Deputy Field Coordinator

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural or man-made disasters. I- Scope of responsibilities: The scope of responsibilities of the Deputy Field Coordinator is the same than the Field Coordinator, but works under his/her responsibility. The Field Coordinator delegates ad hoc some responsibilities to the Deputy Field Coordinator according to objective criteria (known by all staff in the mission) taking into consideration sustainability in the treatment of the different dossiers. The Deputy Field Coordinator is able to replace the Field Coordinator and in that case take the overall responsibility of this position. II- RESPONSIBILITIES ATTACHED TO THE FUNCTION: 1- Local representation of MSF, Humanitarian positioning and Communication: Guarantees that MSF's charter, policies and image are respected with regards to national employees, populations, authorities and partners. Is responsible for monitoring the political and humanitarian situation in the project’s region Develops contacts with national partners on a regional level (civil society, civil and military authorities, local NGOs, Ministry of Health representatives, etc.) in order to obtain all the information and agreements necessary for the integration of MSF’s programmes in the local context. Passes regular information to local partners concerning MSF’s medical activities and the principles of the organisation’s charter (impartiality, independence, neutrality, etc.). Regularly exchanges information with other humanitarian organisations and United Nations agencies present in the field. Represents MSF Switzerland with local and regional authorities and journalists visiting the region in close consultation with the Head of Mission. 2. Coordination of the medical Project: 2.1- Evaluation of the context and needs: Identifies the population’s health needs, in close collaboration with his (her) field teams. Analyses the context (environment, people/bodies involved, negotiations for access etc.) and the humanitarian issues at stake. Evaluates the risks and constraints, adapts the action plan in the event of new, unforeseen elements after consultation with the Head of Mission. Proposes exploratory missions and organises them following the Head of Mission’s approval. Sets up a data collection and epidemiological surveillance system (in agreement with the Medical Coordinator) and checks the teams’ reactivity in the event of newly identified needs. 2.2-  Drawing up and planning project: Draws up the Project’s priorities and objectives, the action plan, the chronogram and partnerships and submits them to the Capital team.  Participates in drawing up the Project and annual Action Plan. Evaluates the human resources and material required to implement the Project. Participates in drawing up the Project’s budget with the Capital team. 2.3- Project Monitoring: Steers the implementation, monitoring and evaluation of the programmes in collaboration with the team, by collecting information and comparing it with the objectives fixed. For this, is familiar with and pays regular visits to the field activities and follows the indicators selected for the Project. Informs the Capital team of the programme’s development and writes up the project’s situation report (“sitrep”) (the frequency of reporting depends on the seriousness of the situation but should be at least monthly). Passes information required for the supervision of the Project on to the Capital team and consults the HoM before taking all important decisions. Organises the Project’s institutional memory and keeps written records (and files them) on its development. 3- Witnessing: Raises the alert with the Coordination team regarding any deterioration in the humanitarian situation concerning populations in the Project’s region Documents and describes the distress of the populations affected. Analyses the consequences of political decisions or negotiations on the lives, health and dignity of endangered populations. Makes propositions to the organisation via the Capital team or the desk concerning witnessing action aiming to render the populations' distress public. 4-  Managing and guiding Teams: 4.1-  Welcoming & Coaching Teams: Is responsible for the welcome and briefing of new arrivals. Provides individual follow up for each team member: management and guidance, coaching, support, advice and evaluation. Identifies the training required by his (her) teams (international and national) Carries out the end of mission evaluation of members of his (her) teams and submits them to the Head of Mission Intervenes in the prevention and resolution of conflicts within his (her) team Provides regular reminders of the main ethics of MSF. Vouches for the conduct of MSF personnel with regard to the populations and respect for local customs and laws and the international personnel regulations.  Checks that minimum hygiene standards apply to the living conditions of the Project’s teams (water filters, use of condoms, mosquito nets, etc.) Checks that constraints linked to security and health are understood by everyone, informs the Medical Coordination of risky conduct (and respects the confidential nature of the information when it involves health issues) and the General Coordination of serious situations linked to the conduct of team members. Checks that personnel are properly integrated into the team and participate in the dynamic of the organisation. 4.2- Organising the work: Organises the work, plans activities and divides up tasks and work load between the teams whilst checking their understanding of the issues linked to the Project and theMission. Plans and leads working meetings: project progress, security, team meetings (national and expatriate personnel) Represents the field teams with the Capital team and accounts for the Project’s activities. Participates in meetings organised by the Capital team and provides feedback to the field teams. Re-transmits information and directives given by the Capital team to his (her) field team. Is responsible for the circulation of written and oral information and its confidentiality whilst adhering to rules concerning security and medical ethics. Is responsible for the Project’s library and checking that the guidelines are used by the teams. Vouches for the full transmission of information during handovers.    4.3- Human resources management: Writes up or updates job descriptions for the team before sending them on to the Capital team. Plans and anticipates personnel replacements for his (her) Project. Makes propositions to the Capital team concerning the organisation chart and the creation or closure of project posts. Identifies the people who could be orientated towards posts of responsibility and informs the Capital team about their development within the organisation. Checks that national personnel management (recruitment, contracts, internal regulations, salaries etc.) is managed in accordance with MSF Switzerland’s standards. 5- Managing material and financial resources: Vouches for the correct use of the resources put at MSF’s disposition for carrying out the project. (Assistance reaches the beneficiaries, local purchasing, stock management, use of vehicles, etc.) Supervises all the orders (medical and logistical) and the Project’s purchases. Provides monthly monitoring of the Project’s expenditure and undertakes and analyses the financial indicators with the support of theMission’s Administrator. Checks that MSF Switzerland’s standards are applied in the administrative management of the Projects. 6- Team security: Is the person responsible for the Project’s security. Evaluates the risks and threats linked to the implementation of MSF’s activities. For this, maintains an information network which allows him (her) to follow security developments. Provides continuous analysis of the situation in the field whilst encouraging the participation of the national and international team under his (her) management in this task.  In particular checks that the team knows the risks it is running. Centralises information whilst checking its coherence and makes a summary of it for feeding into the General Coordination’s reflections and facilitating their decision making. Regularly defines and updates the Project’s security policy and the measures to set up/already set up (in consultation with the teams) and submits it to the Head of Mission for approval. Checks adherence to security rules particular to the Project, and ensures that they are known and applied. Informs the Head of Mission of any individual or collective conduct that contradicts security rules. Alerts the PM without delay of all security incidents or threats which could have an impact on personnel’s security and/or MSF’s affairs, and writes up an incident report to this effect.