Solidarites International Field Coordinator

Field Coordinator – Dadaab /Afmadow

Solidarites International is an international humanitarian organization which provides assistance to populations who are victims of armed conflict or natural disasters.

For 30 years, Solidarites International (SI) has concentrated its action on meeting three vital needs: water, food and shelter.

By carrying out emergency programs, SI has acquired experience and expertise in the fields of WASH, food security, livelihoods and agriculture.

In the Horn of Africa, SI is currently implementing WASH and Food Security/Livelihoods programs in Kenya and Somalia.

Objective of the position

The Field Coordinator has overall responsibility for the SI program in Lower Juba, including: management and supervision of SI staff and activities; context analysis and frequent needs evaluation assessments, representation of SI with external stakeholders; oversight and management of logistics, security management and administration aspects of the program.

Due to the highly insecure context of the program area (Afmadow District, Lower Juba), it is extremely important for the Field Coordinator to develop a deep understanding of the security and cultural context of Lower Juba.

Hierarchy

• The Field Coordinator reports directly to the Deputy Country Director for Somalia.
• The Field Coordinator supervises the Lower Juba team (approximately 28 staff) and is line manager for 1 Administrative/Logistics Manager, 1 WASH Manager, 1 Food Security Program Manager and 1 Field Officer.
• He/She will have technical links with Country Director, Admin/Finance Coordinator and Logistics Coordinator

Keys responsibilities

General Team Management

• Provide overall supervision of the Lower Juba field team
• Ensure that work plans and responsibilities are planned and executed in the most efficient manner to meet project deadlines and priorities
• In coordination with the Deputy Director, to provide leadership for the development of future programming in Lower Juba

Human Resources

• Responsible for ensuring that the principles and the Charter of SI are known, respected and put in action by all staff under his/her management
• In coordination with the Admin/Log Manager and the Administration Coordinator, to ensure proper implementation of SI administrative procedures and staff development through mentoring and staff training planning
• Recruit adequate staff for the timely and high quality project implementation according to SI technical standards
• Ensure the knowledge and respect of SI rules and regulations by field staff
• Ensures that performance evaluations are conducted regularly and job descriptions are relevant and updated for all staff under his/her responsibility.
• Propose the development of the HR package for field staff under his her responsibility (salaries, per diem, training, etc)
• Ensure that stress management procedures are in place and are respected for all field staff.
• Anticipate and plan new recruitment requirements in order to ensure uninterrupted implementation of activities.
• To provide leadership in the resolution of team conflicts and to ensure a friendly and productive team working environment

Finance and accountancy management

• In coordination with the Administrative/Logistics Manager, to be responsible for the accurate and timely accounting of all funds managed by the base and ensure that all transactions are properly and accurately documented and accounted for, according to the specific budget lines.
• Provide overall supervision of the project budgets and ensure all expenditures are within the specific budget lines and not exceeding the set limits
• In coordination with the Administrative/Logistics Manager, Admin/Finance Coordinator and Logistics Coordinator, to ensure that all SI staff follow SI and donor contracting and procurement requirements
• Ensure timely financial reporting from the base to Nairobi HQs in respecting provided deadlines
• In cases when activities are implemented through partners, to ensure that partners and partner staff abide strictly by the above financial accountability and procurement standards and requirements, and the adherence to the best accounting practices by the partner’s accountants and staff

Logistics management

• Perform any logistics duties contributing to the smooth implementation of the projects
• Assist when required the Administrative/Logistics Manager in his duties.
• In coordination with the Admin/Log Manager and the Log Coordinator, ensures proper implementation of SI logistics and procurement administrative procedures and provides the required mentoring and training of the staff.

Programs Management

• Provide overall supervision of the SI programs implemented in Lower Juba.
• Responsible of the progress and the quality of the implemented program Ensure program targets are met in a timely and quality manner in line with SI and donor requirements.
• Ensure all donor requirements, project goals and objectives are well understood and strictly adhered to by the project staff. Notify immediately the management in case of deviations from the planned outputs, results or objectives.
• Responsible of the relevance of the activities compared to the humanitarian needs of the assisted groups/population.
• Supervising the planning of activities and resource usage, and maintaining coherence between the budget with the activity expenditure
• Immediately notify the DCD Somalia of any possible problems affecting the planned implementation of the program and/or on potential problems with community, external stakeholders and/or implementing partners jeopardizing the correct and timely implementation of activities
• Suggest innovative and cost saving approaches to programming as well as possible modifications of the program goals in view of better meeting the needs of the beneficiaries. All such modifications need to receive prior approval in writing from the SI management team (and possibly the donor) before being implemented.
• Monitor the program achievements and the performance of the project staff on a regular basis.
• Ensure the Lower Juba base contribution to institutional Knowledge development (IKD) in relation to SI program activities/approaches in Lower Juba
• Ensure that SI Program Management tools are properly used (e.g. monthly Project Performance Monitoring tool)

Program Development

• Ensure regular monitoring of the humanitarian situation in the area
• Identify population needs and suggest (in a timely fashion) interventions and programming aimed at meeting the identified new needs
• Participate actively in fundraising efforts, including the drafting of project concept notes and proposals, including budgeting.
• Liaise regularly with visiting/present donor representatives in order to anticipate possible funding opportunities

Security

In view of the constantly volatile security situation in Somalia, the security management and context analysis is one of the primary responsibilities of the Field Coordinator.

