Deputy Field Coordinator 198 views4 applications

INTERNAL AND EXTERNAL VACANCY ANNOUNCEMENT For Deputy Field Coordinator

Country Office: Ethiopia

Work Base: Gambella

Availability: As Soon As Possible

Salary Scale: EMS09

Insurance – (Life, Group Personal Accident, and Medical Insurances are covered upon the organization policies).

 Seniority Allowance – paid depending on the years of service.

Female candidates are highly encouraged to apply for this position.

About Action Against Hunger

Action Against Hunger-USA is a global humanitarian organization that takes decisive action against the causes and effects of hunger. We save the lives of malnourished children and we enable entire communities to be free from hunger. With more than 8,000 staff in over 50 countries, our programs reached 17 million people in 2019.

About the Country Program in Ethiopia

Action Against Hunger has been operational in Ethiopia since 1984 responding to both chronic and acute needs through a multi-sectoral strategy where nutrition, Food Security and Livelihoods, WASH, and Mental Health and Psychosocial Support activities are integrated to have a meaningful impact on people’s resilience. Action Against Hunger currently operates in 5 different regions (Oromia, Somali, Amhara, Benishangul Gumuz, and Gambella) with a portfolio of 20m USD/year of emergency, resilience building, research, and innovation programs. We have a country team of around 600 staff in 17 regional and satellite offices. Our main donors in Ethiopia in 2020/2021 are BHA, ECHO, Europaid, UNHCR, UNICEF, GFFO, BPRM, SIDA, EHF, WFP, CIAA, and others.

 General Assignment:

I.                    Summary of position 

Support the Management and coordination of the base and the sub-base(s) in order to maximize the Action Against Hunger impact and address the needs within the area

The Deputy Field Coordinator role’s purpose, engagement, and delivery are:

Purpose (The substantive focus of the job encompassing scope, depth, and difficulty of work both conceptual and applied)

Overall Support the base management and coordination in all areas of implementation in the base (sub-base and refugee camps) and Nguyyiel. Ensuring support and program departments are running their activities as per the organizational procedures and all policies are respected. Support Field coordinator on safety and security issues in the base and in the absence of field coordinator responsible, to manage all the security-related issues in the base with the coordination of capital office.

Engagement: (The focus of interaction both internally and externally needed to deliver a service seek collaboration and build effective partnerships)

The position holders shall communicate and coordinate with the Field Coordinator; the capital office, all managers both support and program, all staff, and eternal partners in the absence of the field coordinator.

Delivery: (The focus on the execution of the work and the role on the team for supporting business/operational functions in terms of timeliness and quality)

Objective 1: support departments supervision at all operational areas (HR; LOG; FIN

Activities:

• Ensure all processes are in line with Action Against Hunger and donor procedures; follow up on the Compliance check-list and other documents and guidelines towards full compliance of internal and donor procedures.
• Support base finance department to ensure proper implementation of financial policies and procedures, including proper documentation, planning, and execution of base financial plans and expenditures.
• Together with the FC, closely monitor Budget Follow-Ups and ensure costs of Programs and support departments are accurately captured and projections are properly done for full budget expenditure.
• Support base Logistics department in the implementation of ACF-US Log Procedures and Kit Log and donor procedures.
• Support smooth running of all logistics operations at the base, including Supply chain (timely Procurement and warehouse management), proper Fleet Facility management, Asset, and equipment management, Lt & communication, Energy, Construction, and Rehabilitation.
• Support the Base HR department ensuring proper implementation and adherence to HR policies, procedures, and guidelines, ensuring that all staff is sensitized, understand, and adhere to Action Against Hunger policies.
• Participate in recruitment processes and induction of new staff, and Support the creation and adherence to annual leave plan of staff.
• ln collaboration with Base HR, ensure that internal Regulation, Convention on social Benefits and working conditions, and other policies are properly implemented and adhered to at all times.
• Together with the Field Coordinator and other Managers at the base level, actively participate in timely workforce planning and organogram revisions, including incentive workforce.
• Support the integration among the support departments, organize and chair support departments meetings at the Base level, with Program Department participation as per need.
• Ensure monthly reports from FIN, LOG, and HR departments are submitted timely and accurately.
• Ensure timely planning and input from support departments during proposal planning/development stage, development of master BoQs and regular update of master BoQs.
• Other responsibilities as per the FC direction.

