Field Coordinator Full Time NEW

Summary of Position

Reporting to the Program Director-Implementation, the Field Coordinator provides strategic and operational leadership for the overall technical and programmatic interventions being implemented in the region, zones and woredas where ACF operates. Specifically, s/he is responsible for program management and reporting ensuring efficiency in timeliness and quality completion of activities, overseeing the overall admin, support and finance functions, engagement at local level for influencing policy and funding and ensuring the compliance of all field activities and office operation vis a viz ACF, donors and GOE procedures and guidelines.

Purpose

Under the direct supervision of the Program Director- Implementation and with the support of the Head of Department at the Capital Office, the Field Coordinator will be responsible for the overall management of the programs and support functions of the base. H/she will be responsible for effective implementation of the project activities, budget utilization and compliance, project monitoring and evaluation. S/he is responsible for the security of the base through a continuous strategic analysis of the security and humanitarian contexts in the base area.

Engagement

The Field Coordinator will work closely with other departments in the base and capital teams internally. Externally, the FC is expected to build relationships with other organizations UN, NGOs at the field and regional level, local government officials, and community leaders in the program implementation area.

Delivery

The Field Coordinator will support the timely task delivery and accomplishment with attention to the quality as per Standard Operating Procedures. The role is expected to execute projects consistent with program objectives through engagement with counterparts and building a reputation for quality design and reliable delivery in line with donor rules, regulations, and standards

Essential Job Duties

Program Management and Reporting

• Ensure robust coordination in program implementation, monitoring, evaluation and reporting.
• Develop annual plans including program work-plan, procurement and budget in accordance with overall ACF US and program/s strategy and objectives
• Provide on-going managerial support to the Senior Program Manager to effectively support his/her field technical team.
• Ensure effective and efficient program implementation.
• Oversee the coordination of various surveys and donor visits at base level.
• Strengthen inter-departmental collaboration by facilitating regular staff meetings.
• Be responsible for all projects at base level ensuring full execution on scope, time and budget
• Be responsible for growth and diversification of the portfolio at base level
• Mobilize and coordinate support from capital office for quality standardization, monitoring and implementation.
• Lead accurate, quality and timely reporting to ACF US, GoE and others as necessary stakeholders
• In collaboration with his SPM, participate in project proposal development and strategic programming by providing concept notes, beneficiary information, and generic data about the intervention areas

Operations Management

• Coordinate solid integration of support services (finance, logistics, administration and human resources).
• Ensure consistent implementation of the ACF policies, manuals and procedures.
• Ensure robust contractual management in line with ACF and donor Regulations.
• Provide strategic leadership in conflict management and problem solving at base level.
• Ensure effective and efficient management of field-based human, materials and financial resources.
• Own ACF US procedures in the respective base office; oversee base office logistics and administration; ensure strong “dotted line” linkages between base office and capital technical, finance and operations staff
• Supervise base office staff providing clear job descriptions, annual performance plans, ongoing support and feedback, capacity building, and annual performance evaluations

Representation and Communications

• Represent ACF at base level and uphold its mission
• Fully engage with donors, government and other partners at base level.
• Actively attend at different forum at base level and update key issues to line manager.
• Ensure successful donors’ reception and field visits in collaboration with the Country Director, PDQ and PDI

Access and Safety management

• Ensure the field team is closely informed about the country’s situation, social and political environment, the evolution of the context, and other relevant and non-confidential internal development.
• Develop and implement local security policies.
• Maintain hibernation, relocation and evacuation plan.
• Coordinate access and safety training to staff.
• Identify and follow up on local security level and regularly revise field Safety and Security Management plan and alert the SMT pro-actively on imminent risks and threats and suggest a plan of action/ impact on operations in the base.

Financial and grants management

• Financial and administrative oversight of the field office.
• Approve cash expenditure; maintain operations level with operating budget.
• Ensure field office compliance with contract and donor guidelines and requirements.
• Manage financial risks at base level
• Serve as a signatory of the base office on financial transactions based on the approval limit set and coordinate bases office monthly budget, advance and liquidation between program and admin/finance staff and contribute to base office standard operating procedures development.
• Ensure the utilization of allocated budget in a timely manner to ensure accurate and effective use of funds in compliance with Action Against Hunger and donor regulations
• Carry out grants monitoring through grant opening, interim review and grant closing meetings
• Accountable for budget (Planning, utilization and follow-up) and procurement at base level

Compliance

• Ensure base office compliance with GoE, donor and ACF US rules, regulations and procedures; and facilitate internal and external audit activities where required
• Support base-level monitoring, evaluation and learning (MEL) activities including standardizing and rolling up indicators, data collection, supportive supervision tools, and regular data quality assessments of base-level implementation
• Timely flag up issues to PI Director and other responsible capital office staff for timely support and intervention

Supervisory Responsibilities

• Directly manage program and operation team
• Ensure positive team spirit and intervene/ mediate in case of disputes
• Ensure regular and timely appraisals

Gender Equality Commitments

• Foster an environment that supports values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion. race, color, ancestry, national origin, age, or marital status.
• Value and respect in all cultures.

Sexual Exploitation and Abuse (SEA)

• Beware of minimum operating standards of SEA
• Protect and prevent others from SEA.
• Report SEA.
• Strictly adhere and respect Action Against Hunger child protection and SEA policies.

Safeguarding Commitments

• Action Against Hunger has a zero tolerance to child safeguarding violation and SEA. Our selection process includes rigorous reference and background checks. Successful applicants will be expected to sign up and carry out their duties in accordance with our Child Safeguarding and PSEA policies.

Fiscal Responsibility

• Budget follow-up (BFU) regularly and ensure the utilization of allocated budget in a timely manner to ensure accurate and effective use of funds in compliance with Action Against Hunger and donor regulations.

Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions, Travel and Environment

• The duties of the job require regular job attendance of at least five days per week. Must be available to work outside normal office hours or at the weekends as required.
• Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.

Required Qualifications and Professional Experience

• Masters degree in public health, development studies and humanitarian related field with 7 years experience and Bachelor degree in public health, development studies and humanitarian related field and 10 years of experience
• Additional training in humanitarian sectors preferred
• At least five years of field experience in the operational management of humanitarian, development and resilience programs with proven expertise managing US,UK,UN and European donors.
• A proven track record in project management on one of the following topics (WASH, FS, Nutrition) or a proven track record of support management of humanitarian-development projects (Admin, Log, HR, Finance)

Required Skills & Competencies

• Excellent capacity for strategic humanitarian context analysis
• Proven record of security and base management in development and post-crisis settings.
• Strong management skills and leadership, pro-activity
• Strong communication, networking, and representation
• Basic knowledge of ACF programs and procedures is advantageous
• Good team worker, facilitator, and mediator
• Fluency in written and spoken English is required, and additional knowledge of the local language will be an added advantage

Key Performance Indicators

• Achieve (excel) target performances
• Compliance
• Access and safety
• Budget spending VS planned
• Base portfolio growth through local level representation and advocacy
• Team coordination and management