Field Coordinator Full Time NEW

Job Summary

The Field Coordinator is responsible for the overall management of field operations in the Amhara region, ensuring smooth monitoring, implementation and reporting of program activities and adherence to organizational policies and standards. This role involves coordinating with HR, Finance Program and Logistics managing staff, ensuring security, and representing MDM to authorities and stakeholders in the regions.

As a member of country management, the Field Coordinator works closely with the Coordination team in Addis Ababa, as well as project partners in the field locations.

This position requires extensive travelling to the project sites in North Wollo Zone of Amhara, therefore, candidate with working experience of the zone and region will be preferred.

ESSENTIAL RESPONSIBILITIES

The Field Coordinator is responsible for the overall management of field operations in the Amhara region, ensuring smooth monitoring, implementation and reporting of program activities and adherence to organizational policies and standards. This role involves coordinating with HR, Finance Program and Logistics managing staff, ensuring security, and representing MDM to authorities and stakeholders in the regions.

As a member of country management, the Field Coordinator works closely with the Coordination team in Addis Ababa, as well as project partners in the field locations.

This position requires extensive travelling to the project sites in North Wollo Zone of Amhara, therefore, candidate with working experience of the zone and region will be preferred.

Activity Description

Base Management

• Oversee the overall functioning of field bases, ensuring adequate information flow between departments and with the coordination team.
• Organize regular weekly coordination meetings to organize the work and priorities.
• Oversee and coordinate the general functioning of the base and all departments/services.
• Create/maintain a positive “team spirit” within the different departments and amongst the staff.
• Provide good working conditions for all team members.
• Support team members under direct supervision in their duties.
• Coordinate with the consortium partners on the field.

Safety and Security Management

• Routinely monitor the security situation in Amhara, and update field and coordination teams with analysis where necessary.
• Ensure program and base team comply with the MdM security protocols.
• With the support of the coordination team in Addis, create and routinely update the security package and annexes for the Amhara region.
• Ensure that all staff and visitors are briefed on the security rules, have received the security package, and that all staff and visitors are following the rules
• Ensure data collection about the safety and security in Amhara region, provide analysis, and share all needed information with the General Coordinator regularly or on an ad-hoc basis if urgent:
• Alert the General Coordinator without delay in case of impending danger or incident of teams or beneficiaries:
• Ensure timely and accurate security incident reports are written, and any resulting recommendations are carried out.
• Be an active part of the Incident Management Team in case of incidents.

Program management

• Oversee the design and implementation of activities in line with MdM policies, addressing gender, age, diversity, and minority issues
• Ensure consistency and quality of program activities, collaborating with technical coordinators to develop relevant tools.
• Conduct weekly field visits to assess and improve program quality and beneficiary access.
• Contribute to assessments and context analysis, adapting programs as needed
• Ensure proper use of budget lines and effective resource allocation for program activities.
• Work closely with the technical program unit and local partners to implement recommendations and best practices.
• Contribute to the humanitarian monitoring of the region including submission of quarterly government reports
• Ensure the implementation of the program in the field and its follow-up in its different aspects: planning and monitoring of activities, reporting, evaluation, logistics, HR, and financial.
• Ensure the coordination of all project partners, including general planning / implementing / monitoring of activities; information sharing; and reporting follow-up (including financial reporting)
• Contribute and give input for the update of MdM strategy in the Amhara region.
• Coordinate project evaluation on the base.
• Ensure organization of regular program review meetings (bi-weekly) at field level as well as with coordination team (monthly).

Technical Coordinators.

• Support the MEAL team in monitoring ongoing projects, supervising data collection process, and analyzing medical data regularly to implement corrective measures as needed.
• Ensure Program Manager coordinating regularly with technical team (MedCo, MHPSS and GBV Advisors) in coordination office to maintain coherent implementation strategy by organizing regular field visit, program review meetings.
• Ensure Program Manager provides regular support to Community Mobilizers and volunteers in overseeing community-based activities, ensuring alignment with appropriate messaging and active engagement under the guidance of the MedCo, GBV and MHPSS Advisors.
• Work with the pharmacy officer to establish procurement plans, define drug and consumable needs and share this information with medical coordinators.
• Oversee pharmacy operations, including consumption, orders, and inventory, ensuring timely delivery of drugs and consumables to health facilities.
• Ensure proper documentation and analysis of pharmacy and medical stock reports, facilitating effective communication within the medical team regarding stock needs and analysis.

