Deputy Field Coordinator

Tasks and Responsibilities:

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, more specifically, Shelter, WASH and Food Security and Livelihoods.

• Programs: He/She coordinates 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 PUI policies and procedures. This includes the management of the MEAL department.
• Representation: He/She will participate in the technical forums (Working Groups) at local level
• Human Resources: He/She will be the direct line manager of the Project Managers in this base and will ensure that appropriate support and capacity building is brought to the senior managers of the programs.
• Logistics and Administration: He/She will oversee the logistic and administrative duties of the projects with the support of the Logistic Department
• Strategy: He/She will ensure that the programs developed are in line with PUI mandate and strategy, and will propose new interventions according to the evolution of the humanitarian situation in the region.

Specific objectives and linked activities:

1. MANAGES THE PROGRAMS DEPARTMENT OPERATIONAL AND QUALITATIVE DEVELOPMENT

• He/she guides all the Managers under his/her direct responsibility in achieving project objectives, guarantee the quality of the work done and respect reporting and implementation timelines.

 He/she provides regular updates of the Program implementation activities and performance to the Field Coordinator.

• He/She alerts the Field Coordinator in cases where delays in carrying out programmes have been identified and suggests adjustments (in terms of activities, operation area, budget, schedule etc)
• 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
• Ensure supervision and close team work between the Project Managers and his/her teams in relation to the proper implementation of activities
• Monitor that the administrative, logistics and technical procedures linked with the projects are observed by the teams
• Analyze the logistics and administrative needs for the projects as identified by the Logistician and the Administrator and ensure support services for programme implementation are operating effectively
• Support the Project Managers with the analysis of budget follow-ups
• He/She ensures that project teams’ practices respect PUI’s procedures and formats and are in compliance with the PUI’s operational policy  Support in monthly reviews of Financial Follow Up (FFU) process when requested

2. MANAGEMENT OF HUMAN RESOURCES AT PROJECT LEVEL

• He/SHe will be the direct line manager of Project Managers in the Programmes Department ;
• He/She will ensure adherence to PUI staff regulations and HR policies (Anti corruption and Policies)
• 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.
• Participate in the recruitment of Project Managers, and upon request, participate in the recruitment of other key project staff
• He/ she makes sure that technical guidelines validated at coordination level are well implemented by projects teams.
• Evaluate regularly the appraisals of the Project Managers  Organize project meetings when needed, minutes reporting, team communication and team building

3. MONITORING, EVALUATION AND REPORTING

• Submit monthly situation report to Field Coordinator and ensure proper submission of monthly reports by the Project Managers
• Support the Project Managers to develop appropriate reporting tools and submit them on a regular basis
• Under the technical supervision of the Field Coordinator, ensure effective and timely data collection related to the indicators listed in the logframes
• Report to the Area Coordinator on meetings, project activities and any other relevant information
• 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)
• Working 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 PUI technical teams and Technical coordinators and all involved external stakeholders (targeted communities, potential partners, government authorities, etc.);
• Collaborating 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

• Under the guidance of the Field Coordinator, and in coordination with the technical coordinator, he/she participates in the Working Groups on technical issues,
• He/ She liaises with partners at field level about the technical approaches developed,
• Initiating 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.

Focus on the 4 priority activities relative to the context of the mission

• Reinforce the capacity in Project Cycle Monitoring of the Project Managers
• Propose needs and gaps analysis along with field assessments, in line with Deputy Head of Mission and with the Field Coordinator
• Propose a mainstreamed MEAL strategy and planning at base level, in line with the Field Coordinator.
• Improve the overall performance of the referral system.

Team Management

Number of people to manage and their position (expatriate/local staff):

• The Deputy field Coordinator reports directly to the Field Coordinator (line manager),
• H/She works in collaboration with (not exhaustive):Shelter Coordinator, Grants Officer, other technical coordinators.
• Direct management: Shelter/WASH PM, Protection PM, Health PM, Quality Assurance Supervisor (health), MEAL M.
• Indirect management: Livelihood Team Leader, Health Information System Team Leader.