Field Coordinator for its Emergency Response Projects.

Job Purpose / Main Functions:

The Field Coordinator leads Tdh’s emergency response efforts in Beirut region, providing management guidance to ensure efficiency, coverage and quality programming. As Tdh’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 shall represent Tdh 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.

Duties & Responsibilities / Context  (Tasks) :

• Management:

• Chair and lead weekly all staff meetings amongst programs and operational staff
• Manage overall coordination of field operational budgets; liaise closely with the finance staff and grants to monitor cash flow, and track operational spending.
• Coordinate the execution and collection of operational needs assessments and participate in proposal development processes in cooperation with Program staff.  This should include contributing to and reviewing budgets to ensure that they are reasonable and sufficient to cover operational needs.
• In partnership with HR, make recommendations to the Program Coordinator, as well as Logistics on contracts, 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; Provide input on performance to concerned SMT members.
•  Safety and Security:
• In coordination with the Log Manager, ensure that the security protocols are followed ensuring the consistent monitoring and analysis of the security environment, and adherence by all staff to Tdh’s 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
• Ensure that premises are secure at all times.
• Take the lead role at field level in Critical Incident Management and incident reporting.
• Staff Management and Development:
• 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 Tdh’s Global Code of Conduct.
• 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.
• Financial Management:
• Responsible for the management of the field office petty cash in coordination with admin staff in Beirut.
• Oversee all budget expenditures and ensure they are allowable and allocable according to Tdh and donor regulations;
• Ensure that field staff understands and adhere to Tdh financial policies and procedures
• Ensure compliance with financial policies & procedures within the field operations.
• Support in preparing budgets for the field
• Liaise with finance as required on cash planning ensuring that the field has sufficient cash.
• Log Management & Reporting:
• Oversee and monitor Log activities to ensure they are carried out in full compliance with Tdh and donor policy and procedures.
• Provide recommendations to the Country Delegate 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 Tdh assets, inventory and equipment.
• Ensure timely submission of the Monthly Management Report
• Liaise with program staff as required, compliance issues, commitment tracking.
• Coordinate with Log Manager to ensure upkeep and general Tdh facilities management.
• Technical Quality:
• Contributes to the development of strategic direction and planning., including generating regular SITREP of the humanitarian context
• In coordination with the Country Delegate, Programs and the Technical unit, lead on area of operations specific strategy development and operations planning
• Ensures all transactions and systems in the field comply with country specific policies as well as Tdh Global guidelines.
• Grant Planning & Implementation:
• Anticipates, plans and manages structural transitions associated with a gradual expansion of projects / activities.
• Ensures regular field monitoring and notification of any modifications as required.
• Programming activities:
• Ensures that projects implemented are meeting Tdh quality standard
• Supervises and supports the Project Cycle Management of the base’s portfolio
• Ensures that Child Protection standards are in place for all projects.
• Prepares briefings, concept notes, proposal aligned with the context and brings relevant orientations for programming.
• Report to Country Delegate any challenges related to the implementation of project/activities (security, logistic, difficulties to reach target, budgeting) and proposes solutions to address the situation.
• Coordination and Representation:
• Take part in external humanitarian coordination meetings on behalf of Tdh; represent Tdh 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 Tdh’s positions, promoting long-term strategy and resolving problems/conflicts.
• Lead coordination between Tdh’s logistics, programs and grant staff to ensure timely and compliant program activities and expenditures; including active participation in grant opening/closing and review meetings.
• Organisational Policies:
• Respects the Tdh’s Global Code of Conduct (GCD), Child Safeguarding Policy (CSP), Prevention from Sexual Exploitation and Abuse Policy (PSEA) and Policy on Gender and Diversity and its principles of child protection, ensuring the policy’s implementation and prompt notification of the CSP/PSEA Focal Point with any information regarding potential breachs of the policy.
• Is aware of, abides by and promotes the practices and values set out in all other Tdh policies and procedures such as the Internal Regualtions, Standard Operating Procedures and other policies.
• Report any breach observed in the framework of this policy during his/her professional activities both as regards the proven or suspected offence and a preventive breach.
• Participate actively in weekly and monthly coordination meeting with the line managers.
• Others:
• Undertake all other duties that may be requested by the line-manager and that are compatible with the job.

Job requirements:

Academic Background: Business Related Degree, Finance, Administration. Masters degree is a plus.

Experience:

• At least 5 years’ experience working with a humanitarian/ development organization, including significant experience working at field level in complex environments.
• Previous substantial experience similar position and/or in emergency context , including Admin, Logistic and project management
• INGO experience preferred
• Interest in humanitarian and refugee issues
• Substantial understanding or proven experience of security management in complex and insecure environments

Job Related Competencies:

• Strong skills in people management, moderation, conflict resolution and capacity-building
• Previous experience of managing a large team in emergency context
• Strong ability to prioritize work under pressure, maintain attention to detail, and coordinate multiple tasks to meet deadlines. 

Organizational Competencies:

Personal, Social and Leadership Competencies (PSLC):

• Self-management
• Communication and interaction
• Teamwork
• Mission orientation
• Leadership (for Managers)

Technical and methodological competencies (TMC) :

• Respect for the institutional framework
• Innovation & Development
• Quality, Monitoring & Reporting
• Language & Computer skills: Masters language that are useful for the job: Fluency in  Arabic and high level of written and spoken English (Ability to write clear, well-argued and high-quality reports. Masters tools and application that are activity specific : Microsoft office

Management and Strategic competencies (MSC):

• Team Management, Budget management and Strategic leadership

Other Skills:

• Excellent interpersonal savvy
• Collaborative approach, enabling successful partnership with operations and programs to ensure high quality delivery of programs to our beneficiaries
• Confident, eloquent and organized
• Effective time management and organizational skills.
• Excellent interpersonal and problem-solving skills, creativity and flexibility. Energetic, with great networking and communication skills.

Reports to: Country Delegate

Location/Travel:  Beirut

Tdh Foundation, Lausanne has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries.  Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff are required to adhere to the Code of Conduct, that enshrines principles of PSEA, always (both during work hours and outside work hours).  Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff.