Field Coordinator at Premiere Urgence Internationale (PUI)

Premiere Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.

We are recruiting to fill the position below:

Job Title: Field Coordinator

Location: Maiduguri
Duration of Mission: 1 year (renewable upon funding)
Reports to: Head of Mission

Overall Objective

• Under the supervision of the Head of Mission, and through delegation of his/her authority, the Field Coordinator has overall responsibility for the proper implementation and operational direction of PUI’s projects/programs in his/her geographical area of intervention.
• The Field Coordinator also monitors the context to ensure programing is relevant and responsive to priority needs.
• In this capacity, the Field Coordinator is also responsible for representing PUI publically at the field level, including in coordination fora, with other agencies, and for providing the direct link in communications between the Field Team and the Country team.
• Lastly, the Field Coordinator provides security management of his geographical area and ensures all safety and security measures, including contingency plans and standard operating procedures.

Scope of Duties

• The Field Coordinator has responsibility for the overall timely delivery of PUI’s programs portfolio in his/her geographical areas of operations (including the sub-offices).
• The Field Coordinator with the support of the operational/technical coordinators concerned has overall responsibility for proper delivery of programs and the smooth running of support services in his/her geographical area of intervention.
• S/He also has the delegation of the Head of Mission for the safety and security of good and people under the responsibility of PUI in his/her area of intervention.
• The Field Coordinator is the originator of the development a programs and operational positioning in his/her geographical area of intervention, in line with PUI country strategy/guidelines and objectives and in conjunction with programmatic and operational technical coordinators.
• The Field Coordinator, as member of the Country Management team contributes to the fulfilment of the aims and objectives of PUI’s presence in the country through other tasks as required and/or directed by the Head of Mission.

Specific Goals and Related Activities (in his/her geographical area of intervention -> Field Coordination)
Safety and Security of Property and People:

• S/He ensures that the safety plan for the site(s) is up-to-date, and that everyone knows and understands it (both expatriates and locals).
• S/He ensures data collection relative to the safety on his/her field of operations, provides analyses, and disseminates them to his/her immediate supervisor regularly or on an ad-hoc basis if urgent.
• S/He verifies that the material and human resource means at his/her disposal are adequate to ensure the optimal safety of teams, materials and beneficiaries.
• S/He alerts his/her immediate supervisor without delay in case of impending danger of teams or beneficiaries.
• In the event of a security incident, (regardless of whether it took place or was avoided), S/He ensures that the information is transmitted to his/her immediate supervisor without delay, and reported upon in accordance with PUI guidelines.

Programs Implementation and Operation Development:

• S/He ensures the smooth running of ongoing programs on the site(s) (meeting of objectives, respecting time-lines, budgetary monitoring, contractual reporting…) and reports to his/her immediate supervisor.
• S/He sets up a formal coordination system, directs it in the field (meetings, written reports...), and reports to his/her immediate supervisor
• S/He ensures proper filing of all documents produced in the context of the project(s), and ensures availability of the verification sources mentioned in the proposals.
• S/He proposes new interventions and discusses them with his/her immediate supervisor.
• S/He is involved in identifying needs on the basis of agreed TOR (Terms of Reference) and with endorsement from his/her immediate supervisor.
• When defining new operational activities, S/He coordinates the work of the relevant technical departments and of the administrative and logistical support teams, with a view to preparing project proposals that are complete, and in line with the donors’ formats and internal rules of PUI’.
• S/He participates in the Strategy development exercise of the mission.

Teams and Offices Management:

• S/He supervises all national and international teams on site(s)(s).
• S/He guides the work of the managers in the site(s)(s), tracks the realization of their objectives, and leads the mid-term and final evaluation exercises.
• S/He supervises (or even participates) in the hiring process, as well as in any decision related to the termination of employment contracts of local personnel on the site(s).
• S/He ensures compliance with the Internal Rules of Procedure of PUI on the site(s).
• S/He is in charge of administrative management of local staff, in particular, payroll operations, monitoring absences, constructing, updating and archiving administrative files of personnel.
• S/He makes sure that all local employees are subject to a written evaluation at least once during their contract period and/or once a year.
• S/He assumes or delegates responsibility for the integration of any new employee on the site(s), and ensures, in particular, that the context of program implementation, safety rules, logistical, administrative, HR and financial procedures, as well as procedures for the use of communication and transportation are explained and understood.
• S/He completes training programs for expatriate and local staff (organizational support, methodology, technical support as the case may be organization of training sessions…).
• S/He drafts or delegates responsibility for the drafting of job profiles for expatriates about to be replaced or hired and sends them for endorsement to his/her immediate supervisor.
• S/He prepares the job profiles of local staff under his/her immediate supervision, endorses job profiles of local staff drafted by the Technical Managers at his/her site(s), and forwards them for endorsement to the AFC, and to any other potentially relevant party, (depending on the position).
• S/He constructs the organizational chart of the base, and has it endorsed by his/her immediate supervisor and the AFC.
• S/He handles the management of interpersonal conflicts that arise on his/her site(s), and refers the matter to his/her immediate supervisor in the event that S/He is not able to resolve the dispute.
• S/He responsible of PUI reputation in his/her area of operation, and in that capacity ensures that the entire staff under his/her authority displays behavior consistent with the values upheld by the organization, with full respect for the local culture.

