Deputy Field Coordinator (Deputy Head of office)

1. GENERAL OBJECTIVE

The Deputy Field Coordinator ensures at base level the effective implementation of PU-AMI’s program in South, targeting the most vulnerable affected populations. S/he is also responsible for representation on technical topics by humanitarian stakeholders at local level and in charge of proper reporting to the donors supporting the Program implementation and activities.

 2. RESPONSIBILITIES AND TASKS

Role and Responsibilities:                   

Under the supervision and line management of the Field Coordinator, the Deputy Field Coordinator is responsible at base level for the direct supervision of the Program's implementation in the area of operations (South). This includes Protection and Shelter, Food security and Livelihood, Health (MHPSS and Sexual and reproductive health), and Monitoring, Evaluation, Accountability and Learning (MEAL) and the referral/hotline system departments. 

Programs: S/he coordinates with the project teams and ensures the qualitative/quantitative aspects of the programs are put into practice properly (monitoring of objectives, respecting due dates and budgetary/financial provisions, quality control, synergy among teams and among sectors of intervention) according to the contractual/donor’s documents and in line with PU-AMI policies and procedures (SoPs, activity forms etc.);

MEAL: S/he coordinates with the MEAL department and ensures the implementation of the activities of this departments as well as interactions with programs and design of relevant tools (grants monthly review, sharing MEAL reports of beneficiaries’ satisfaction or quality of assets distributed, contributes to lessons learnt activities carried on with the different teams);

CRM/complaint/hotline/referrals: S/he coordinates with the MEAL department at the base level to ensure that complaints received are answered and follow up by program teams; s/he ensures the overall functioning of the hotline number and referral system in coordination with the protection department;

Representation: S/he participates in the technical forums (Working Groups) at local level in collaboration with the Project Managers; S/he also participate ad hoc meetings when s/he is delegated by the Field Coordinator; s/he represents the Field Coordinator in his/ her absence and takes his/her place;

Human Resources: S/he is the direct line manager of the Project/Program Managers in South bases and ensures that appropriate support and capacity building is brought to the senior managers of the programs;

Logistics and Administration: S/he oversees the logistics and administrative duties of the projects with the support of the Logistic and Administration/HR Departments;

Strategy: S/he ensures that the programs developed are in line with PU-AMI mandate and strategy in the area of implementation, and proposes new interventions according to the evolution of the humanitarian situation;

1. MANAGEMENT OF THE PROGRAM DEPARTMENTS AT THE BASE LEVEL AND QUALITATIVE DEVELOPMENT:

Guide all the Project/ program managers under his/her direct responsibility in achieving project objectives, guaranteeing the quality of the work done and respecting reporting and implementation timelines;

Provide regular updates of the Program implementation activities and performance to the Field Coordinator;

Alert the Field Coordinator in case there are delays in carrying out programs and suggesting adjustments (in terms of new activities, operation area, budget, schedule, re – definition of activities, closing, handover etc...);

Identify, assess and analyse needs with the Project/Program Managers and the field teams and make suggestions and recommendations to the Field Coordinator and Deputy Head of Mission to improve the quality of activities;

Ensure supervision and close teamwork between the Project/Program Managers in relation to the proper implementation of activities;

Create links between project/program managers involved in the different programs to build an integrated approach;

Analyse the logistics and administrative needs for each program as identified by the Logistics Manager and the Admin & Finance Manager and ensure support services for program implementation are operating effectively;

Support the Project/program Managers in the forecast exercise on bi – weekly basis and in their expenses monitoring through the operational follow up tool (OFU);

Support in monthly reviews of Financial Follow Up (FFU and FFM), reviewing the actual expenditures versus the forecasts;

Support the project/program managers in preparing the Activity follow up (AFU) on monthly basis, revising activities implementation and indicators ‘achievement;

In coordination with the Field Coordinator, contribute to needs assessments for new activities, data collection and identification of needs;

2. MANAGEMENT OF HUMAN RESOURCES:

Be the direct line manager of Project/program Managers at the base;

Ensure adherence to PU-AMI staff regulations and HR policies (Anti-corruption, fraud, SEA policies);

Identify gaps and needs in terms of project management, and provide support and on-job training to the Project/program Managers in regards to budget management, report writing, monitoring and evaluation systems, representation, etc.

