Field Coordinator

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Job Overview/Summary: The Field Coordinator reports to the Deputy Director, Operations (DDO) and has ultimate responsibility for oversight office management regarding human resource, supply chain, liaison, coordination, IT and administration functions. The position is based in Lashio and has a key role in serving as the primary liaison between the field office and IRC Country Office as well as counterparts and stakeholders in the field level. In managing these functions, the Field Coordinator will ensure compliance with IRC and donor policy and regulations.

The Field Coordinator will directly supervise Field Ops team and will be closely working with Program teams for programming, advocacy and coordination in northern Shan State.

Major Responsibilities:

Overall

· Represent IRC with local government and donor officials and ensure IRC coordinates with relevant NGO’s, international and government agencies as well as partner relationships in the assigned area.

· Oversee implementation and compliance with IRC and donor policies for all programs support activities in the Field Offices including P&C, administration, finance, and Supply Chain.

· Revise or update administrative, finance and Supply Chain systems as needed; make recommendations to improve efficiency and effectiveness of operational management.

· Coordinate with the relevant government authorities, UN agencies/INGOs/LNGOs/CSOs and community for the smooth running of the IRC programs in the Field.

· Meet regularly with field Staff to discuss key operational issues and delays on support to the program implementation and develop solutions.

· Conduct frequent visits to the field project areas to ensure that staff are working under safety environment. The findings and suggestions from the monitoring are to be feedback to supervisor.

· Provide strategic direction to operations team and ensure that operation staff are being trained and understand its related policies and procedure of IRC

· Review and authorize financial documents within the authority schedule and authorize for the amounts beyond the authority of managers.

· Ensure that all Field staff are trained, understand and adhere to all policies relating to P&C, Supply Chain, Financial and safety and security (including vehicle and transport policies).

· As required, plan and host donor or IRC visitors in the duty station and coordinate with mission members as needed.

· Any additional duty assigned by the supervisor.

Administration & People and Culture (P&C)

· Supervise P&C and Administration functions in the assigned office.

· Oversee Administration and P&C management systems and processes

· Organize field staff to collect updates/ recommendations on National Staff Personnel Policies (NSPP).

· Review of staff contact list and update org chart as per input by Field Admin/P&C.

· Lead the process of post-probation and mid-year & yearly performance evaluations (PME) are performed in a timely manner.

· Provide guidance to Admin and P&C Staff/ Operation Staff that office equipment and utilities are in good operation condition and arranging for necessary and schedule repairs

· Oversee the ongoing maintenance and function of IRC Premises as per Security Protocol.

· Ensure to get field level travel approval/ Authorization from respective authorized stakeholders.

· Ensure that field level orientation program for all new staff is developed and provide orientation to all new staff in field level.

Supply Chain/IT

· Ensure transparency, accountability and best value for beneficiaries in all procurement activities

· Work closely with Supply Chain team to ensure logistics support and management are in line with IRC policy and guidelines as well as smoothly operate and productive support to program activities in the field office

· Plan, implement and supervise key services in the general administration of the procurement process including areas of asset management, property maintenance and general supply chain

· Ensure that Supply Chain Staff in the office maintains updated list of major vendors, suppliers and service providers in assigned area and program related area.

· Ensure that Supply Chain/ Operation Staff delivers the monthly supply chain reports with high quality and produced timely.

· Inform Supervisor and department heads on all issues that arise related to procurement and logistics (supply chain matters).

· Manage Supply Chain staff to maintain all warehouse activities to ensure efficiency, transparency and proper control of stock

· Oversee/guidance to supply chain team for fleet management including vehicle insurance contracts and ensuring all drivers are trained properly and familiar with vehicle policy of IRC.

· Oversee/guidance to supply chain team for managing drivers on proper use and maintenance of vehicles to ensure efficiency, safety and value

· Monthly monitor and or do Spot-Checks for Asset, Program Supply Inventories and Procurement to assure that they are in compliance to the Supply Chain manual and standard operation procedures (SOPs).

· Timely work-out with all Program heads in the office to assure the procurement plan in place.

· Ensure that Procurement Segregation of Duty is well managed in Field Offices.

Safety, Security and Access

· Act as a safety and security focal point for the project area and field.

· Lead and guidance to Security Officer, for Safety and Security Briefing, which is called Pre-Arrival Briefing, before visitors’ arrival, especially for mission of donor, IRC Head Quarter/ Regional and visitors.

· Conduct orientation on Safety and Security Briefing, which is called After-Arrival Briefing, to all new staff and visitors.

· Conducting contextual analysis and risk analysis in collaboration with field staff.

· Provide recommendations on any potential risk mitigation measure to Supervisor and Security focal for safety measurement.

· Ensure incident reports are submitted according to IRC guidelines.

· Ensure regular review and update of the country security management plan (SMP) and Security Risk Assessment (SRA) and share with the team.

· Develop evacuation & relocation plan according to your area context.

· Emergency contact list is regularly updated and shared to all field staff.

· Develop calling tree mapping and practice bi-monthly basic to ensure staff are aware of emergency response.

· Visit program implementing area, evaluate possible risk and security issues and report to supervisor.

· Build network and coordination with government bodies and relevant stakeholders in the assigned area.

· Ensure all staff adhere to all policies relating to safety and security (including vehicle and transport policies.

Integra system

· Ensure Integra users have been trained on Integra system respectively.

Key Working Relationships:

Position Reports to: Deputy Director- Operations

Position directly supervises: Finance Manager, Sr. Security, Access and Liaison Officer, Sr. IT Officer, Sr. Supply Chain Officer, Warehouse Officer, Sr. People & Admin Officer, Operation Assistant.

***This position is opened only for Myanmar National.

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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