Senior Coordinator

The Senior Coordinator ensures the successful implementation, monitoring, and evaluation of a broad range of activities under many projects, and provides guidance and structure to the execution of projects.

In particular, the Senior Coordinator shall ensure that the expected results under all the ongoing projects are achieved as per the projects’ contracts and guidelines (management, implementation, procurement, financial, human resources, etc.).

Many tools may be used to ensure harmony and global tracking of projects’ progress and deliverables such as the Indicator Tracking Table (ITT), logframes, progress narrative reports, and weekly/monthly meetings with all the departments that are involved in project implementation.

Standards and Policies across departments

The Senior Coordinator implements and consolidates best practices and processes within the organization.

In particular, the Senior Coordinator shall standardize the headquarters processes across all departments and services, in order to ensure that all the policies, tools, and processes are standardized across both offices.

The Senior Coordinator provides consistent project management guidance, methods, systems, tools, and metrics for consistent project outcomes throughout the organization. This maintains consistency between Project Coordinators and heads of departments working on different projects, across different departments.

Responsibilities and Duties:

1. All Departments
   • Monitor the quality and timeframe of all the activities conducted by all departments.  
   • Ensure that all the departments are operating in line with relevant internal SoPs
   • Ensure that data entry is successfully completed among all departments as per the SoPs.
   • Facilitate the drafting of SoPs that are not put in writing.
   • Communicate relevant project information and updates to all team members as well as updates and training opportunities received from partners and other stakeholders.

2. Management Department (Reporting focal points: Management team)

• Assess the performance and monitor the work of other Project Coordinators, Head of SWs’ Department, and Referral Focal points (hereinafter referred to as management team).
• Submit monthly reports to the COO on the findings of 2.1.
• Conduct weekly meetings with the management team to discuss progress and challenges
• Conduct monthly/quarterly meetings targeting the management team in Tripoli and Beirut offices
• Support the management team in the implementation of the projects.
• Closely coordinate with the COO to develop one ITT for all 2022-2023 targets
• Ensure that the projects’ targets and sessions are achieved as planned.
• Closely coordinate with the COO, Finance Manager, and Data Analyst on a weekly basis to discuss the targets and allocation of beneficiaries per project.
• Ensure that the projects’ services are provided in a quality and timely manner.
• Ensure that the tasks related to the means of verification (i.e., BIQs/CIQs, Resilience forms, pre- and post-clinical tests, etc.) are properly conducted as per the projects’ log-frames.
• Address the challenges faced by the management team and replicate best practices

3. Social Workers’ Department (Reporting focal points: Head of SWs Department (Rouba))

Coordinate with the Head of SWs’ Department and other Project Coordinators to:

• Harmonize the SWs’ work at Restart Beirut office to ensure it’s aligned with the headquarters’ practices
• Together with the head of SW department, ensure that Case management is conducted according to Restart Center’s SoPs and that all the templates are properly completed (with a special focus on follow-up, filing, and external referrals)
• Track the Mental Health and Community-based Program’s targets and ensure fair distribution of cases/tasks among the social workers (in close coordination with the Head of SWs Department).
• Ensure that SWs are inserting all the data into Restart’s software system as per the SoPs.
• Offer creative ideas to the CBS team to ensure that this program can be conducted on a community-based level targeting affected populations and can achieve the desired impact.
• Enhance coordination between the social workers and other departments (management, nursing, administrative/secretariat, data entry/management, clinical departments).
• Assess on monthly basis Restart waiting list and develop an action plan accordingly

4. Clinical Department (Reporting focal points: Head of clinical operations (Carmen))
   •  Harmonize clinical operations with the headquarters to ensure they’re aligned with Tripoli practices.
   •  Coordinate with the Head of clinical operations to ensure that all the MHPSS sessions (Specialized Mental health and non-specialized CBS) are provided in a timely manner and in line with the beneficiaries’ clinical treatment plans.
   •  Share with the Head of clinical operations the total number of sessions that should be conducted per year and track the progress on a monthly basis (through ITT tracking).
   •  Ensure that specialists are designing, implementing, and ending treatment plans as per the developed SoPs.
   •  Facilitate monthly/quarterly coordination meetings between the clinical department and other departments (particularly the SWs Department, management department, etc.).
   •  Address the challenges faced by the clinical department and replicate best practices.
   •  Ensure that specialists are inserting all the data into Restart’s software system as per the SoPs.