Objective 2:  Support program implementation at all operation areas (base,)

Activities:

• in absence of the FC, support overall base program management closely working with and supporting the base program managers, including planning,
• proposal development, implementation, monitoring and evaluation, Reporting, and program close-up.
• Ensure smooth communication between Program and support departments in setting up and follow up of Program Management tools, such as PPPs; SPs, BFU.
• Other responsibilities as per the FC direction.

Objective 3: Participate in the overall management of the Safety and Security of staff and premises at the Base and sub-base(s) and areas operation and closely follow humanitarian context develooment at the Regional level

Activities:

• Regularly assess the safety and security situation of staff and office in operational areas in line with Risk Analysis Matrix and follow up the installment, and compliance with safety and security measures at operational areas.
• Ensure that offices and guesthouses meet ACF-US minimum standards.
• Participate in Regular updates of Base Security PIan documents, including hibernation and evacuation plans, when necessary.
• Support information sharing environment to ensure staff is informed of relevant security context changes and developments.
• ln, the absence of the Field Coordinator, be the focal point for security management at the Base level, ensure implementation of security procedures, and directly manage security incidents and reporting with the supervision of Country Director, Deputy Country Director-Support, and Country Logistics Manager.
•  (staff: authorities; key informants; RCC, INGOs; UN Agencies). Support the Field Coordinator in base security mana8ement and Management of security incidents;
• ln the absence of the Field Coordinator, provide detailed Security Briefings to forvisitors of the Base, in line with the ACF-US security Briefing package.
• Collaborate with the FCO on the management of security incidents;
• In the absence of the Field Coordinator, participate in base-level security coordination meetings.
• Support the Field Coordinator in following and analyzing the regional humanitarian and security context using all available sources
• Other responsibilities as per the FC direction.

Objective: Internal and External Coordination and Representation of Action Against Hunger

Activities :

• Regularly (once a month, with at least one week stay) visit sub-base(s) and support internal and external coordination and communication between base and subbase(s).
• ln close collaboration with the FC actively participates in humanitarian coordination meetings at base/sub-base(s) level. Actively participate in technical meetings where appropriate.
• Participate and/or Chair Base Coordination Meetings, ensuring minutes are shared and Action Points are followed up;
•  ln close collaboration with the FC, Represent Action Against Hunger to the authorities. Monitor, supervise, and strengthen partnerships with relevant governmental bodies at the Regional, Zonal, woreda, and camp level, ensuring
• Smooth and fruitful communication and coordination (ARRA; RHB; agriculture bureau; etc.). Ensure FC and relevant Managers are regularly briefed on new developments. . Support, and in absence of FC, Lead successful Donor visit at base/sub-base(s) level.
• Other responsibilities as per the FC direction.

Objective 5 : Team Management

Activities:

• Follow up the base HR on the identification of staff training needs and ensure proper communication of those needs with AA HR.
• Make sure that training is timely organized.
• Support Base Logistics Manager to organize light staff get-together every two months.
• Organize light get-together events and annual team-building exercises.
• Other responsibilities as per the FC direction.

Objective 6: Reporting and communication

Activities:

• Work closely with MEAL Specialists and Program Managers to support the production of quality internal and external program reports.
• Ensure timely and proper reporting of support departments, to produce quality
• Monthly Logistics Report, Monthly Finance Report, Monthly HR Report.
• Other responsibilities as per the FC direction.
• Conduct field visit at least three days  per week or stay Pugnido for one week per month

II.              Supervisory Responsibilities

• Assist  FC and or Manage  Program and support departments 

III.               Gender Equality Commitments  

• Foster an environment that supports the 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, sexual orientation, disability, religion. race, color, ancestry, national origin, age, or marital status.
• Value and respect all cultures.

IV.              Fiscal Responsibility

          N/A

V.                 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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

VI.              Working Conditions, Travel, and Environment

The duties of the job require regular job attendance at least five days per week in areas of intervention in Gambela base. Must be available to work outside normal office hours or on 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 infectious diseases.

I.                    Required Qualifications and Professional Experience

§  Bachelor’s degree in humanitarian-related fields and five years of experience in managing operations and programs. Experience in international NGOs and emergency programs is advantageous.

II.                  Required Skills & Competencies

§  Computer skills in Word, Excel, and Outlook, and Microsoft office package

§  Written and spoken English

§  Good relation and diplomatic qualities

§  Analytical capacity

§  Capacity to organize work and supervise teams

§  Problem-solving skills

§  Good at communicating with people and in building strong team spirit

§  willingness to work and live in a difficult operating environment

§  Knowledge of the intervention context and ability to anticipate contextual changes

§  Capacity to understand a situation and show authority where needed

§  Rigor

§  Integrity

§  Excellent multitasking skills