Field Coordinator - Katsina at Medecins Du Monde

MAIN RESPONSIBILITIES:

The Field Coordinator is responsible for the overall management of MDM in Katsina State, Nigeria.

• Ensure the controllability of logistic, program and administrative process. Ensure the link between field and coordination, maintain the compliance of the activities and process with the coordination guidelines.
• S/he will ensure smooth implementation of the projects in Katsina State, according to projects proposal including budget monitoring of activities, coordination with other NGOs and government bodies.
• Ensure team security and safety and compliance with security regulations for the staff under her/his own responsibility. Assess continuously the humanitarian and security situation in the field and timely inform the general coordinator/coordination team

WORKING RELATIONSHIPS:

Hierarchical link: General Coordinator

Other: S/he manages directly the support and program team in Katsina. S/he gets the technical support of the country coordination team that is currently based in Abuja or Maiduguri.

ROLES:

Base Management : Katsina’s base

• Ensure adequate information flow within the different departments (program, admin / Fin, logistic)
• Oversee and coordinate the general functioning of the base, and all departments
• Create/maintain a “team spirit” within the different departments and amongst the staff

Program implementation and management

• Ensure consistency of the program’s implementation with the donor’s contracts and requirements as well as MdM Nigeria’s strategy
• Ensure the respect of the donor’s guidelines
• Ensure the respect of the MdM’s guidelines
• Ensure the implementation of the activities, in time, in budget and in consistence with the donor’s constraints
• Good planning and implementation, create tools for use by whole team, support team communication, efficiency and effectiveness with tasks
• Continuously assess the needs & propose adjustment of the programmes to the Deputy in charge of Program and the General Coordinator
• Contribute to the definition / revision of MDM Nigeria strategy by providing inputs for Katsina, draw up scenarios and proposals, and support the budget creation/revision for future/new activities in collaboration with the coordination team and relevant departments
• Discuss partnership’s opportunities and project development with the General Coordinator
• Ensure the relation and management of implementing partners

Logistics/Finance/Administration

• Ensure the compliance of all expenditure with MdM procedures and donors’ guidelines
• Ensure appropriate administrative, financial and logistical MdM systems/procedures are in place (with the support of Finance Co, HR Co and LogCo), maintained and adhered to so that all support functions are carried out effectively and efficiently
• Ensure regular communications are maintained between the different departments and act as a mediator when necessary.
• Responsible for accurate budget control and overall responsibility for financial management at the project site in line with project proposals. Review on a regular basis (at least monthly) the expenditure allocation and the forecast, in collaboration with the finance coordination team
• Ensure, in coordination with the Finance Coordinator that financial needs are well planned according to activities workplan
• Control the usage of the means in order to ensure efficiencies of the expenditure (especially, fuel, stationaries, renting)
• Control the logistics process and raise alert in case of misuse or inconsistency of the reports
• Control the asset’s inventory, vehicle usage, log books, fuel, registration book, guards documentation

Human Resource Management

• Where relevant, contribute to recruitment and selection of national staff.
• Contribute in capacity building of the staff
• Responsible for the appraisal of the staff. Carry out performance review as per MdM standard requirements and procedures. Propose and take action in case of insufficiencies of the staff.
• Responsible for the disciplinary and grievance procedures of the team under his/her line management
• Maintain good inter-team communications, engender good team dynamics, and take suitable action when problems occur.
• Support team members professionally and monitor and support stress management, including regular documented team meetings for planning and reporting purposes.
• Ensure all new team members are adequately briefed on arrival in the field and departing team members are debriefed.
• If relevant, responsible of the national Field coordinators capacity building
• Responsible for the team action plans elaboration and follow-up
• Responsible for written handing over responsibilities in case movement (between bases, leaves, end of mission)

Representation

• Carry out representation with other NGOs, UN agencies, local and national government bodies, traditional authorities, donors and other relevant parties. Validate message and feedback to the stakeholders with the coordination
• Participate on a regular basis to all relevant meetings and be collaborative and build a strong relationship with all partners working in the area.
• When relevant and with the General Coordinator approval, represent MdM to donors, authorities, NGOs and other parties as necessary.

Safety and Security Management

• Ensure team security and safety in a highly changeable and volatile security environment in collaboration with the coordination team.
• Proactively monitor the political and security situation in the project areas and update the country security and liaison officer and the General Coordinator accordingly.
• Ensure that appropriate security guidelines are developed, communicated, adhered to, and regularly reviewed with the country security and liaison officer / General Coordinator accordingly.
• Ensure timely and accurate security / incident reports are sent to the country security and liaison officer / General Coordinator.

Reporting

• Elaborate coordination report with the coordination team.
• Ensure regular contacts with General Coordinator.
• Participate to proposals & reports to donors.

The list of missions is not exhaustive and may be changed to reflect developments and specific needs.

Conditions of the job:

Position based in Katsina. Regular movement to field location.

SKILLS REQUIRED:

Training & Experience

• University degree in management or humanitarian action AND/OR relevant experience as Field/Area Coordinator
• Experience with a NGO working, preferably within the health sector.
• Previous experience of project planning and budget holding; proposal and report writing. 
• Knowledge and understanding of project management tools (Logical Framework analysis, project cycle management, objectives and indicators etc.).
• Experience of security management at the field site level.

Soft Skills

• Strong leadership skills and a supportive management style (experience managing national and expatriate staff)
• Diplomacy, negotiation and networking skills
• Ability to work under a minimum of supervision
• Willing to live and work in challenging conditions
• Reactivity, anticipation, adaptability, capacity to take initiatives
• Strong problem solving and organisational skills in day to day and crisis situations
• Ability to classify and to manage priorities

Hard skills

• IT
• Windows office package (Word, Excel, Outlook…)
• Languages       
• English: fluent (oral and written)

Because of the emergency relief nature of MDM’s work, working hours may be irregular and employees are expected to be flexible in their approach to working hours under emergency conditions.

He/she works under the supervision of the General Coordinator.