Support Services Management:

• S/He ensures that the needs of the site(s) are met (support, programming) and address these needs to the Admin & Financial Coo each month, while making sure that all donor’s and internal procedures are respected, and that commitments are in line with available budgets.
• S/He ensures that the site(s) is equipped with the minimum of infrastructure (offices and housing) necessary for execution of the work and accommodation of teams, in optimal conditions of safety.
• S/He oversees the vehicle fleet, and more globally ensures its proper functioning, as well as the maintenance of all equipment belonging to the base.
• S/He ensures adequate storage arrangements for all property and equipment.
• S/He ensures proper delivery of all purchases planned for the operational site(s)s.
• S/He prepares and updates the inventory of supplies and equipment for the site(s), and submits it to the Log Coordinator.
• S/He is responsible for cost optimization; and uses budget tracking to achieve this; S/He ensures adequate financial resources for the running of the site(s).
• As regards budgetary monitoring, S/He participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to his/her immediate supervisor and to the Admin & Financial Coordinator.
• S/He ensures that accounting entries are completed in compliance with internal rules, and communicated to the Admin & Financial Coo according to the agreed calendar.
• Together with the Admin & Financial Coo, S/He tracks the cash flow for his/her site(s), and oversees disbursements.
• Together with the Admin & Financial Coo, S/He ensures that a system of internal oversight is in place at the site(s). S/He ensures compliance with procedures for undertaking expenditure commitments, and participates in the process of endorsing purchase orders.
• S/He is in charge of the bookkeeping, and in that capacity makes sure cash balances and bank accounts are absolutely and permanently backed up by appropriate accounting documents.

Legal Representation:

• S/He represents the association before local actors, whether they are official or not, and ensures that good relations are maintained with each of them in compliance with PUI’s principles of neutrality and independence.
• S/He attends main coordination meetings when they take place, and participates actively.
• In the event of visits from donors, S/He participates in the organization and implementation of the visit.

Reporting and Dissemination of Information:

• S/He is responsible for coordinate the writing and editing of the first draft of reports (external or internal) for programs implemented on his/her site(s); reports which are wholly or partly drafted by him/her (involving consolidation of technical sections drafted by the technical managers and/or resource persons on his/her site(s)).
• S/He sends the internal and external reports to his/her immediate supervisor while meeting the internal deadlines for endorsement (Situation Report, incident report) and external contractual deadlines (project reports).
• S/He organizes the two-way dissemination of information: from the site(s) to the field coordination and from the field coordination to the site(s) (regular and ad-hoc Situation reporting).
• S/He attends internal coordination meetings and participates actively.

Team Management
Number of people to manage and their position (international/national staff):

• Direct management:
  • International: Support Services Managers (Logistics, Finances, HR/Admin), Project Managers (Food Security, Shelters, Early Recovery & Livelihood, Heath, Storage facilities, etc.) -> around 9 staff
  • National : Liaison Officer, Liaison Assistant, Fraud & Anti-Corruption Controller -> 3 staff
• Indirect management:
  • National : 50

Required Profile

Required knowledge and skills
Desirable:

• Project Management
• Training in public health / Agriculture / Water, sanitation / other…
• Financial Management
• Logistics…

Professional Experience

• Humanitarian
• International
• Technical

Required:

• Min. 1 year
• Min. 2 year
• A fortiori

Desirable:

• Experience in security Management
• Food Sec & Livelihood

Knowledge and Skills
Required:

• Excellent writing skills
• Project Management skills
• Team Management
• Knowledge of procedures related to institutional donors (OFDA, ECHO, AAP, UN agencies …)

Desirable:

• Management of vehicle fleets, stocks, supply chains…

Languages

• French
• English
• Other (specify)

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Ability to work independently while taking initiatives and showing a sense of responsibility
• Ability to withstand pressure
• Sense of diplomacy
• Analytical skills
• Capacity to adapt and showing organizational flexibility
• Organization, rigor and ability to meet deadlines

Benefits

• Cost Covered: Round-trip transportation to and from home / mission, visas, vaccines…
• Insurance: Including medical coverage and complementary healthcare, 24/24 assistance and repatriation
• Housing: In collective accommodation
• Daily Living Expenses (« Per diem »)
• Break Policy: 5 working days at 3 and 9 months + break allowance
• Paid Leave Policy: 5 weeks of paid leaves per year + return ticket every 6 months
• Ability to work and manage affairs professionally and with maturity
• Ability to represent the activities and the mandate of PUI before local authorities
• Ability to integrate the local environment into operations, in its political, economic and historical dimensions
• Ability to work with various partners, in a spirit of openness, and with adaptable communications strategies
• Strong listening and negotiation skills
• Good people and communication skills
• Ability to remain calm and level-headed
• General ability to resist stress and particularly in unstable circumstances

Application Closing Date
28th February, 2017.

How to Apply
Interested and qualified candidates should send their applications (Resume and Cover letter) to Romain Gautier, Human Resources Officer for Expatriates, at: [email protected] with the following subject: "Field Coordinator - Nigeria"