Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organisation. Our teams are committed to supporting civilians that are victims of marginalization and exclusion, or impacted 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. The association leads an average 200 projects a year in the following sectors of intervention: food security, health, nutrition, construction and rehabilitation of infrastructures, water, sanitation, hygiene and economic recovery. PUI is providing assistance to around 7 million people in 20 countries – in Africa, Asia, Middle East, Eastern Europe and France.
The PUI Colombia Mission has been officially in operation since January 2019, in a consortium with Solidarités International, with a focus on meeting urgent needs of Venezuelan migrants and refugees, as well as vulnerable Colombians. This is planned to be achieve through a multi-sectoral, integrated program focusing on health, shelter, protection, food security, and water, sanitation and hygiene, within programs located in North Santander, Santander and Arauca.
In Arauca, PUI Colombia will soon operate various Primary Healthcare Clinics, with the support of ECHO, which includes a package of general medicine consultations, basic rapid testing, emergency and secondary care referrals, support to cases of sexual and gender based violence, social support, and mental health and psychosocial support (MHPSS), and health and hygiene awareness. Also, the program will include activities in response to the COVID-19 pandemic, including provision of specialized technical guidance/support to local public hospitals, modified provision of essential healthcare to target populations to reduce emergency overload of local health structures, public communication relating to Infection Prevention and Control (IPC) and public health, and MHPSS support relating to COVID-19.
Overall objective
The Field Coordinator is responsible for the proper functioning of the base, and the proper implementation of programs developed on that base.
Tasks and Responsibilities
· Safety and security: In collaboration with the Head of Mission, with the support of the logistic coordinator, he/she is responsible for the safety and security of the base.
· Program: He/She is accountable for an adequate definition and efficient implementation of the projects. S/he ensures the coordination between the support team (Admin and Log), and Head of Mission in order to timely and qualitatively guarantee that the objectives and results of all projects are reached. He/She preventively identifies issues, gaps and delays that may impede the correct implementation of the projects and proposes mitigation plan to the HoM.
· Human Resources: He/She supervises all the teams at the base, composed of national and international staff and participates to recruitment, briefing and follow up.
· Logistical, administrative and financial support: He/She oversees the logistical, administrative and financial components of the base for the purpose of program implementation, and ensures compliance with the relevant procedures, with substantive support from the Logistics and Administrative/Fin Coordinators based in the capital and of their counterparts at base level.
· Representation: In the area of responsibility and by delegation of the HoM, He/She represents PUI with the stakeholders (such as donors, authorities, International/Local NGOs, Clusters).
· Coordination: He/She centralizes and disseminates information from/to the site, and consolidates the internal and external reporting activities implemented in his/her field of operations before submitting them to the Head of Mission and relevant Coordinators.
· Assessment/Strategy: He/She participates in strategy development and proposes new interventions in function of needs identified in his/her field of operations
Specific Goals and Related Activities
ENSURE THE SAFETY AND SECURITY OF PROPERTY AND PEOPLE AT THE SITE
· He/She ensures that the safety and security plans for the site is up-to-date, and that everyone knows and understands it (both expatriates and locals).
· He/She participate in the validation process for the access letter and the assessment process in case of new intervention areas closely with the Head of Mission.
· He/She ensures data collection relative to the safety and security 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.
· He/She verifies that the material and human resource means at his/her disposal are adequate to ensure the optimal safety and security of teams, materials and beneficiaries.
· He/She 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), he/she ensures that the information is transmitted to his/her immediate supervisor without delay, and reported upon in accordance with PUI guidelines.
SUPERVISE TEAMS OF NATIONAL AND INTERNATIONAL STAFF AT THE SITE
· He/She supervises all national and international staff members on the site.
· He/She guides the work of the managers/heads of departments at the site, tracks the realization of their objectives, and leads the mid-term and final evaluation exercises.
· He/She participates in the recruitment process, when needed. He/She ensures compliance with the Internal Rules of Procedure of PUI on the site.
· He/She makes sure that all local employees are subject to a written evaluation at least once per contract period.
· He/She assumes or delegates responsibility for the integration of any new employee on the site, 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.
· With support from Head of Mission he/she updates training needs for local and international staff and share it with the Admin/Fin Coordinator.
