DEPUTY FIELD COORDINATOR

1. RESPONSABILITIES AND TASKS

Under the supervision and line management of the Field Coordinator, the Deputy Field Coordinator is responsible at base level for the direct supervision of the Programs being implemented in the Base. This includes the Shelter, WASH infrastructure, Protection, Livelihoods, Health, and Monitoring, Evaluation, Accountability and Learning (MEAL) departments. 

4. Programs: S/he coordinates with the project teams and ensures the operational and qualitative aspects of the programs are put into practice properly (monitoring of objectives, respecting due dates and budgetary provisions, quality control, synergy of the teams) according to the contractual documents and in line with PU-AMI policies and procedures;
5. MEAL: S/he coordinates with the MEAL department and ensures the implementation of the activities of this departments as well as interactions with programs and design of relevant tools.
6. Representation: S/he participates in the technical forums (Working Groups) at local level in collaboration with the Project Managers;
7. Human Resources: S/he is the direct line manager of the Project Managers (including a Quality Assurance Advisor supporting the health intervention) in Akkar base and ensures that appropriate support and capacity building is brought to the senior managers of the programs;
8. Logistics and Administration: S/he oversees the logistics and administrative duties of the projects with the support of the Logistic and Administration Departments;
9. Strategy: S/he ensures that the programs developed are in line with PU-AMI mandate and strategy, and proposes new interventions according to the evolution of the humanitarian situation in the region.

specific objective and linked activities

1. MANAGEMENT OF THE PROGRAM DEPARTMENTS OPERATIONAL AND QUALITATIVE DEVELOPMENT

4. Guide all the Managers under his/her direct responsibility in achieving project objectives, guaranteeing the quality of the work done and respecting reporting and implementation timelines;
5. Provide regular updates of the Program implementation activities and performance to the Field Coordinator;
6. Alert the Field Coordinator in cases where delays in carrying out programs have been identified and suggests adjustments (in terms of activities, operation area, budget, schedule etc...);
7. Identify, assess and analyze needs with the Project Managers and the field teams and make suggestions and recommendations to the Field Coordinator, Head of Mission and Deputy Head of Mission to improve the quality of activities;
8. Ensure supervision and close team work between the Project Managers in relation to the proper implementation of activities;
9. Create links between project managers involved in the different programs to build an integrated approach;
10. Monitor that the administrative, logistics and technical procedures linked with the projects are observed by the teams;
11. Analyze the logistics and administrative needs for the projects as identified by the Logistics Manager and the Admin & Finance Manager and ensure support services for program implementation are operating effectively;
12. Support the Project Managers with the analysis of budget follow-ups;
13. Ensure that project teams’ practices respect PU-AMI’s procedures and formats and are in compliance with the PU-AMI’s operational policy;
14. Support in monthly reviews of Financial Follow Up (FFU) process.

2. MANAGEMENT OF HUMAN RESOURCES AT PROJECT LEVEL

4. Be the direct line manager of Managers in the Program Departments;
5. Ensure adherence to PU-AMI staff regulations and HR policies (Anti-corruption and Policies);
6. Identify gaps and needs in terms of project management, and provide support and on-job training to the Project Managers in regards to budget management, report writing, monitoring and evaluation systems, representation, etc.
7. Participate in the recruitment of Project Managers, and upon request, participate in the recruitment of other key project staff;
8. Make sure that technical guidelines validated at coordination level are well implemented by projects teams;
9. Evaluate regularly the performance of the Project Managers;
10. Organize project meetings, minutes reporting, team communication and team building when needed.

3. MONITORING, EVALUATION AND REPORTING

4. Submit monthly situation report to Field Coordinator and ensure proper submission of monthly reports by the Project Managers;
5. Support the Project Managers to develop appropriate reporting tools and submit them on a regular basis;
6. Under the supervision of the Field Coordinator, and with the cooperation of the MEAL department ensure effective and timely data collection related to the indicators listed in the log frames;
7. Report to the Field Coordinator on meetings, project activities and any other relevant information;
8. Participate in the preparation of intermediate and final reports to the donors (the task will be shared with the Grants Officer and the Project Managers according to their capacities and time available);
9. Work closely with the Field Coordinator and Technical Coordinators to develop high quality funding applications that are needs-based and evidence driven and include inputs from PU-AMI technical teams and Technical Coordinators and all involved external stakeholders (targeted communities, potential partners, government authorities, etc.);
10. Collaborate with the Field Coordinator and the MEAL Coordinator to ensure the development of strong needs and impact analysis processes, including needs assessments, risks analysis, relevant SMART outcomes indicators and adequate sources of verification, and impact evaluation reports.

4. REPRESENTATION AT FIELD LEVEL IN TECHNICAL FORUMS

4. Under the direction of the Field Coordinator, represent PU-AMI in the technical working group to support project managers on specific issues;
5. Liaise with partners at field level about the technical approaches developed;
6. Initiate at field level technical discussion with other humanitarian stakeholders in order to develop technical advocacy for development and implementation of relevant technical approaches to address optimally the humanitarian needs.

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

2. PRIORITIES OF THE DEPARTMENT

4. Develop integration across all departments, with a focus on improving the referral system (in close collaboration with the protection PM) as well as the accountability framework of programs;
5. Contribute to the improvement of impact monitoring by rationalizing data-collection tools and content, and identifying key indicators to support qualitative improvement of programs;
6. Strengthen the project management capacity of top- and mid-level managers on the base, and accompany the nationalization process of the Protection Manager position.
7. Propose, in line with the Deputy Head of Mission and Field Coordinator, needs and gaps analysis along with field assessments.

QUALIFICATIONS

• Language skills: Fluent in English & Arabic. French is a plus.
• Education degree: Master degree in a field related to Project Management, international development and/or social sciences
• Work experience:

• Minimum of 3 years in the areas of program development, project management, donor reporting and grant compliance;
• Successful experience in consequent team management (at least 10 staffs).
• At least 2 years’ experience as a Humanitarian Project Manager

• Knowledge and skills: Strong Knowledge of Project Management methodology and cycle;

• Prior knowledge of the country/region an asset.

• Computer skills: Strong computer skills essential, including ability to operate Microsoft Word, Excel, Database management software, statistical packages, and GIS.

• Transversals skills:

• A strong commitment to humanitarian principles and the will to make sure beneficiaries’ needs covered as best as the resources available allow.
• Capacity to delegate and supervise the work of a multidisciplinary team;
• Strong commitment to support/develop capacity of national staff and developing second layer of leadership;
• Problem solving and leadership skills;
• Proven management ability, interpersonal skills and team player;
• Ability to work on own initiative and collaboratively as part of a diverse team and manage a varied workload;
• Proven capacity for analysing and synthesizing comprehensive information and technical data;
• Ability to write and edit reports under deadline pressure;
• Ability to guarantee effective and timely outputs;
• Selfmotivated, flexible and adaptable to the needs of the team and organization;
• General ability to resist stress;
• Important organization and rigor skills.