Field Coordinator

An International Medical organization working in Pakistan, having MoU from the relevant authority. Projects intervention is in KP and Punjab provinces.

We are seeking qualified and highly motivated applicant for [Field Coordinator]; the position will be based in [KPK 75% field presence 25% in coordination office Islamabad].

General objectives of the function:

[The Field Coordinator will be responsible for planning and coordinating the smooth implementation of organizational programs and operations in Pakistan, in adherence to logistic, human resources, administration and security procedures, as well as donors’ requirements. Further at the provincial/district level, the Field Coordinator represents organization to relevant stakeholders].

Specific Objectives:

-          To sustain Organization intervention in KP by generating support from local as well as provincial relevant department and authorities.

-          To develop and implement support mechanisms to empower Base Managers to handle base matters autonomously as per Organizational rules and regulations.

Key Responsibilities:

 

The Field Coordinator is assisted by two base managers and he/she is required to provide them necessary support in the implementation of Organization’s operations in KP by:

 

1-Ensuring Programs/Projects’ implementation as per agreed ToRs of the project

2-Act as interface between coordination and base teams

3-Ensuring smooth coordination and Team Management at field level

4-Representation and Networking

5-Communication & Reporting

6-Supporting in financial follow-up, BFUs and budgets’ planning

 

 

 

1. 1.    PROGRAM IMPLEMENTATION

• Ensure the consistency of Organization project as per project document adhering to Organization policies, within the available funds.
  • Depending on the context and mission needs, the Field Coordinator (Field Co) is responsible to adjust the implementation in collaboration with Base Managers and Coordination Team.
  • The Field Co provides support and guidance to Base Managers. S/he is responsible to develop and implement support mechanisms to empower Base Managers to handle base matters autonomously as per Organization rules and regulations.
    • He/she is responsible for project planning, through the design and implementation of the necessary programming tools (including Gantt diagrams) allowing sufficient and timely anticipation for the smooth implementation of operations.
    • He/she ensures project implementation, through the set-up and use of the necessary and adequate implementation and follow-up tools. Field Co is especially responsible to ensure that activities planned are timely implemented or that any difficulty encountered is reported to the coordination level to make sure it is addressed in a timely and appropriate measure.
    • Field Co ensures that Organization procedures and donor regulations applicable to projects implemented in the region with regards to program, logistics, security, HR, and administration are closely followed.

 

1. 2.    COORDINATION AND TEAM MANAGEMENT

• Field Co oversees opening, closing and/or regular running of all bases in KP  in collaboration with Base Managers.
• Field Co is responsible for ensuring timely communication flows between the bases and the coordination in Islamabad, through the implementation of specific tools (weekly reports, monthly reports etc.).
• Field Co is responsible for maintaining good inter-team communications, engender good team dynamics, and take suitable action whenever problems occur.  Support team members professionally and monitor and support stress management, including regular documented team meetings for planning and reporting purposes.
  • Field Co is responsible for on-the-job training for Base Managers by identifying training needs
  • Field Co is responsible to provide support to the field site's HR lead, ensuring recruitment, staff orientation, leave management and exit management processes are carried out timely and in line with relevant policies and procedures.

 

1. 3.    REPRESENTATION & NETWORKING AND PARTICIPATION IN FUNDRAISING ACTIVITIES

• Field Co is required to represent Organization at all relevant forum pertaining to project needs that includes meetings with donors, humanitarian actors, local authorities, security etc. on regular basis. Moreover, as and when requested by the mission coordination team.
• S/he is responsible to organize regular meetings with district authorities and with the community leaders to maintain a full adherence to organization programs
  • Field Co is responsible to manage the visit of donors' representatives/HQ visitors/Projects evaluators other stakeholders to the field whenever requested.
  • Field Co is responsible to develop and maintain appropriate contacts to relevant interlocutors (such as governmental, military, religious and police departments and other humanitarian agencies).
  • Ensure field presence of coordination staff from Islamabad.

 

1. 4.    LOGISTICS

        Liaising with the Logistics Coordinator to ensure and expedite tasks necessary for smooth operations in the field.

 

1. 5.    ADMINISTRATION, FINANCE & HUMAN RESOURCES

Liaising with the HR Coordinator and the Admin Fin Coordinator,

• Field Coordinator is the sole budget responsible for KP project, s/he requires to regularly review the project spending are done within donor defined parameters. Similarly, to adjust the budget (as per need) in collaboration with Medical Coordinator and Admin/Finance Coordinator, whenever require.
• S/He to ensure the budget allocations for each base and establishes periodic monitoring and follow-up mechanism with base managers.
• S/he is responsible of the budget follow-up for each base, with assistance from the base admin and the AdminCo and ensures regular communication between base admin and Admin Fin Department in Islamabad (both ways communication).
• Field Co also ensures the management of Human Resources in accordance with the Organization guidelines and HR policies and the legal requirements of the country; including recruitment and appraisals

 

1. 6.    SECURITY

Liaising with the Logistics Coordinator,

• Field Co is responsible for safety of the staff, premises, materials and assets. S/he is requires to sensitize and discuss matters related to security with General Coordinator and Logistic Coordinator as and when required.
• Field Co monitors the political, economic, and social environment in the areas of intervention, assesses and analyses the risks, monitors and reports the security situation and develops security procedures relevant to the context.
• S/he ensures the security guidelines of the mission and mechanisms are well known and respected by all staff members at all levels.

 

1. 7.    COMMUNICATION & REPORTING

• Responsible of the project monthly sitreps, in coordination with the MedCo, LogCo and Admin/Fin Co and HRCo for the field related issues.
• Responsible to report updates when needed to the GenCo (security, context, etc.)
• Responsible for timely dissemination of various project related reports/briefs to key stakeholders.
• Responsible to set-up a weekly reporting mechanism from the bases
• Arrange and participate regular meetings both at base and coordination levels.
• Participate in the writing of donor’s activity reports and proposals.
• S/he may require to produce/contribute/write project proposals, logframe and related budget documents.

 

 

 

 

The position’s requirements are:

Academic Qualifications: Master in Social sciences or any other relevant advanced degree

Experience: More than 05-Years’ experience in an INGO in similar position

Transversal Competencies: Cultural Awareness and Apprehension, Flexibility and Adaptability, Complexity and Stress Management, Emotional Intelligence, Creativity and Initiative

Conceptual Competencies: Leadership and Team Management, Networking and Negotiation, - In depth Analysis and Problem Solving, Strategic planning and Vision, - Adherence to organization and Humanitarian Values

Linguistic Competencies: Excellent command of English is essential and Other languages are added advantage.

HOW TO APPLY? Please submit Cv along with Motivational Letter latest by [18^th February, 2020].

Note: Only shortlisted applicants will be contacted for Test/Interviews.

Organization reserves the right to cancel the job posting at any time without any intimation or reason. Organization doesn’t allow or accept the candidate having multiple employments at the same time.