Field Coordinator, Kachin

Your Mission:

The Field Coordinator, Kachin, reports to the Deputy Director, Operations and has ultimate responsibility to oversight field office management regarding human resource, supply chain, liaison, coordination, IT and administration functions. The position is based in Myitkyina, and has a key role to serve as the primary liaison between the field office and IRC Country Office as well as counterparts and stakeholders in the field level. In managing these functions, the Field Coordinator will ensure compliance with IRC and donor policy and regulations.

Your Job Scope includes but not limited to:

The Field Coordinator will supervise Field Operations staff and will be responsible for the following tasks:

Overall

• Represent IRC with local government and donor officials and ensure IRC coordinates with relevant NGO’s, international and government agencies as well as partner relationships in the assigned area.
• Oversee implementation and compliance with IRC and donor policies for all programs support activities in the Field Offices including HR, administration, finance, supply chain and IT.
• Revise or update administrative, finance and supply chain systems as needed; make recommendations to improve efficiency and effectiveness of operational management.
• Coordinate with the relevant government authorities, UN agencies/INGOs/LNGOs and community for the smooth running of the IRC programs in the project areas.
• Meet regularly with field staff to discuss key operational issues and delays with an aim to find solutions and support program implementation.
• Conduct frequent visits to the field project areas to ensure that staff are working under safety environment. The findings and suggestions from the monitoring are to be feedback to supervisor.
• Provide strategic direction to operation team and ensure that operation staff are being trained and understand its related policies and procedure of IRC.
• Review and authorize financial documents within the authority schedule and authorize for the amounts beyond the authority of managers.
• Ensure that all field staff are trained, aware and adhere to all policies relating to Human Resources, Supply Chain, Financial and safety and security (including vehicle and transport policies).
• Prepares a monthly report on program implementation, operations, security and other issues relevant to the IRC and ensure monthly financial and logistics reports are reviewed and submitted to Country Office on time.
• As required, plan and host donor or IRC visitors in the assigned area and coordinate with mission members as needed.
• Field Coordinator is required to submit weekly context analysis report to the Senior Management Team in Yangon, if the situation requires.
• Any additional duty assigned by the supervisor.

HR & Administration

• Supervise Human Resource and Administration functions in the assigned office.
• Oversee Administration and HR management systems and processes.
• Organize field staff to collect updates/ recommendation on National Staff Personnel Policies.
• Review of staff contact list and update org chart.
• Lead the process of post-probation and mid-year & yearly performance evaluations (PME) are performed timely manner.
• Provide guidance to HR & Admin Staff/ Operation Staff that office equipment and utilities are in good operation condition and arranging for necessary and schedule repairs.
• Work closely with Admin team in country office to ensure timely receiving of travel authorizations for international staff travel.
• Oversee the ongoing maintenance and function of IRC premises.
• Ensure to get field level travel approval/ Authorization from respective authorized stakeholders.
• Ensure that field level orientation program for all new staff is developed and provide orientation to all new staff in field level.

Procurement/Logistics/IT

• Ensure transparency, accountability and best value for beneficiaries in all procurement activities.
• Work closely with Supply Chain/ Operation Staff to ensure logistics support and management are in line with IRC policy and guidelines as well as smoothly operate and productive support to program activities in the field office.
• Plan, implement and supervise key services in the general administration of the procurement process including areas of asset management, property maintenance and general supply chain.
• Ensure that Supply Chain Staff in the office maintains an updated list of major vendors, suppliers and service providers in assigned areas and program-related areas.
• Ensure that Supply Chain/ Operation Staff delivers the monthly supply chain reports with high quality and produced timely.
• Inform the Supervisor and department heads on all issues that arise related to procurement and logistics.
• Assist in developing budgets and project proposals for procurement and logistics activities.
• Manage Supply Chain staff to maintain all warehouse activities to ensure efficiency, transparency, and proper control of stock.
• Monthly monitor and or do spot checks for Asset, Program Supply Inventories, and Procurement to ensure that they are in compliance with the Supply Chain manual and standard operation procedures (SOPs).
• Timely work-out with all Program heads in the office to ensure that they plan and update their Procurement.
• Ensure that Procurement Segregation of Duty is well managed in field offices.

Safety and Security

• Act as a safety and security focal point for the project area.
• Supervise the Safety and Security Officer and cooperate to have all Safety and Security measures are in place.
• Conducting contextual analysis and risk analysis in collaboration with field staff.
• Provide recommendation on any potential risk mitigation measure to Deputy Director of Operations (DDO).
• Ensure incident reports are submitted according to IRC guidelines.
• Ensure regular review and update of the country security management plan (SMP) and make sure that all staff are being trained and aware of this plan.
• Develop evacuation & relocation plan according to your area context.
• Build network and coordination with government bodies and relevant stakeholders in the assigned area.
• Ensure all staff adhere to all policies relating to safety and security (including vehicle and transport policies.

Position Reports to : Deputy
Director of Operations
Direct Reports:  Admin & HR, Supply Chain, Finance, IT, Security & Access Officers
Key Internal Relationships: Country Extended Management Team, Program/Functional Leads, Extended Senior Management Team
Key External Relationships:  Local Stakeholders, Partner engagement, and
Field level coordination

Minimum Qualifications:

Education

• Master’s Degree in any of Business Administration, International Development, Community Development, Development Studies, Economic Planning, Rural Development, or related fields.

Experiences

• Minimum 5 years of management experience.

Competencies

• Proven staff management and team-building skills.
• Ability to work with culturally diverse national and international staff.
• Possess leadership qualities and willingness to exercise initiative.
• Willingness to participate and contribute as a team member, under challenging working and living conditions.
• Strong communication and organizational skills
• Strong human resource/logistic management skills.
• Computer skills in Microsoft Office.
• Ability to work independently in a rapidly changing professional environment.

Language

• Fluency in spoken and written English and Myanmar and report writing skills

Myanmar nationals with relevant skills sets and proven experience of working at international level are strongly encouraged.