Participate in the recruitment of Project/program Managers, and upon request, participate in the recruitment of other key project staff;

Be the temporarily gap filling from some managerial positions at the base to be recruited;

Evaluate regularly the performance of the Project/program Managers though appraisals (once per year and before the ending of each managers’ contract) and provide to each project/program manager a final evaluation;

Elaborate skills and capacity building plan for each project/program manager according to the appraisals carried on and specific needs identified;

Organise project meetings, minutes reporting, team communication and team building activities;

3. MONITORING, EVALUATION AND REPORTING:

Contribute to the bi – weekly Sitrep tool and provide to Field Coordinator/ Deputy Head of Mission for Programs monthly updates on program implementation;

Contribute with the different technical departments to develop the appropriate reporting tools to be used by project/program managers and review them regularly;

Under the supervision of the Field Coordinator, and with the cooperation of the MEAL department ensure effective and timely data collection related to the indicators listed in the different logical framework;

Report to the Field Coordinator on meetings hold or carried on for project/program implementation, especially those hold with sector(s)’ partners;

Participate in the donor’s reporting activities (intermediate and final reporting), contribute significantly at the base level to project/program kick off meeting(s), project/program revision, grants monthly review and targets follow up;

Liaise with Project/programs managers for any issue/delays on the reporting cycle or tools to be used, informing the Field Coordinator/Deputy Head of Mission/Technical coordinators of any delays;

Contribute with the support of the Field Coordinator and Technical Coordinators to prepare effective new project proposal including budgeting and activities frameworks;

Collaborate with the Field Coordinator and the MEAL Coordinator/MEAL Manager to ensure the development of needs assessments, risks analysis, relevant SMART outcomes indicators and adequate sources of verification, and impact evaluation reports; contribute to the definition of the reporting tools to be used at the base level in coordination with MEAL Manager/MEAL coordinator;

Facilitate the full integration of the MEAL department at the base level, facilitating the interaction and information sharing between the MEAL Manager and other project/program managers at the base level;

4. REPRESENTATION AT FIELD LEVEL IN TECHNICAL FORUMS

Represent PU-AMI in the sectors’ working groups and ad hoc working groups to support project/program managers;

Represent the Field Coordinator in relevant meetings (LHIF, Interagency) or whenever the Field Coordinator is absent;

Liaise with relevant partners/stakeholder at field level about the technical approaches developed;

Ensure proper coordination with relevant partners/stakeholders/local authorities for any new project/program assessment;

In coordination with the Field Coordinator, participate on regular basis to donor’s monitoring visit, preparing the agenda and activities to be seen/visited and provide to the Field coordinator relevant feedback on donor’s request after any monitoring visit;

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

 3. PRIORITIES OF THE DEPARTMENT

Develop integration across all departments, with a focus on improving the referral system (in close collaboration with the case management team leader) as well as the accountability framework of programs;

Contribute to the integration of the MEAL department into the program activities, facilitating the exchange between the MEAL manager and other project/program managers at the base level;

Contribute to the improvement of impact monitoring by rationalizing data-collection tools and content, and identifying key indicators to support qualitative improvement of programs;

Strengthen the project management capacity of top- and mid-level managers on the base, and accompany the nationalization process of the project/program Manager position(s).

QUALIFICATIONS:  

Mandatory requirements:   

Language skills: Fluent in English & Arabic. French is a plus.

Education degree: Master degree related to Project Management, international development and/or social sciences; also accepted technical profiles with relevant experience in project/program management in the relevant sectors of intervention of PU-AMI in Lebanon;

Work experience:

Minimum of 3 years of experience as Project/Program manager in the areas of program development, project management, donor reporting and grant compliance;

Successful experience in consequent team management (at least 10 staff).

Proven working experience with international NGOs;

Preferable extensive experience in one of the main sectors of PU-AMI in Lebanon (shelter/protection/health/ food security and livelihood);

Knowledge and skills: Strong Knowledge of Project Management methodology and cycle;

Prior knowledge of the country/region is an asset.

Computer skills: Strong computer skills essential, including ability to operate Microsoft Word, Excel, Database management software, statistical packages, and GIS. Proven capacity to elaborate reporting tools and monitoring tools for program purposes.

Assets:

Transversals skills:

A strong commitment to humanitarian principles and the will to make sure beneficiaries’ needs are covered as best as the resources available allow.

Capacity to delegate and supervise the work of a multidisciplinary team;

Strong commitment to support/develop capacity of national staff and developing second layer of leadership;

Problem solving and leadership skills;

Proven management ability, interpersonal skills and team player;

Ability to work on own initiative and collaboratively as part of a diverse team and manage a varied workload;

Proven capacity for analysing and synthesising comprehensive information and technical data;

Ability to write and edit reports under deadline pressure;

Ability to guarantee effective and timely outputs;

Self-motivated, flexible and adaptable to the needs of the team and organization;

General ability to resist stress;

Important organization and rigor skills.