Job Title: Deputy Field Coordinator
Kibondo, Tanzania, United Republic of | req22976
Requisition ID: req22976
Sector: Operations
Employment Category: Fixed Term
Employment Type: Full-Time
Open to Expatriates: No
Location: Kibondo, Tanzania
Job Description
JOB SUMMARY:
The Deputy Field Coordinator will be responsible for supporting, coordinating and supervising the implementation of the IRC programs in Kibondo, Kigoma Region with specific focus in ensuring effective functionality of all the support functions of the program with closer collaboration with TCs. Additionally, the Deputy Field Coordinator will support adherence to the Mission, Strategic, Objectives, priorities in the Tanzania Country Program within program development in Kibondo. The Deputy Field Coordinator will be responsible for direct supervision and monitoring of all operations units; Human Resources, Administration, Supply Chain, Finance, Construction, IT and all Program functions of the programs in Kibondo, to ensure strict compliance to all IRC operational procedures/policies procedures and all SOPs stipulated in various manuals relevant to Tanzania Country Programme.
The position directly supervises the Kibondo finance Manager, Human Resources Officer, Supply Chain Manager, dotted lines to Construction engineer if any and IT officer to ensure excellent operational services to support programme delivery. The role will also work very closely with Programme Technical Coordinators and their teams with regard to all operational and support functions, if possible advising on the technical implementation of the programmes. The role also assume being in a procurement committee, more importantly when strategic procurement/ large procurement is being planned.
The Deputy Field Coordinator will oversee day to day management of Staff and will be responsible for assessing program support and program support staff quality, effectiveness and providing guidance and support to staff. The Deputy Field Coordinator also will assume all the representation functions, Partnership establishment and functions and relations with partners and stakeholders for strategic positioning of IRC while achieving its mission and vision.
The role is a key representative for IRC in Kibondo sub office and elsewhere you will be assigned and the camp. It will therefore represent IRC with government, donors, the UN and other stakeholders on a regular basis. This includes attending to visit missions, meetings, trainings and calls aiming to support, establish positive working relationships and quality programme delivery, monitoring or support.
The Deputy Field Coordinator reports to the Regional Field Coordinator with close working relations with the Country Director and will be responsible for the following specific key responsibilities:
Program Management:
Provide support and leadership in grant management, budget monitoring, new program development, monitoring and evaluation including strategic planning. More specifically:
a) Ensure quality and timely implementation of grants by staff with specific focus to the program support sections of each respective grant;
b) Support field teams in the Review of Monthly Budget vs. Actual reports with program staff, make recommendations on the basis of these and ensure that appropriate action is taken in a timely fashion.
c) 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
d) Collaborate with the DDP, CD and Regional Field Coordinator in multi-sectoral programme implementation, integration of Kibondo programmes and alignment to country strategic action plans and commitments.
e) Support Technical Coordinators in identifying new project ideas and support in proposal development processes.
f) Support the regular monitoring and evaluation of programme outputs in collaboration with the M & E Coordinator and monitoring teams at the Kibondo field office, especially following up issues reported by M&E resulting from post distribution monitoring
g) Participate in programme discussions, strategic priorities and reviews at field, regional and country level, and support in articulating IRC programme to donors and stakeholders.
h) Actively work with sectors in the implementation of SAP, documentation of lessons on SAP with the Kibondo field office.
i) Strategically make sure that programme supplies reaches the intended beneficiaries by reviewing distribution plans, distribution reports and field verification visits and making sure all are well documented
Compliance:
a) Ensures policies and procedures are following applicable IRC, funding sources and government policies, procedures and requirements as revised regularly.
b) Promptly informs the Country Director and or Regional Field Coordinator on any areas of concern or potential or suspected violations and risk of.
c) Support the Senior Compliance Manager in prevention of violation, creation of a violence free work environment and the process of management of compliance processes.
d) Supporting the Senior Compliance Manager to perform duties related to the role whenever your support is required including participating in various activities.
Security:
a) With support from the Senior Supply Chain Coordinator (SSCC,) and or the Senior Supply Chain Manager and Regional Field Coordinator to monitor the security situation and development in IRC operational areas with implications for staff safety, security and for program implementation.
b) Maintain Health and Safety standards by carrying out regular inspection of the offices, staff compounds updating warning notices and up-dating first aid kits with the support of the Security Focal person at the Field Level (SSFP).
c) With support from the SSFP, place and implement safety and security facilities and implement directives as well as making sure that staff are trained to use all the Security and safety facilities placed in the offices and staff compound as advised by the government and IRC polices
d) As a Sub Field Office Safety and Security lead, you will make sure that incident reports whenever happens are written and reported to Country SSFP within 72 hours.
