Sector: Program Management
Location: Kenya
Employee Type: Regular
Employee Category: Full Time
Description
Job Purpose/Objective
The Field Program Coordinator shall be responsible for supporting, coordinating and supervising the implementation of the IRC programs in Hagadera with specific focus in ensuring effective functionality of all the support functions of the program. Additionally, the Field Coordinator will support adherence to the Mission Strategic Objectives in the Kenya Program within program development in Hagadera. The Field Coordinator will also be responsible for grant management and reporting. The Field Coordinator will be responsible for direct supervision and monitoring Human Resources, Administration, Logistics, Finance and all Program functions of the program to ensure strict compliance to all IRC procedures/policies. The Field Coordinator will also oversee day to day management of Staff Safety and security during all phases of field operations. The Field Coordinator will also be responsible for assessing program support and program support staff quality, effectiveness and providing guidance and support to staff. The Field Coordinator will from time to time represent the IRC Hagadera program in various coordination forums. The Field Coordinator reports to the Country Director and will be responsible for the following.
Key Responsibilities
Program Management:
Grant management
- Ensure quality and timely implementation of grants by staff with specific focus to the program support sections of each respective grant;
- Oversee the development of detailed project work plans for all programs and program support functions;
- Oversee preparation of monthly reports by all program and program support staff, and edit reports prior to timely submission to Nairobi
Budget Monitoring
- Oversee all budget expenditures in area of operation and ensure they are allowable and allocable according to IRC and donor regulations.
- Support field teams in the Review Monthly Budget vs. Actuals reports with program staff, make recommendations on the basis of these and ensure that appropriate action is taken in a timely fashion.
New Program Development
- Identify new program possibilities in collaboration with field- and Nairobi-based program staff, specifically the Deputy Director Programs and the Technical Coordinators;
- Based on identified needs, make recommendations to Nairobi for development of new programs;
- Oversee development of new proposals by program staff as required and edit drafts prior to submission to Nairobi;
Monitoring & Evaluation
- Ensure appropriate M&E activities are carried out regularly by program staff in all sectors (data collection & analysis, monitoring of project progress against established work plans, monitoring of established indicators and utilization of results to inform program (re-)design);
- Support in Identifying gaps in M&E systems and make recommendations for improvements;
Strategic Planning
- Support the integration of program activities to create coherent, quality and complimentary programming; Specific focus to ensure strong integration of program support functions with direct program related activities
- Participate in workshops at field level to establish and monitor annual operating plans for the strategic plan;
- Ensure that all project activities are consistent with established best practices and IRC’s Program Framework principles.
Field Operational Management:
Security
- Monitor the security situation in Hagadera and ensure the senior Nairobi staff (Country Director, Deputy Director Programs, Deputy Director Operations and all Technical Coordinators) are continually updated and informed of developments with implications for staff safety and for program implementation;
- Oversee revision of the IRC Kenya Security Manual as it pertains to Garissa County;
- In the absence of the CD, DDP, DDO, make final decision on staff evacuations.
Human Resources/Administration
- Directly manage, supervise and mentor the all Program Managers, HR Manager, Finance Officer and the DFPC based in the field.
- Ensure that all performance evaluations for all staff are conducted on time, and review all evaluations to ensure quality and consistency;
- Support in Identifying training needs for program support staff members and make appropriate recommendations to the DDP, DDO and the CD;
- Ensure that administrative matters of the field office are carried out in accordance with IRC HR and administration policies;
- Ensure that all IRC staff at the Field level are in compliance of the IRC Code of Conduct and other relevant policies pertaining to staff conduct.
- Recruit, supervise and evaluate all staff who report directly to the FPC with support from Technical Coordinators and HR Coordinator;
Logistics
- Oversee the carrying out of logistics support operations by Hagadera logistics staff, including procurement (both local and through Nairobi), stock management, asset management, vehicle operations, equipment maintenance and repair (including communications and computer equipment);
- Ensure compliance with IRC and donor logistics policies;
- Ensure accurate staff movement planning
Finance
- Oversee the financial management of field office operations by the Program Managers, and the Finance staff, including cash management, issuing and tracking advances, ensuring complete and correct use of all finance forms; timely notice to Nairobi of cash transfer needs;
- Ensure compliance with IRC and donor finance policies;
Representation / Communications
- Represent IRC in dealings with local authorities (administrative, sectoral and security officials), fellow NGOs and other stakeholders;
- Coordinate IRC program activities with relevant officials and other humanitarian agencies;
- Liaise closely with IRC’s partner agencies in Garissa district, both international and national NGOs, and CBOs
- Assist in the preparation of regular reports to keep partners and stakeholders informed of IRC’s activities;
Key Result Areas
- Strategic Leadership in effective program design and implementation, grant compliance with key focus on the IRC Country Strategic Plan and the IRC Global Program Framework.
- Effective representation of the IRC in key forums (GoK, Partners, stake holder, donor) articulating IRC programming, country strategies and seeking to strengthen coordination/partnerships.
- Continuously monitoring and analysis of the Humanitarian situation/context of Garissa County to inform on strategic design of the IRC programming.
- Continuously monitoring and analyzing the safety and security situation within the County that would inform on development of contextual Advisories and SOPs that would ensure staff safety during all IRC operations.
- Optimal and effective resource utilization in the overall IRC operations through implementation approaches in both programming and operations
- Contribute towards development of the IRC policies, procedures and ensure adherence and compliance by all field staff
Required Qualifications
- Graduate degree in Development Studies, International Relations or similar OR relevant technical qualification (Health, Engineering, Livelihood, Gender etc) preferred.
- At least 5 years experience of implementing multi-sectoral humanitarian relief or development projects in Africa or similar context preferred.
Required Experience & Competencies:
- Experience of working in complex emergency settings implementing and managing either Primary Health, WASH, GBV, Livelihoods, Nutrition or HIV/AIDS programs in emergency or refugee settings.
- Knowledge of and experience in working with and coordinating with international and national partner organizations.
- Experience managing a UNICEF, PEFPAR/CDC, USAID, ECHO, DFID, EU or OFDA funded project an added advantage
- Excellent written and oral communication skills
- Budget development, and strong budget management experience
- Excellent org. skills with demonstrated ability to manage large amounts of information and prioritize work
- Good security management skills preferred.
- Good working knowledge of communications systems (satellite communications, VHF and HF radio) preferred.
- Good working knowledge of computer software: MS Word, Excel & email applications required; MS Access, Project & GIS preferred.
Personal Characteristics:
- Strong sense of personal integrity.
- Attention to detail.
- Strong supervisory skills.
- Ability to multi-task.
- Good interpersonal and communication skills.
- Team spirit and problem solving abilities.
- Willingness to live and productively work in insecure, unstable and/or harsh environments
- Flexibility and adaptability
- Desire to learn
- Cultural sensitivity
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