5. Nursing Department (Reporting focal points: Head of nursing Department (Marianne) and Senior Nurse (Nadine))

• Harmonize medical operations to ensure they’re aligned with Tripoli practices.
• Ensure that the medical team is adopting the medical SoPs.
• Facilitate weekly meetings between the nursing department in Beirut and the Head of the nursing department in Tripoli to discuss progress and address challenges.
• Facilitate monthly meetings between the nursing department and Restart’s doctors (i.e., psychiatrists, neurologists, etc.).
• Facilitate monthly meetings between the nursing department and other departments at Restart Center (SWs, management, administrative/secretariat, data management, procurement and stock management, etc.).
• Ensure that visits from Tripoli to Beirut (and vice versa) are conducted between the medical staff at least once per month to harmonize the work across both offices
• Ensure that the stock of medications is properly managed and the procurement of medications is conducted in a timely manner and as per Restart’s procurement policies and needs.
• Assess the performance of the nurses/pharmacists in order to ensure the quality of work and prevent medical errors.
• Ensure that the nursing department is capable to submit accurate data for reporting purposes.
• Ensure that the nursing department is reporting to relevant coordinators and the data entry and management department on patients who are solely under medical treatment
• Ensure that the nursing department is inserting all the data into Restart’s software system as per the SoPs.

6. Administrative Department (including secretariat)

• Ensure that secretaries are properly using Restart Center’s software system to book appointments
• Ensure that secretaries and other administrative staff are strictly respecting confidentiality and treating beneficiaries with dignity as per Restart’s code of conduct.
• Ensure that secretaries and other admin staff are operating in harmony with Tripoli office.
• Ensure that secretaries and admin staff are using beneficiaries’ IDs and working in harmony with the data management department.
• Ensure that secretaries are providing accurate data and allocating beneficiaries to the right projects.
• Support the admin staff to minimize errors
• Support secretaries and admin staff in fulfilling their tasks in line with relevant SoPs
• Ensure that Secretaries can properly explain their work to donors and other visitors
• Involve secretaries and admin staff in staff monthly meetings.
• Support secretaries and admin staff through daily visits to their office
• Address the challenges faced by the admin department and replicate best practices.

7. Procurement and Stock Management Department

• Ensure that all the operations under this department are supervised by the head of the procurement department
• Ensure that all purchase requests are shared with the procurement unit in a timely manner along with the respective budget.
• Facilitate the planning of the procurement unit based on an assessment of the needs across all projects.  
• Support the team to minimize procurement errors and stock-related challenges

8. Financial Department

• Ensure that all the financial operations are supervised by the relevant finance officers
• Review all the documents submitted to the financial department for clearance
• Meet with the financial team on a monthly basis to track progress versus expenses, and prevent overspending or underspending.

9. Human Resources’ Department

• Flag to the HR manager and COO any staff challenges or important incidents
• Offer recommendations aiming to enhance the working environment
• Coordinate with the HR manager to ensure that Restart’s organizational culture is entrenched among all staff
• Ensure that Restart’s policies are put into practice

10. Data Entry and Management Department

• Ensure that data provided for reporting purposes is accurate and verified
• Ensure monthly meetings with the head of the data management department
• Ensure that all the means of verification under all the project’s logframes are conducted as described.
• Ensure that the Data Entry team and Data Analyst are working in line with the Policy on the protection of Personal Data of Persons of Concern to UNHCR, the Guidance on the protection of personal data of persons of concern to UNHCR as well as Annex C on Data Protection.

11. Other security and cleaning staff
    • Ensure that the internal SoPs are enforced in Beirut Office.

12. Coordination with donors and other stakeholders

• Attend the UNHCR health working group and MHPSS TF meetings
• Develop Quarterly, Interim, and Final reports and share them with the donors. In particular, The Senior Coordinator will be in charge of drafting mid-year and final narrative reports under the DUCTH/UNHCR-funded projects and contribute to drafting other reports.
• Closely Coordinate with external experts and organizations, hospitals, PHCCs, and other institutions sub-contracted with Restart under its Project Partnership Agreement.
• Develop referral strategies with all concerned stakeholders (including health, mental health, and other actors operating under different sectors).
• Actively participate in the monthly sectors working group and MHPSS TF meetings to
• exchange experiences and explore solutions to existing needs.
• Develop sub-agreements between Restart and different stakeholders in line with Project activities (Consultants, universities, other organizations)
• Assist the grant developer in designing and developing the Project Description including the Work plan and Logical framework of the UNHCR funded project and other programs.
• Manage service users’ complaints (review complaints and address responses)