DirecciónSCOPE OF WORK: For the Field Coordinator(Field Co) - South position, the IRC seeks a senior professional with considerableexperience in humanitarian and development operations. The Field Co plays acritical role in program effectiveness on the ground, maintaining IRC’s abilityto access program locations, and providing operational management and supportwithin the southern region. A member of country leadership, the Field Co -South works in a matrix management structure, directly overseeing field leveloperations teams, and supporting day-to-day administrative oversight and coordinationof program teams with line management to sectors leads. The Field Co reports tothe Deputy Director for Operations in partnership with the Deputy Director forPrograms.
The Field Co - South is responsible for ensuring the effectiverunning of the office, guiding and ensuring that field teams participate insound program cycle management, and analyzing operational risks andmitigations. The Field Co possesses excellent interpersonal savvy and acollaborative approach, promoting and maintaining a positive workingenvironment and enabling successful partnerships with operations and programsto ensure high-quality delivery of programs to our beneficiaries. She/he willalso engage external stakeholders, representing the IRC and our operations insouthern Libya in a range of forums. Strong candidates will have exceptionalcommunication and representation skills, experience managing NGO operations incomplex contexts, an understanding of programming and program cycle management,and an ability to effectively mobilize teams. She/he must be organized,proactive, and able to effectively handle sensitive, complex issuesin a diplomatic way that puts the needs of the beneficiaries first.
Major Responsibilities:
Management:
Chair biweekly all staff meetings amongst programs and operational staff with minutes to be shared with country leadership and senior management.
Manage overall coordination of field operational budgets for the Southern Libya-based grants; liaise closely with the finance, and grants and compliance staff to monitor cash flow, review BVAs and track operational spending.
Coordinate the execution and collection of operational needs assessments and participate in proposal development processes in cooperation with Deputy Directors and Program staff. This should include contributing to and reviewing context analysis, risk analyses, and budgets to ensure that they are reasonable and sufficient to cover the operational needs of the field office.
Ensure timely submission of a Monthly Management Report.
In partnership with HR and as appropriate, make recommendations to coordinators and deputy directors regarding staff mobility, grievances, and/or disciplinary matters.
Access, Safety and Security:
In close coordination with the Safety and Security Senior Coordinator, ensure that the security protocols are followed ensuring the consistent monitoring and analysis of the security environment, and adherence by all staff to the IRC security protocols and procedures.
Ensure that all new staff in the field office are briefed on security procedures and protocols and assist the Humanitarian Access, Safety and Security (HAS) department to assess security training and orientation needs and
Assist the HAS department in analyzing the prevailing security situation and in carrying out security risk assessments in southern Libya.
Ensure prompt reporting of security concerns and safety/security incidents to the Safety and Security Senior Coordinator and Deputy Director of Operations.
Assist in the drafting of field security management plans, local contingency plans and other procedures as required.
Ensure that the IRC premises are secure at all times.
Take the lead role at field level in Critical Incident Management and incident reporting.
Financial Management:
Oversee field-level Finance staff in accordance with the field management matrix to ensure day-to-day finance functions are operating smoothly and without bottlenecks.
Liaise with finance as required on cash planning ensuring that the field office has sufficient cash.
Responsible for the management of the field office petty cash and ensuring daily cash count is done.
Oversee budget planning and expenditure in the South and, with technical guidance and support from the Finance department, ensure they are allowable and allocable according to IRC and donor regulations.
Ensure compliance with financial policies & procedures within the field office.
Support in preparing budgets and spending plans for the field office.
Review the monthly BVAs related to the field office and highlight any need for urgent support or corrective actions.
Supply Chain Management & Reporting
Supervise Supply Chain functions in effective and efficient logistical operations (e.g., procurement, asset management; consumable item stocks).
Monitor Supply Chain activities to ensure they are carried out in full compliance with IRC and donor policy and procedures, and immediately notify the DDO/SC Co of potential or actual non-compliance.
Provide recommendations to enhance logistics effectiveness, internal controls or cost efficiencies.
Ensure spot-checks are done systematically, documented and reported for all IRC assets, inventory and equipment.
Lead SC staff meetings to ensure planning for and responsiveness to program needs, improve understanding of policy and procedures, and develop a motivated and cohesive team.
Liaise with program staff as required on compliance issues and commitment tracking.
Coordinate with SC Co to ensure upkeep and general IRC facilities management.
Programmatic Support and Strategic Planning:
Contribute to the development and implementation of country's strategic action planning.
In coordination with the Deputy Director(s) and Technical/Operational Coordinators, lead on area of operations-specific strategy development and operations planning for effective delivery of IRC programmatic priorities in Libya.
Ensure all transactions and systems in the field offices comply with country-specific policies as well as IRC Global HR, Finance, and Supply Chain guidelines.
Anticipate, plan and manage structural transitions associated with expansion and/or consolidation of field office(s) and program locations as grants are secured, opening and/or ending.
Ensure regular field monitoring and notification of any modifications as required.
Staff Management and Development:
Promote and monitor staff care and well-being.
Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to perform successfully in their positions.
Coach, train, and mentor staff with the aim of strengthening technical capacity, exchanging knowledge within the team and providing professional development guidance.
Communicate clear expectations to direct reports, setting performance objectives, providing regular and timely performance feedback, and providing documented semi-annual performance reviews.
Provide constructive feedback and counsel on appropriate career paths and professional development.
Ensure timely completion and submission of monthly timesheets.
Ensure that probation reviews and performance evaluations for all staff are conducted on time; for program staff, provide input to technical coordinators during the performance review period.
Coordination and Representation:
Take part in external coordination meetings on behalf of IRC; represent IRC generally with third parties including community and government liaison as necessary.
Prepare and circulate meeting notes and provide briefings to program staff on coordination issues.
Develops and maintains effective coordination and long-term relationships with external stakeholders, representing IRC positions, promoting long-term strategy and resolving problems/conflicts.
Lead coordination between IRC logistics, finance, programs and grant staff to ensure timely and compliant program activities and expenditures; including active participation in grant opening/closing and review meetings.
Key Working Relationships:
PositionReports to: Deputy Director for Operations inpartnerships with Deputy Director for Programs
Position directly supervises Sabha and southern region staff in amatrix management structure
IndirectReporting: Field-level Program Managers orOfficers, depending on field office program structure.
OtherInternal and/or external contacts: SMT, country leadership group, otherField Coordinators.
Internal: Deputy Director(s), Program Coordinators, HR Manager, FinanceController, other Field Coordinators.
External: Partnersand peer agencies, suppliers, local authorities.
