Field Site Coordinator at International Medical Corps

Main tasks and Responsibilities

• The field coordinator is responsible for the overall management of IMC programs in Damboa, Borno State, Nigeria and ensure close collaboration between the logistic, administrative departments, program and good team spirit.
• S/he will ensure smooth implementation of the projects in Damboa LGA, 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.

Roles
Base Management:

• 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:

• Good planning and implementation, create tools for use by whole team, support team communication, efficiency and effectiveness with tasks
• Continuously assess the needs & adjust the programmes to the needs in collaboration with the Coordination team including the Deputy General Coordinator in charge of Programs
• Continuously assess the needs & adjust the programmes to the needs in collaboration with the Coordination team
• Contribute to the definition / revision of IMC Nigeria strategy by providing inputs for Damboa, draw up scenarios and proposals, and support the budget creation/revision for future/new activities in collaboration with the coordination team and relevant departments
• Contribute in defining the project needs and response including the the Emergency Response Mechanism within North East.

Logistics / Finance / Administration:

• Ensure familiarity with donor compliance issues, ensuring all projects implementation in compliance with IMC procedures and donors’ guidelines
• Ensure appropriate administrative, financial and logistical IMC systems/procedures are in place (with the support of Finance Director, HR/Admin Coordinator and Supply Chain Coordinator), maintained and adhered to so that all support functions are ca6rried 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.
• Ensure, in coordination with the Finance Coordinator that financial needs are well planned according to activities workplan.

Human Resource Management:

• Responsible for the well-being of all team members; conduct regular team building activities.
• Where relevant, contribute to recruitment and selection of national 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.
• Responsible for capacity building and training of personnel in collaboration with all technical coordinators.
• Ensure compliance to local labor laws including working hours
• Ensure all staff in the field site know and understand IMC’s global and in-country HR policies and standards for professional conduct.

Representation:

• Carry out representation with other NGOs, UN agencies, local and national government bodies, traditional authorities, donors and other relevant parties.
• 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 IMC to donors, authorities, NGOs and other parties as necessary.
• Along with the Field based staff and Country management team, facilitate successful donor visits and internal monitoring visits and assessments
• Serves as the point of contact during site donors’ visits and in coordinating with program stakeholders at site level
• Ensure positive interaction and good relations with partners in the region
• Ensure maximum visibility of the agency amongst the NGO community
• Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Monitoring, Evaluation, Accountability and Learning

• Overall responsibility for ensuring field site’s commitments towards donors and IMC’s requirements on Monitoring, Evaluation, Accountability and Learning (MEAL) requirements.
• Integrate MEAL into site strategies, frameworks, policies and plans for the field site.
• Include MEAL related roles and responsibilities to all staff who are working in the field site and responsible for program management and implementation. 
• Direct site level management to adequately budget for MEAL activities across all grants.
• Ensures country level Community Based Feedback and Response Mechanism (CBFRM) is functioning, and adequately resourced. 
• Ensures all highly sensitive complaints and feedback from the CBFRM are addressed and closed appropriately. 
• Raises profile/awareness and importance of MEAL with other senior management members through routine review and briefing sessions.

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 Coordination accordingly.
• Ensure that appropriate security guidelines are developed, communicated, adhered to, and regularly reviewed with the country security and liaison officer / General Coordination accordingly.
• Ensure timely and accurate security / incident reports are sent to the country security and liaison officer.

·         Manage staff activities and movements

Reporting:

• Elaborate coordination report with the coordination team.
• Ensure regular contacts with General Coordination.
• Participate to proposals & reports to donors.
• Facilitate and assure accurate and well documented reporting internally, to IMC HQ and to donors.
• Assure that such reporting contributes to the effective management of the program and meets donor quality standards and compliance regulations.

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

Requirements
Training & Experience:

• University Degree in Social or Political Sciences, Social Communication, Health Promotion or related studies
• A minimum of 5 years work experience.
• Desirable Degree in Project Management or HR Management
• 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.
• Familiarity with international humanitarian operation, coordination structures and the mandates of donors, UN agencies and NGO’s.
• Ability to live and work in precarious environments.
• Extremely flexible and can cope with stressful situations and frustrations.
• Skills and knowledge in program sustainability and capacity building, public private partnerships and project monitoring and evaluation (both quantitative and qualitative methods).
• Knowledge and experience of budget preparation and management and donors’ requirements.
• Profound cross-cultural awareness.
• Ability to effectively work with government, community leaders, international/national organizations, donors, partners and other IMC relationships.
• Ability to exercise sound judgment and make decisions independently following consultative processes.

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).
• Hausa or Arabic or Kanuri is an asset.

Prevention of Sexual Exploitation and Abuse

• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.

·         Code of Conduct

• As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.
• If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

·        
Safeguarding
It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment.  If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal Opportunities

• International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Compliance & Ethics:  Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.  Conducts work with the highest level of integrity.