Deputy Field Coordinator – North

Job Overview.  

The Deputy Field Coordinator oversees the IRC’s programs’ operations in IRC area of operations. 

The Deputy Field Coordinator assists in managing the field offices and provides support to ensure timely implementation of programs in the field . Provide support in the overall leadership to the field office and line management of field operations teams. The Deputy Field Coordinator might also act on behalf of the Field Coordinator upon request.

Major Responsibilities:

Leadership

• Demonstrates IRC’s core values, vision, mission, and Program integrated assistance model by all staff in the assigned field.
• Build a team of highly committed and competent staff, ensuring cooperation and coordination among relevant staff within the field area.
• Foster an open and collaborative work environment that promotes camaraderie, capacity strengthening, and strong team spirit across the team (horizontal and vertical). 
• Mentor, coach and provide opportunities for the professional growth of direct reports.
• Create a learning environment in which staff within the assigned area regularly reflect, learn from mistakes and use lessons for personal growth and to revise work plans to improve impact.
• Ensure that staff understand and follow the IRC child safeguarding policy and that awareness-raising on child protection, response and incident reporting is occurring.
• Provide input into the field strategic programming ensuring it is tied to needs and to IRC Lebanon’s vision and existing programs.
• Address personnel issues transparently, on-time and in accordance with appropriate IRC’s policies.  

Management

• Capacity building of the Operations team.
• Day to day operations staff management (Supply Chain, Admin, Finance, IT) to ensure and support accountability, effectiveness, and efficiency.
• Chair and lead regular Operations meetings.
• Set and communicate expectations for the field operations staff. In cases of management in partnership, collaborate with peer to set expectations and clear responsibilities.  
• Collaborate with peers; Operations technical managers to set expectations and clear responsibilities.
• Support operations team in overcoming challenges through joint problem-solving and troubleshooting.
• Ensure that operations staff understand and follow the IRC Way and safeguarding policies (PSEA and child safeguarding).

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 North 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 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 Field Co of any actual or suspected irregularities or non-compliance.
• Provide recommendations to the Field Co 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.

Administration & Facilities

• Coordinate with support team and Admin coordinator to ensure upkeep and general IRC facilities management.
• Supervise stock consumable items such as office supplies.
• Work with relevant stakeholders on all facility improvement project initiatives including inclusion, renovations, and environmental projects.
• Work with the Administration and facilities unit on facilities pool related tasks.
• Support Field Coordinator in preparing spending plans for North and in new grants in coordination with the Administration and Facilities Management Coordinator.

Grant Planning & Implementation

• Support the Field Coordinator in anticipating, planning, and managing 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

• 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
• 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.

Technical Quality

• In coordination with the Deputy Director(s) and Technical/Operational Coordinators, lead on area of operations specific strategy development and  operations 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.

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
• 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:  Field Coordinator
Position directly supervises: Field Support Manager, Procurement Manager, Senior Finance Officer, IT Assistant

Other Internal and/or external contacts.

Internal:  Deputy Director- Operations, Field Program Managers, Supply Chain, Finance and IT, as well as the senior management team

Job Requirements:

• At least 5 years’ experience working with a humanitarian/ development organization, including significant experience working at field level in complex environments.  
• Previous substantial experience in at least two of the following fields: Human Resources, Finance, Supply Chain, Logistics, Procurement, Administration, Security.
• University degree in related academic discipline.
• Strong skills in people management, moderation, conflict resolution and capacity-building
• Previous experience of managing a large team.
• Substantial understanding or proven experience of security management in complex and insecure environments.
• Interest in humanitarian and refugee issues.
• Experience in logistics, procurement, or related field. Familiarity with procurement and rental markets in the project locations strongly desired.
• Languages:  Fluency in Arabic and high level of written and spoken English (Ability to write clear, well-argued and high-quality reports).
• Proficiency in French desired, but not required.
• INGO experience preferred.
• Previous experience in field management and coordination will be a considerable asset.
• Strong ability to prioritize work under pressure, maintain attention to detail, and coordinate multiple tasks to meet deadlines.  
• Effective time management and organizational skills.
• Excellent interpersonal and problem-solving skills, creativity, and flexibility. Energetic, with great networking and communication skills.
• Driver’s license is required and 30% of travel is expected.