· He/She prepares the job profiles of staff under his/her immediate supervision, endorses job profiles of staff at his/her site, and forwards them for endorsement to the Admin/Fin Coordinator, and to any other potentially relevant party.
· He/She updates the organizational chart of the base, and has it endorsed by his/her immediate supervisor and the Adim/Fin Coordinator.
· He/She handles the management of interpersonal conflicts that arise on his/her site, and refers the matter to his/her immediate supervisor in the event that he/she is not able to resolve dispute.
· He/She is the guardian of the image of PUI 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, and with full respect for the local culture.
ENSURE THE IMPLEMENTATION OF PROGRAMMES AND PROPOSE NEW INTERVENTIONS
· He/She ensures the smooth running of ongoing programs on the site (meeting of objectives, respecting time-lines, budgetary monitoring, contractual reporting…) and reports to his/her immediate supervisor.
· He/She sets up a formal coordination system, follows it up (meetings, written reports…), and reports to his/her immediate supervisor.
· He/She ensures proper filing of all documents produced in the context of the project(s), and ensures the availability of the verification sources mentioned in the proposals.
· He/She proposes new interventions and discusses them with his/her immediate supervisor.
· He/She is involved in identifying needs on the basis of needs assessment’s terms of references.
· When defining new operational activities, he/she 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’.
He/She participates in the Strategy development exercise of the mission.
ENSURE LOGISTICAL, ADMINISTRATIVE AND FINANCIAL SUPPORT FOR THE SITE
· He/She ensures that the needs of the site are met (support, programming) and makes the needs known to the Admin Coordinator each month, while making sure that all donors’ and internal procedures are respected, and that commitments are in line with available budgets.
· He/She ensures that the site 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 and security.
· With the support of the Logistics Coordinator, He/She ensure proper management of the vehicle fleet, its proper functioning, as well as the maintenance of all equipment belonging to the site.
· With the support of the Logistics Coordinator, He/She ensure adequate storage arrangements for all property and equipment.
· With the support of the Logistics Coordinator, He/She ensure proper delivery of all purchases planned for the operational sites.
· With the support of the Logistics Coordinator, He/She ensure preparation and update of the inventory of supplies and equipment for the site.
· He/She is responsible for cost optimization; and uses budget tracking to achieve this; in coordination with Admin/Fin Coordinator he/she ensures adequate financial resources for the running of the site.
· As regards budgetary monitoring, he/she participates in team-based analysis and is responsible for detecting anomalies and proposing adjustments to the Admin/Fin Coordinator.
· With the support of the Admin/Fin Coordinator, He/She that accounting entries are completed in compliance with internal rules, and communicated to the Admin/Fin Coordinator according to the agreed calendar. He/she tracks the cash flow for his/her site, and oversees disbursements.
· Together with the Admin/Fin Coordinator, he/she ensures that a system of internal oversight is in place at the site.
He/She ensures compliance with procedures for undertaking expenditure commitments, and participates in the process of endorsing purchase orders.
ENSURE THE REPRESENTATION OF PUI IN THE JURISDICTION COVERED BY HIS/HER SITE
· He/She 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 in collaboration with the Head of Mission.
· He/She participates in coordination meetings when they take place, and participates actively.
· In the event of visits from donors, he/she participates in the organization and implementation of the visit.
ENSURE REPORTING AND DISSEMINATION OF INFORMATION
· He/She 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).
· He/She organizes the two-way dissemination of information: from the site to the field coordination and from the field coordination to the site (regular and ad-hoc Situation reporting).
He/She attends internal coordination meetings and participates actively.
YOUR PROFILE
Language skills: Spanish, English mandatory
Education degree:
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Degree or equivalent in social science, politics science, program management, international development preferred; Work experience:
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At least 3 years of experience in projects development/implementation;
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Experience in Budget/Finance Management (cost-efficiency);
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Experience of managing logistical processes
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Experience working with a variety of donors;
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Experience in Safety and Security Management
Knowledge and skills
- Excellent writing skills
- Team Management
- Project Management skills
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Ability to represent PUI as per the recommendations of the HoM and ensure an efficient and proactive coordination with other actors.
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Security management and context follow-up
More Information
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USD
Month