Job Overview/Summary:

The Field Coordinator (FC) is responsible for the day-to-day management of Odesa Field Office and sub offices, overseeing program activities and operations functions in Odesa, Mykolaiv, and Kherson oblasts. The FC will lead on and be accountable towards high quality program delivery through the management of the team of field-based staff to bring program and operational/functional expertise together. Among the Field Coordinator’s responsibilities will be to develop the managerial and leadership capabilities of the Field Manager (FM) and other senior staff on site to assume greater job responsibilities. This position is based in Odesa, and it will be necessary to regularly travel to other locations in the area of responsibility. The FC reports directly to the Deputy Director of Field Management.

 

Job Responsibilities:

The FC will directly supervise a Field Manager (FM), who holds the primary responsibility for the management of the program support functions of supply chain, administration, IT, HR and finance. The FC will also directly manage field-based program staff, collaborating with all Technical/Program Coordinators and/or Senior Managers and the Deputy Director for Programs to ensure adherence to agreed project workplans and reporting schedules, as well as full compliance with IRC and donor policies and procedures. In addition, The FC directly supervises field-based humanitarian access/safety & security, partnership, and MEAL staff.

 

Strategic Planning:

·       As a member of the Extended Senior Management Team (ESMT), the FC provides input into the development of the Ukraine Country Program Strategy Action Plan (SAP) and SAP Implementation Plan (SAP-IP) in and supports the delivery of strategic goals.

·       The FC serves as an advisor to the Senior Management Team (SMT), via inputs to the Deputy Director for Field Management, to highlight matters affecting program implementation and the achievement of IRC Ukraine’s SAP and SAP-IP.

·       The FC participates in program/project design and influences decision making to ensure program activities and program support are contextually appropriate and adequately resourced.

 

Program Delivery and Implementation:

The FC provides support and leadership in program delivery through project grant management, budget monitoring, new program development, monitoring and evaluation including strategic planning.  More specifically:

·       Oversee day-to-day management of field-based program teams to implement programming in line with work plans and programmatic commitments.

·       Ensure quality and timely implementation of grants by staff with specific focus on program support sections of each respective grant.

·       Serve as the main focal point for representing the respective field in Project Cycle Management Meetings (i.e. Project Design Meeting, Project Implementation Meeting (PIM), and Project Closing Meeting).

·       Supervise the Field Manager to ensure that all support functions are delivering the operational support needed to effectively delivery programming.

·       Supervise the program-field-based staff and ensure proper review of monthly Budget vs. Actual reports and spending plans, making recommendations on the basis of these and ensuring that appropriate action is taken.

·       Support the integration of program activities to create coherent, quality and complementary programming; specific focus on ensuring strong integration of program support functions with direct program related activities.

·       Collaborate with the DDP, CD and Technical/Program Coordinators in multi-sectoral program implementation, integration of programs and alignment to country SAP and SAP-IP.

·       Support Technical/Program Coordinators and (Senior) Managers in identifying new project ideas.

·       Work closely with Technical/Program Coordinators and (Senior) Managers to develop high quality proposals that are needs-based, and evidence driven and involve external stakeholders (partners, communities, and government institutions).

·       Support the regular monitoring and evaluation of program outputs in collaboration with the MEAL Coordinator and MEAL staff in the field office, following up on issues reported by M&E resulting from post distribution or third-party monitoring.

·       Participate in program discussions, strategic priorities and reviews at field and country level.

·       Support in identifying and collaborating with local partners, ensuring alignment with PEERS principles in coordination with the Partnerships, Program and Operations Teams.

 

Coordination and Representation:

·       The FC oversees the Field Management Team (FMT), comprised of all heads of programs and operations, fostering strong linkages, sharing of information and communication between operations and program teams.

·       Supports in articulating IRC programming to donors and stakeholders.

·       Identifies internal and external coordination gaps and raise issues to relevant Coordinators, Deputy Directors, and the Country Director.

·       Together with FM, actively develop and maintain effective working relationships with key stakeholders at the oblast level including donors, government actors, local traditional leadership, beneficiary populations and their representatives, etc.

·       Establishes and maintains networks with UN, INGOs, and partners to promote strategic partnerships in the field areas of responsibility. Share opportunities with DDP, Technical/Program Coordinators, and CD for decision making.

·       Ensure IRC is properly represented at relevant coordination meetings for a in the field areas of responsibility, including General Coordination Meetings, and that information from these fora is shared with relevant stakeholders. Put in place a structure to ensure that representation responsibilities are clear within the office between program and operations teams.