He/she will be supported in this task by the Field Officer and the Administrative/Logistics Manager.

Specific tasks include:

• Overall responsibility to ensure the safety and security of the staff, base, project sites and project beneficiaries
• Constantly monitoring and gathering of available information relevant to the context of Lower Juba (and by extension South Somalia), including: security incidents, political changes, clan disagreements and any other information relevant to the security and reports immediately to the Deputy Director for Somalia and the Country Director on important changes.
• Produce regular weekly security updates to be forwarded to the Deputy Country Director and Head of Mission.
• Report any security incident to Deputy Country Director and Head of Mission immediately.
• Supervise the appropriate allocation of resources to external parties (employment contracts, renting of cars, supplier contracts, daily workers) with the aim to avoid security issues and risks for SI.
• Ensure the selection process for beneficiaries groups and the delivery or assistance does not cause unnecessary risk for SI in the area (e.g. criteria of selection, security management during distribution of NFI’s).
• To participate regularly in formal and informal security meetings and to coordinate closely with other players in the area (NGOs, UN agencies) on security issues
• Ensure good relationship with the various local authorities, leaderships and communities to foster acceptance for SI activities and staff
• To maintain updated base security and evacuation plans and protocols in coordination with Deputy Country Director, Logistics Coordinator and Country Directors.
• Ensures all SI staff operating in the area are familiar with and strictly respect SI base security and evacuation plans and protocols.
• Brief every SI visitor to the field site (including SI staff, or consultant, or other person under SI responsibility) about the base security and evacuation plans and protocols, and to take responsibility for the security of visitors in Dadaab area and Lower Juba field sites
• To share security information regularly with the team and encourage the team to immediately report security related information
• Reporting (to the Deputy Country Director and Head of Somalia Programs)
• Prepare weekly sitrep report on activities carried out of the base and the overall base functioning, with the participation of the field team
• Ensure timely and high quality reporting (internal and external) on the projects as per agreed deadlines and SI/donor formats

Coordination and Communication:

• Maintain transparent communication and coordination with the local authorities and communities on plans and intentions, and seek required permissions for the effective and safe implementation of SI activities.
• Ensure good communication and information sharing with the base staff, including provision of clear guidance on priorities, strategies, task and responsibilities, as well as regular update on program achievements and or problems faced.
• Maintain continuous and regular communication with the Deputy Country Director and Nairobi management team as appropriate.
• Maintain continuous and regular communication and coordination with all external parties, as appropriate/possible, with a particular focus on developing positive relationship and information sharing with other players working in similar sectors as SI.
• Actively participate in all coordination efforts in order to share information on SI activities and keep up to date with the various organizations’ undertakings in meeting the beneficiary needs and to avoid overlap of activities.
• Establish good and regular communication with the local partners and local partner’s staff, as appropriate and when activities implemented through a local partner, in order to ensure smooth implementation of the project in line with donor requirements.

Representation

• In coordination with the Deputy Country Director, represent SI with external parties, including local authorities communities , UN agencies and NGO stakeholders, other national and international organizations and donor agencies in promoting SI’s values and mission and ensure good relations are maintained

Qualifications and experience:

Education:

• Masters degree (or Bachelor degree with 5 years of work experience) in International Relations, Social Science, Business Administration, Agriculture, and Engineering or equivalent.
• Training or specialization in a technical field (Project management, WASH, Agriculture) an advantage.

Experience:

• Minimum 5 years increasingly responsible working experience in Project Management and in the NGOs sector
• At least 1 year of field experience with an NGOs operating in Somalia
• Experience in fundraising is an advantage.

Skills and competences:

• Proven managerial record and experience in managing large staff and programs
• Previous experience in working in insecure environment and Security management
• Advanced proposal and report drafting skills required.
• Ability to work under pressure and meet tight deadlines
• Well organized and able to prioritize under stressful situations and tight deadlines
• Ability to perform assigned tasks with minimal support
• Excellent communication, coordination and negotiation skills
• Team leader and pro-active

Person Specification:

• Mature personality with proven analytical thinking,
• Decision making and conflict resolution capacity.
• Ability to cope with high stress levels.
• Flexible and willing to perform tasks outside of core duties.
• Ability to respect and abide rules and regulations.
• Dynamic in rapid change
• Demonstrated interest in geopolitics.

Languages

• Excellent English (writing and oral)
• Fluent in Somali language
• Knowledge of Kiswahili is an added advantage

Computer skills:

• Excellent competency in Microsoft packages (Word, Excel, and Outlook)

How to apply:

Send a cover letter and CV to the following email address: jobapplication@solidarites-kenya-som.org.

Please indicate the job title and location in the email subject line.

Qualified persons with Somali background will have high consideration for an interview opportunity.

Deadline for applications: 29th April 2012.

Please note that only shortlisted applicants will be contacted for interview.

Solidarites International is an equal opportunities employer