Logistics/Finance/Administration

• Ensure the project activities are carried out in accordance with donor compliance and MdM procedures.
• Ensure appropriate administrative, financial and logistical MdM system/procedures are in place, 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.
• Ensure that the procurement plan (prepared by the log base in collaboration with LogCo) is consistent with the need for the project activities.
• Responsible for accurate budget control and overall responsibility for financial management at the project site in line with project proposal.
• Monitor expenditure and budget compliance on a regular basis, report any concerns to Addis Ababa coordination team
• Monitor and then develop plans to mitigate any under or over expenditure at project level.

Human Resource Management

• Responsible for the well-being of all team members.
• When relevant, contribute to recruitment and selection of staff.
• Responsible for disciplinary and grievance procedures, with the support of the Admin manager and/or HRCo.
• Maintain good inter-department communications, promote good team dynamics, and take suitable action when problems occur.
• Carry out appraisals as per MdM standard requirements and procedures.
• Ensure all new team members are adequately briefed on arrival in the field, and departing team members are debriefed and provide end-of-mission reports where applicable.
• Ensure that all team members receive technical support from technical coordinators when needed.
• Ensure capacity building and training of all staff in Amhara.

Representation

• Represent MdM to NGOs, UN agencies, regional authorities, communities, donors and other relevant parties in the field and share information with the field and coordination teams.
• Build strong relationships with humanitarian actors working in the area to identify potential synergies.
• In the event of visits from donors, he/she participates in the organization and implementation of the visits.
• Maintain smooth communication with coordination team in Addis.

Reporting

• Prepare and share monthly SITREP, interim and final donor reports.
• Provide monthly analyses of the project activities, including Moonitool, indicator performance tracking (IPT), government quarter reports and quality assessments.
• Ensure the Log, Admin and HR monthly reports are completed.
• Contribute to project proposals and lead the Amhara region inputs.

Budget Management/Financial Management

• As a budget holder for the activities assigned to you and indicated in the mission budget document, your responsibility includes planning, forecasting, spending, and/or reallocating the budget if needed. Reallocating the budget needs collaborative efforts and approval from the supervisor, Finance Coordinator, and/or General Coordinator

This list of activities is not exhaustive and may change depending on the situation.

Employment Term: 9 months contract

Reported to: General Coordinator

Required positions: 1 (One)

REQUIREMENTS:

Education

• Medical Doctor/Nurse/Midwife with experience in public health and project management
• Education in public health is an asset.
• Ability to make quick decisions according to the context in coordination with the team.

Professional experience

• At least 2 or 3 years of similar relevant professional experience (ex: field coordinator, Program Coordinator/Manager).
• At least 2 years of experience in managing and implementing integrated health interventions including Nutrition, MHPSS, and GBV.
• Solid experience of project planning and budget holding; proposal and report writing.
• Solid Experience in security management.
• Experience in HR, financial and logistics management
• Previous experience in one of MDM program sectors desirable
• Previous experience in health system strengthening is a plus
• Previous work experience in Amhara particularly in North Wollo zone will be preferred.

Skills and Qualities Required

• Knowledge and understanding of project management tools (Logical Framework analysis, project cycle management, objectives and indicators etc.).
• Capacity to work and to live in a multicultural environment
• Ability to cope with last-minute changes and solution-oriented
• Listening and diplomacy skills
• Team manager with strong leadership
• Experience in management of multi-donor budgets
• Experience in the control of purchase process

Required Personal Skills

• Independence, ability to take the initiative and responsibility
• Ability to work under stressful situations
• Good analysis, objective, able to take a step back and analyze
• Communication – listens and communicates clearly, adapting delivery to the audience
• Capacity to delegate and to supervise and coach the work
• Anticipation and adaptability,
• Strong problem-solving and organizational skills in day-to-day and crisis situations
• Ability to plan, organize and meet deadlines
• Adaptability to changing priorities
• Listening and diplomacy skills

Languages

• English and Amharic/Fluent