Response Coordinator ( Pending Funding )

Basmeh & Zeitooneh is a registered Lebanese organization, committed to serving refugees and vulnerable communities in Lebanon, through seven community centers across the country. The organization runs educational, relief, livelihoods, and protection programs, and aims to serve as an inclusive and supportive focal point for the entire community.

Basmeh & Zeitooneh has a zero-tolerance policy for sexual exploitation, abuse, child abuse, fraud, bribery, and corrupt activities.

Basmeh & Zeitooneh (B&Z) is committed to maintaining the security, confidentiality, and privacy of your personal information.

Basmeh & Zeitooneh is committed to safeguarding the well-being of children and upholding the Convention on the Rights of the Child, Basmeh & Zeitooneh maintains a zero-tolerance policy on child abuse.

Job Purpose: The Response Coordinator is responsible for overseeing the humanitarian situation in the country and coordinating emergency activities at the mission level. They will also collaborate with local and international partners to ensure a prompt and effective response to crisis incidents in Lebanon. The Response Coordinator will work under the supervision of the Country Director and will be part of the ER team.

Reports To : 

• Direct reports to Country Director Indirect reports to Emergency Program Advisor
• Close Coordination with the Operations Manager

Major Activities:

• Create a detailed work plan which identifies and sequences the activities needed to successfully complete the projects in a timely and efficient manner
• Ensure the project implementation complies with all donors/partners' procedures and regulations (procurement, financial, etc.…)
• Ensure that the project deliverables are on time, within budget, and at the required level of quality.
• Monitor the progress of the project and adjust as necessary to ensure the successful completion of the projects
• Ensure projects adhere to the relevant frameworks and all documentation is maintained appropriately
• Identify resources needed and assign individual responsibilities
• Conduct orientation sessions to properly orient the staff about the overall objectives and activities of the project
• Be the main focal point for the M&E unit and work in close collaboration with the team
• Troubleshoot project problems, identify and implement creative solutions
• Work cooperatively and effectively with others to set goals, and make decisions that enhance organizational effectiveness
• Provide administrative support as needed & prepare necessary presentation materials for meetings
• Identify opportunities for improvement and make constructive suggestions for change.
• Represent Basmeh & Zeitooneh in International Organizations’ conferences & Cluster meetings if needed
• Ensure and collaborate with other team members to produce narrative progress reports to be shared with donors.
• Collaborate with the finance unit to produce financial reports
• Ensure the needed procurement planning is accurate, and complies with the activity work plan and budget.
• Maintain timely and transparent ways of communication with the partners.
• Work closely with the Emergency Program Advisor and The Country Director to ensure that all emergency response activities are aligned with the strategic goals, objectives, and priorities set for the emergency response program. Regularly consult the advisor to adapt strategies based on emerging needs and evolving contexts.
• Maintain ongoing communication with the Emergency Program Advisor and the Country Director by providing timely updates on field operations, challenges, and successes. Prepare and submit detailed reports that highlight progress, resource needs, and areas requiring further support, ensuring the advisor is informed for decision-making and program adjustments.
• Liaise with the Emergency Program Advisor to implement capacity-building initiatives for field teams, ensuring that staff and volunteers are equipped with the necessary skills and knowledge to execute emergency response activities effectively. Seek technical guidance from the advisor to enhance the quality and impact of interventions.
• Take full ownership of all response budgets, ensuring that funds are allocated and utilized according to the approved work plan and donor guidelines. Monitor expenditure on a weekly basis to ensure all financial activities align with the project's financial plan, avoiding any overspending or underspending.
• Collaborate closely with the finance unit to prepare and submit accurate financial reports on a monthly or quarterly basis. Ensure all financial transactions are well-documented, comply with donor regulations, and that any variances are explained and adjusted in future planning.
• Coordinate with the Operations Manager to ensure regular updates on the evolving context and security situation in the field, enabling the team to adjust plans and interventions accordingly. This includes participating in security briefings, sharing context analysis, and maintaining communication channels for up-to-date information on field conditions.
• Work closely with the Operations Manager to implement and adhere to safety and security protocols for staff and participants. Ensure that all emergency response activities comply with security guidelines and adapt operations based on security assessments and real-time updates from the field.

People Management: The Emergency Response Coordinator will be responsible for managing and leading a diverse team of staff and volunteers in various emergency response activities. This includes providing guidance, support, and supervision to ensure high levels of motivation and performance. The Coordinator will conduct regular team meetings, set clear expectations, and monitor staff performance in line with organizational goals. They will ensure staff development through capacity-building initiatives and on-the-job training, fostering a collaborative and supportive work environment. The Coordinator will also handle conflict resolution, ensure team cohesion, and maintain staff welfare, ensuring that all team members are aligned with the emergency response objectives and values of the organization.

