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Field Coordinator - Bekaa

Bekaa, LB

  • Organization: IRC - International Rescue Committee
  • Location: Bekaa, LB
  • Grade: Mid level - Mid level
  • Occupational Groups:
    • Managerial positions
  • Closing Date: Closed

The Field Coordinator leads the IRC’s response efforts in the Bekaa, 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 finance, supply chain, logistics, procurement, administration, Human Resources, 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, provide 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 main office in Beirut for further dissemination to concerned coordinators and deputy directors.
  • Manage overall coordination of field operational budgets for the Bekaa 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 operational needs of the Bekaa 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 Bekaa-based program staff, provide input to technical coordinators on performance.

Safety and Security:

  • In coordination with the Safety and Security senior manager 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 manager and Deputy Director of Operations in Beirut.
  • Rigorous enforcement of security policies in the Bekaa.
  • Assist the Beirut Safety and Security Team in analyzing the prevailing security situation and in carrying out security risk assessments in the Bekaa.
  • 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 Bekaa 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 DDO of any actual or suspected irregularities or non-compliance.
  • Provide recommendations to the 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 strategic direction and planning.
  • In coordination with the Deputy Director(s) and Technical/Operational Coordinators, lead on area  of operations specific strategy development andoperations 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 the HR 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 successfully perform in their positions.
  • Ensure timely completion and submission of monthly timesheets, probations 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:  Field Procurement Manager, Senior Logistics Officer, Field HR Officer, and Field Finance Officer

Indirect Reporting:  Field Program Managers

Other Internal and/or external contacts:

  • Internal: Deputy Director of Programs, Program Coordinators, HR Coordinator, Finance Controller, other Field Coordinators.
  • External:  Other external: Relevant stakeholders, both GO and INGO.

This vacancy is now closed.
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