Field Coordinator Galkacyo office

Location: Galkacyo, Somalia
Supervisor: Country Director
Position line manages: Appx 5 staff (Program Manager/ Coordinator, Finance, Logistics, HR & Admin roles)

Position works with: Operations Coordinator, Deputy Director‐ Programs, Finance Controller, Security Manager, Grants Manager and Sector Managers/ Coordinators

Background: The International Rescue Committee has been working in Somalia since 2006, providing essential services to conflict and disaster affected communities. The IRC has been operational in Central Somalia (Mudug and Galgadud regions) and Mogadishu implementing interventions in the areas of livelihood, WASH and health reaching out to more than 200,000 conflict and drought affected people.

Summary of Responsibilities: Working with the supervision of the Country Director, the Field Coordinator will play a pivotal role in managing the IRC Galkacyo program office.

The person will provide leadership to the office in ensuring quality implementation of all program activities, efficient supply chain and office management, security management, representing the organization, HR management and maintaining close working relationship with relevant line ministries of the Galmudug authority and other actors such as INGOs.

The position represents the IRC in relevant coordination forums.

Key parameters for success include‐ quality program implementation, flexibility, pro‐activeness and problem solving, facilitating team work, cost effectiveness and seeking and providing clarity to the team, and working together with IRC teams based at Garrowe and Nairobi.

Person competencies includes someone who‐ understands and internalizes the operational context of Somalia and motivation to work there, champions change, excels in self management, results driven, has problem solving and positive approach to work, employs sensitivity and diplomacy in daily work, strong interpersonal skills and hardworking.

Specific responsibilities

A. Operations
  • Work with the field team and the senior management team for IRC in Somalia in achievement of the country program strategic plan and priorities identified therein.
  • Ensure compliance of all IRC policies. Orient and train the supply chain staff at the Galkacyo office site and ensure that all activities are implemented in line with the IRC supply chain guidelines and policies.
  • Line manage about 5 staff and provide quality overview HR management support to all staff in the office ensuring that recruitment, orientation, staff management issues are dealt with in line with the IRC organisational policies and guidelines. Make sure that documentation for all HR management issues are in place. Work closely with the HR team at the Nairobi office in performance of various HR functions
  • Encourage and participate in staff development initiatives for the office
  • Provide close oversight to the operations component of the program including management of the vehicles, logistics and procurement of materials, store management and IT functions
  • Work with the Galkacyo team to prepare monthly and weekly travel plans and coordinate efficient movement ensuring adequate security
  • Ensure efficient visitor management to the Galkacyo office including booking of hotels, airstrip pick up, security and organizing external meetings
  • Follow up timely procurement of office supplies and monitor reconciliation of office supplies with the warehouse report from logistics
  • Liaise with finance staff to ensure support to both programs and operations
  • Ensure program staff receive adequate and timely operational and financial support
  • Ensure adequate support and communication to operational staff in the office and community stakeholders to prevent any form of misunderstanding that could negatively impact the planned operations of the IRC in the supported communities
  • Work closely with the Operations Coordinator to review and analyse systems and procedures to ensure effective and efficient delivery of support functions.
  • Provide a key in‐field oversight role ensuring that mandatory checks are carried out, and analyse, and detect any potential sources of financial/material risk in IRCs operations. Take mitigative action against the identified risks.
  • Build a strong team at Galkacyo by working with the staff at Galkacyo office as well as take advantage of any team building efforts underway at the country level.
  • Prepare monthly reports on activities of the office highlighting achievements, areas of support needed and next month priorities
B. Programs
  • Facilitate a good working relationship between the program coordinators/ managers for different sectors and respective program teams at the field office.
  • Line manage the Program Coordinator/ Manager for the Galkacyo office (to whom the field program team leads report) and ensure that strong and facilitative linkages are built between the PC/ PM and the sector coordinators.
  • Work closely with the Deputy Director for Programs for Somalia, Finance and Grants team members in ensuring that all planned activities are implemented at the field site and any concerns/ risks are addressed
  • Ensure that the budget spending rates are in line with project work plans and the program and supply chain staff plan and submit PRs, work‐plans and other necessary documentation in good time.
  • Actively seek input from program personnel on how systems and support functions can be improved with program results in mind.
  • Ensure adequate support and communication to program staff in the field locations for them to be updated on all relevant changes to policies
  • Monitor the work‐plans of each program and raise over‐laps or operational constraints
  • Help with and encourage program planning. Participate in Grant opening and closing meetings as well as grant mid‐point review meetings
C. Staff Safety and Security Management
  • Act as the security focal point for the Galkacyo office and communicate issues promptly as they are observed for necessary guidance and support from the operations Coordinator and Country Director
  • Ensure development and implementation of the standard operations procedures for the office and train staff on the same
  • Complete incident report forms as necessary and encourage all staff to be filling the form should there be any security incident that he/she is aware of
  • Review safety and security issues at field sites, compiling recommendations for Operations Coordinator.
  • Communicate changes in the security situation to the Operations Coordinator and CD in a timely manner
  • Provide weekly security updates to the CD and Operations Coordinator highlighting impact on IRC’s work and remedial actions
  • Work with the CD to ensure that staff members (individually and collectively) take advantage of the psychosocial counselling support services available within the office and from external consultant.
D. External representation and networking
  • Represent the IRC to local government authorities and line ministries, donors, visitors, and partners
  • Act as the focal point for the IRC in the Galkacyo office
  • Coordinate closely with the community leaders at various locations in Central Somalia and make sure to establish good working relationship with them
  • Work with the program team to identify potential partners‐ local NGOs, INGOs, private partners and local authorities
Qualifications
  • At least 7‐10 years of relevant experience working with a I/NGO in Somalia in a field office leadership role
  • Exposure and experience in various operations, finance, security and HR/ Admin systems and processes of international organizations
  • Strong skill set around organizing, operational management, representation and supervising staff
  • Ability to manage demanding workload and creative approach to problem solving
  • Excellent computer skills, especially word, internet, excel and power point
  • Skills in English and Somali‐ both speaking & writing
  • Ability and willingness to work and travel in Galkacyo (south and north) and Puntland
  • University Degree/College diploma in the areas of social studies/ sciences.
  • Availability to join by July 2012
Deadline for applications: 30th June 2012. Given the urgency of the recruitments, interviews will be held on an ongoing basis as and when applications are received.

Sending applications: Interested candidates are requested to send their application and CV to the email ID:
IRCSomaliaJobs@rescue.org with the subject line as IRC Somalia Jobs‐ Application for the position of Field Coordinator, Galkacyo.

Please do not attach any certificates at the application stage.
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