Human Resources/Administration:
a) Directly manages, supervises and mentors the Finance, HR, Construction, IT and Supply Chain staff of the Kibondo Field Office.
b) Ensure that all performance evaluations for all staff are conducted on time, and review all evaluations to ensure quality and consistency.
c) Support in identifying training needs for Kibondo Field Office staff and make appropriate recommendations to the DDP,DDO, DDF and the CD;
d) Ensure that administrative matters of the field office are carried out in accordance with IRC HR and government and administration policies in force;
e) Ensure that all IRC staff at the Field level complies with the IRC Code of Conduct/IRC WAY and other relevant policies pertaining to staff conduct.
f) Planning and conducting staff and departmental meetings as per the agreed plans and as per needs and keeping their records
g) Reviewing reports before they are shred externally
h) Sign off all communications to be shared internally and externally and keeping the RFC aware.
Supply Chain:
a) In collaboration with the Senior Supply Chain Coordinator, oversee the carrying out of supply chain operations by Kibondo SC staff, including procurement, stock management, asset management, vehicle operations, fuel management, equipment maintenance and repair (including communications and computer equipment);
b) Coordinates all transport and travel ents for Kibondo Field Office in collaboration with the SSCC
c) Approving all non working days vehicle movements in support of programme and staff movements for official functions.
d) Ensure compliance with IRC and donor Supply Chain policies at all times.
e) Support and ensure accurate staff movement planning at all times.
f) Support the Regional Field Coordinator in the standardization and harmonization of Kibondo supply chain practices, procedures and dissemination of the global Standard Operating Procedures to staff in Kibondo.
Finance:
a) Oversee the financial management of field office operations by Kibondo Field Office staff, including cash management, issuing and tracking advances, ensuring complete and correct use of all finance forms; timely notice to DAR of cash transfer/petty cash needs and monthly cash counts.
b) Ensure compliance with IRC and donor finance policies at all times;
c) Ensure timely liquidation of advances by all staff one week after their travel, as well as demanding activity and or mission report as liquidations are being made.
d) Review Kibondo Financial reports before being shared
Representation / Communications:
a) Represent IRC in external engagements with Government, UN-Agencies, IRC Partners, other NGOs , key stakeholders including in working group meetings;
b) Coordinate IRC program activities with relevant officials and other humanitarian agencies;
c) Assist in the preparation of regular reports to keep partners and stakeholders informed of IRC’s activities;
d) Attend Camp coordination meetings, heads of agency meetings, inter sector meetings and other relevant camp based as well as Host Community meetings representing IRC.
e) Coordinate missions and visits
Qualifications
Degree level qualification in a relevant discipline. Post bachelor qualifications will be an added advantage.
At least 5 years of progressively responsible management experiences in a reputable organization, including track record of leadership of large team and management of individuals, materials and budget management responsibility.
Fluent English and Kiswahili.
Demonstrated successful leadership experience with a multi-disciplinary team in a cross-cultural setting, including evidenced engagement in active mentoring and coaching.
Experience working in humanitarian and development contexts. Experience of Kigoma region specifically will be an added advantage.
Ability to respond to multiple priorities in a timely manner, producing high-quality outcomes.
Ability to work and live in a sometimes insecure environment while maintaining a positive attitude.
Positive, motivated, flexible and a great team player.
A very high degree of personal integrity, accountable for personal behavior and able to challenge others.
Excellent organizational skills, ability to determine priorities and attention to detail a must.
Willingness to travel as and when needed.
High-level of knowledge and practice with Word, Excel, Outlook, etc. required
Work in a multisectoral/ multicultural team- patience, cultural sensitivity and respect and application of contextual understanding in day to day work.
Ability to work with tight deadlines for report writing/ information needs with a quality writing skills.
Be able to lead by examples and be taken as a role model.
Diversity, Inclusion and Gender Equality
IRC acknowledges and honors the fundamental value and dignity of all individuals. We are an Equal Opportunity Employer and consider all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, gender identity, age, marital status, veteran status or disability. IRC is also committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits.
National applications as well as female applications are strongly encouraged.#LI_GR2
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