing budgets and spending plans for the field office
Liaise
with finance as required on cash planning ensuring that the field office
has sufficient cash
Review
the monthly BVAs related to the field office and highlight any recoding if
needed

Supply Chain Management & Reporting
Supervise
the Supply Chain functions (procurement and logistics personnel)
Oversee
and monitor Supply Chain activities to ensure they are carried out in full
compliance with IRC and donor policy and procedures. Immediately notify
the SCC /DDO of any actual or suspected irregularities or non-compliance.
Provide
recommendations to the SCC/DDO for procedural or policy changes to enhance
logistics effectiveness, internal controls or cost efficiencies.
Ensure
spot-checks are done systematically, documented and reported for all IRC
assets, inventory and equipment.
Ensure
timely submission of the monthly Management Report
Lead
SC staff meetings to ensure and promote planning for and responsiveness to
program needs, improvement in understanding of policy and procedures
across the operation team and the development of a motivated and cohesive
team.
Liaise
with program staff as required, compliance issues, commitment tracking.
Coordinate
with Supply Chain Manager to ensure upkeep and general IRC facilities
management.
Supervise
stock consumable items such as Offices supplies.  

Technical Quality:
Contributes
to the development of country’s strategic direction and planning.
In
coordination with the Deputy Director(s) and Technical/Operational
Coordinators, lead on area  of operations-specific strategy
development and  operations planning
Provide
technical and/or management leadership to all support departments
operating from the field offices in accordance with best practice and IRC
policy.
Ensures
all transactions and systems in the field offices comply with country-specific
policies as well as IRC Global HR, Finance, and Supply Chain guidelines.

Grant Planning & Implementation
Anticipates,
plans and manages structural transitions associated with a gradual
expansion of the field offices and program centers.
Ensures
regular field monitoring and notification of any modifications as
required.

Staff Management and Development
Manage
and develop staff
Coach,
train, and mentor staff with the aim of strengthening their technical
capacity, exchanging knowledge within the team and providing professional
development guidance
Supervise and mentor direct-report staff, including
communicating clear expectations, setting performance objectives,
providing regular and timely performance feedback, and providing
documented semi-annual performance reviews.
Provide constructive feedback and counsel on appropriate
career paths and professional development.
Promote and monitor staff care and well-being; approve and
manage all leave requests to ensure adequate coverage.
Offer leadership support for successful adherence by staff
to IRC’s Global HR Operating Policies and Procedures.
Maintain
open and professional relations with team members, promoting a strong team
spirit and providing oversight and guidance to enable staff to perform
successfully in their positions.
Ensure
timely completion and submission of monthly timesheets, probation reviews
and annual performance reviews.

Coordination and Representation:
Take
part in external coordination meetings on behalf of IRC; represent IRC
generally with third parties including community and government liaison as
necessary.
Prepare
and circulate meeting notes and provide briefings to program staff on
coordination issues
Develops
and maintains effective coordination and long-term relationships with
external stakeholders, representing IRC positions, promoting long-term
strategy and resolving problems/conflicts.
Lead
coordination between IRC logistics, finance, programs and grant staff to
ensure timely and compliant program activities and expenditures; including
active participation in grant opening/closing and review meetings.

Key Working Relationships:

Position Reports to:  Deputy Director of Operations
Position directly supervises:  Tripoli and West  region staff.
Indirect Reporting:
 Field Program Managers
Other Internal and/or
external contacts:

Internal: Deputy Director of Programs, Program Coordinators, HR Manager,
Finance Controller, other Field Coordinators.
External:  Other external: Relevant stakeholders, both
NGO and INGO.
Minimum Qualifications:
Job Requirements:
At least 5 years’ experience working with a humanitarian/
development organization, including significant experience working at field
level in complex environments.  
Previous
substantial experience in at least two of the following fields: Human
Resources, Finance, Supply Chain, Logistics, Procurement, Administration,
Security
Familiar
with budgeting, spending plans and financial reports.
University
degree in related academic discipline
Strong
skills in people management, moderation, conflict resolution and
capacity-building
Previous
experience of managing a large team (minimum 50 staff)
Substantial
understanding or proven experience of security management in complex and
insecure environments
Interest
in humanitarian and refugee issues
Experience
in logistics, procurement, or related field. Familiarity with procurement
and rental markets in the project locations strongly desired.
Languages:
 Fluency in Arabic and high level of written and spoken English
(Ability to write clear, well-argued and high-quality reports)
INGO
experience preferred
Previous
experience in field management and coordination will be a considerable
asset
Strong
ability to prioritize work under pressure, maintain attention to detail,
and coordinate multiple tasks to meet deadlines.  
Effective
time management and organizational skills.
Excellent
interpersonal and problem-solving skills, creativity and flexibility.
Energetic, with great networking and communication skills.
Driver’s
license is required and 30% of travel is expected

        The IRC and IRC workers must adhere to
the values and principles outlined in IRC Way – Standards for Professional
Conduct.  These are Integrity, Service, and Accountability.  In
accordance with these values, the IRC operates and enforces policies on
Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti
Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating
Trafficking in Persons