·       Lead the preparation and accompaniment of donor visits, as well as visits by important entities such as government representatives or partners, ensuring effective coordination, logistical support, and representation during these visits.

 

Humanitarian Access, Safety and Security (HASS):

·       Ensure the field office has an up-to-date and appropriate Security Management Plan (SMP) in place, staff are aware and have received training.

·       Directly supervise field level humanitarian access/safety & security staff/

·       Monitor the safety and security environment, and ensure all relevant information is shared with appropriate internal and external stakeholders.

·       Coordinate with the Senior Safety & Security Coordinator to develop and implement safety and security policies to address local conditions. 

·       Coordinate security planning and systems with local NGOs, the UN, and Ukrainian authorities.

·       Conduct regular discussions to identify and resolve approaches to address staff’s stress levels and sense of security.

 

Policy Implementation:

·       Actively participate in discussions & adoption of national policies and guidelines at the field level.

·       Ensure consistent implementation of all IRC Ukraine policies, manuals, and procedures.

·       Ensure IRC WAY and organizational policies are implemented accurately, and employees know how report wrongdoing and to raise concerns.

·       Ensure all staff attend mandatory training including gender awareness, safeguarding, prevention of sexual exploitation and abuse, fraud awareness and prevention, and safety and security.

 

 

 

Overall people management:

While the Field Manager will directly supervise the field-based HR function, support in the following aspects of people management:

·       Ensure new field office staff receive well-structured orientation and onboarding.

·       Work with Technical Leads (Coordinator and Senior Manager) Managers and Deputy Directors to identify skills gaps and to put into place plans for learning and training.

·       In collaboration with Technical/Program and Operations/Functional Coordinators, implement personnel policies including coaching, performance evaluation, staff development, and disciplinary measures.

·       Work with HR and relevant supervisors to conduct skills assessments for staff.

·       Create a Learning and Development Plan for the Field Manager and systematically work to monitor, track and guide career progression

·       Foster ongoing learning, honest dialogue, and reflection at team level to strengthen safeguarding, wellbeing and duty of care, and to promote IRC values and adherence to IRC policies.

·       Lead by example and support IRC’s commitment to taking all necessary preventive measures and creating an environment where people feel safe and can report misconduct.

·       Model accountability and commitment to safeguarding all staff, partners, clients and others the IRC works with to build a culture of prevention of safeguarding violations in our workplace and our programs.

·       Model accountability and commitment to wellbeing of all staff, partners, clients and others the IRC works with to build a culture of duty of care in our workplace and our programs.

 

Key Working Relationships:

·       Position reports to: Deputy Director of Field Management (DDFM)

·       Position directly supervises: Field Manager, and also Managing in Partnership (MiP) Humanitarian Access/Safety & Security, and Program Staff (Health, Child Protection, Women’s Protection & Empowerment, Protection/Rule of Law, Economic Recovery & Development, Partnerships, Human Resources, MEAL.

·       Key Relationships: Management in Partnership with Health Coordinator, Protection Coordinators (PRoL, WPE, CP), Cash and Basic Needs/Economic  Recovery & Development (ERD) Coordinator, Supply Chain Co, IT Manager, Administration Manager, Deputy Director of People and Culture, Senior Safety & Security Coordinator, Deputy Director of Programs, and Deputy Director of Finance.

 

REQUIREMENTS

The preferred candidate will have excellent leadership, people management, and negotiation skills, as well as a demonstrated ability to develop collaborative teams in a multi-ethnic context that requires cultural sensitivity. We are looking for someone with the ability to think strategically and to prioritize and meet goals in a timely manner while working in a complex environment.

·       Degree in International Development, International Relations, Business Management, Social Work, or equivalent preferred.

·       Experience working in complex settings supporting operations teams, particularly in program delivery/implementation (any sector(s)) and operations functions of Supply Chain, IT, Safety and Security, and/or Finance.

·       Experience representing an organization at national/regional level coordination meetings preferred.

·       Experience leading and motivating diverse teams essential.

·       Fluency in English required; additional Ukrainian and/or Russian skills preferred. 

·       Digital literacy: MS Word, Excel & email applications required; MS Access, Project & GIS preferred.

·       Self-motivated, honest, highly responsible, high attention to detail, flexible and adaptable.

·       Ability to work both independently and as part of a team.

·       Capable of working and living in an emergency environment while maintaining a healthy outlook. Willing to travel in remote and conflict affected areas.

·       Experience managing USAID/BHA, ECHO, FCDO, EU, and UN funded projects an advantage.