Miscellaneous: 

• The Emergency Response Coordinator will play a vital role in ensuring the efficient and effective implementation of emergency response projects. This includes the creation and management of detailed work plans, overseeing compliance with donor/partner regulations, and ensuring that project deliverables meet the required quality standards, stay within budget, and are completed on time.
• The coordinator will be responsible for continuously monitoring project progress and making adjustments as necessary to guarantee success. They will be the main point of contact for the Monitoring & Evaluation unit, and work collaboratively with cross-functional teams, including finance and procurement, to ensure smooth project operations. Furthermore, the Coordinator will conduct staff orientation sessions, provide administrative support, and troubleshoot project-related challenges, implementing creative solutions where necessary.
• In addition, the Coordinator will serve as a representative of Basmeh & Zeitooneh at international conferences and cluster meetings when needed. They will work closely with the Emergency Program Advisor and the Country Director to ensure that all emergency response activities are aligned with strategic goals. This role also includes timely reporting, collaborating on financial reports, procurement planning, and maintaining transparent communication with all relevant stakeholders, partners, and donors.
• Lastly, the Coordinator will ensure that all staff members are well-equipped and trained, implementing capacity-building initiatives in collaboration with the Emergency Program Advisor to enhance the team's technical and operational capabilities.

Objectives and Key Results:

Objective 1: Ensure Timely and Effective Implementation of Emergency Response Projects

• Key Result 1: Deliver 100% of project activities within the agreed-upon timelines for all emergency response projects.
• Key Result 2: Maintain project budget adherence, ensuring expenditures stay within 95% of the approved budget.
• Key Result 3: Achieve 90% of the project deliverables meeting quality standards as assessed by the M&E unit.

Objective 2: Enhance Coordination and Communication with Internal and External Stakeholders

• Key Result 1: Ensure bi-weekly meetings with the Emergency Program Advisor and Country Director to review project progress and challenges.
• Key Result 2: Maintain ongoing communication with local authorities, NGOs, and partners, with a minimum of two coordination meetings per month.
• Key Result 3: Submit detailed monthly progress reports to donors and partners with a 100% on-time delivery rate.

Objective 3: Build and Strengthen the Capacity of the Emergency Response Team

• Key Result 1: Conduct at least two training sessions per quarter for staff and volunteers on emergency response best practices.
• Key Result 2: Increase staff capacity by 30% through capacity-building initiatives (measured through post-training evaluations).
• Key Result 3: Achieve a 90% team satisfaction rate in terms of communication and guidance provided throughout the project.

Objective 4: Mitigate Risks and Ensure Safety in All Emergency Response Operations

• Key Result 1: Implement safety and security protocols in 100% of field operations, with zero major security incidents reported.
• Key Result 2: Maintain real-time risk assessment updates for all operations, with reports submitted every two weeks to senior management.
• Key Result 3: Achieve 100% compliance with donor and internal safety regulations during project implementation.

Delegation of Authority:

• Budget Authorization: The Emergency Response Coordinator will have the authority to approve expenditures within the limits set by the organization's financial policies and the project budget. The position will oversee the allocation and management of response budgets and ensure that spending is aligned with donor agreements and internal guidelines.
• Procurement Oversight: The Emergency Response Coordinator will have the delegated authority to initiate procurement processes for emergency response activities, including the approval of purchase requests and coordination with the procurement team. This authority will be exercised within pre-approved thresholds and in line with the organization’s procurement policies.
• Operational Decision-Making: The Emergency Response Coordinator will be empowered to make operational decisions regarding the implementation of emergency response activities, including resource allocation, staff deployment, and timeline adjustments, as long as they fall within the project scope and comply with organizational policies.
• Staff Supervision and Delegation: The Emergency Response Coordinator will have the authority to assign tasks, delegate responsibilities, and oversee the performance of field teams and response staff. This includes setting objectives, monitoring progress, and providing guidance to ensure successful project delivery.
• Partner and Stakeholder Engagement: The position will have the authority to engage with local and international partners, government authorities, and other stakeholders on behalf of the organization to ensure coordinated and effective emergency response operations.
• All decisions must align with the organization's strategic priorities and be reported regularly to senior management.

Education & Experience:

• A degree in social science, humanitarian action, or any related field that prepares for work in the humanitarian sector
• At least 5 years of experience in the humanitarian sector
• 3-4 years of experience in similar positions
• Ability to design tools and interventions suitable for emergency responses
• Strong analytical and leadership skills
• Proficiency in security analysis due to the specific nature of the position
• Experience in emergency preparedness and response.

Competencies:

Functional:

• Pursue an agile approach to project management;
• Be able to remotely provide and receive oversight using efficient, context-sensitive means of communication.
• Express efficient and purposeful work independently with limited guidance;
• Use and continually develop leadership skills;
• Express a clear and logical understanding of the displacement context;
• Prove sound computer and cloud-based, soft collaborative skills (MO, Google Suite, Accounts Tracking and Management, and internet surfing); and
• Prove sound research and relevant analytical skills.

Behavioral:

The ideal candidate is an excellent team worker and team supporter, who is able to actualize the aimed objectives with a dedicated focus on developing co-workers' skills and competencies, yet from a doing-no-harm and dispute-resolution perspective.