Field Coordinator – Ukraine

This is a limited duration full-time position for 6 months located in Ukraine. This position is contingent upon receiving a work permit/visa for the country which Medical Teams International will help to coordinate.

The Field Coordinator is a senior field position managing program and support functions including but not limited to compliance, security/safety, finance, logistics, human resources and field level coordination and external representation. The Field Coordinator is responsible for planning and implementing operational activities with adherence to organizational policies/ procedures and applicable local regulations. The position reports to the Country Director.

Medical Teams International Calling:

Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Policy/Procedures

• Ensures that Medical Teams procedures and guidelines are implemented
• Ensures donor regulations applicable to projects implemented in the field with regards to finance, logistics, security, HR, and administration are closely followed.
• Ensures that the field office is compliant with all applicable local ways
• Implements a compliance monitoring system in the field in collaboration with the country team.

Program Implementation

• Manages the Medical Coordinator and ensures implementation is done according to established program plans, SOPs, and global guidance
• Manage the development of new response strategies in collaboration with technical leads
• Identify new local partners and continue relationships with established local partners
• Support the Country Director in development of new concept notes and proposals
• Provide strategic guidance and day-to-day operational leadership to country team

Logistics

• Oversees and supports the supply chain from procurement planning, procurement of supplies and services, their transport and storage,
• Ensures the organization, planning, and maintenance of the fleet and equipment, and the functioning of the means of communication appropriate for the respective region.
• Oversights the organization, planning and monitoring of stocks and warehouses.
• Controls movement of supplies and assets and ensures all documentations are accurate and up to date.
• Manages and approves local contracts and leases on timely bases based on authorization level.
• Ensures appropriate legal assistance is obtained in all relevant situation in collaboration with country team.
• Ensures that resources and asset are assigned and delivered to run regular operational activities.
• Ensures that the offices/guesthouses and other premises are managed in accordance with organizational protocol and standards.

Finance

• Oversees the management of finances and administration at the field level.
• Ensures the proper management of finances at the field levels including planning, authorization of expenses, and reporting.
• Oversights and control financial of field transactions by ensuring smooth and transparent financial systems and operations implemented the field offices.
• Produces content for new budgets covering operational requirements and provide advice on operation related budgeting, including a capital equipment replacement plan,
• Maintains close working relations with the Finance and Admin Manager to ensure full and coordinated support to operations.
• Identify, manage, and report any financial risks including under or overutilization of funds, frauds, and misuses.
• Monitors financial performance of sub-grantees and others with contractual award.

Human Resource and Administration

• Ensures the management of Human Resources in accordance with available manual and local laws.
• Ensure that field site staff has annual performance plans and evaluations; and that performance evaluations are completed on time.
• Ensure that staff follow applicable ethical standards and the value of the organization, collaborate on disciplinary action.
• Within the organization and in collaboration with the HR, identify staff knowledge areas that require strengthening and work with supervisors and staff to provide the appropriate training, with a goal of contributing to staff retention.
• Manages and oversees management of field office/s. This includes management of all or part of support staff, logistics, HR and administration, Finance, and security of the field office.
• Ensures that staff are attending mandatory training at regular intervals.

Security and Safety

• Ensures security management and ensures the security of staff, premises, materials, and assets.
• Monitors the context and analyses the risks and reports the security situation and develops security procedures relevant to the context.
• Serves as security focal point at the field level and attends meetings and gathers relevant information that might affect the performance of the programs.
• Ensures that the Security Management Plan and SOPs are regularly updated.
• Supports Country Director in troubleshooting specific security incidents.
• Provides management support and oversight in implementing security policies and procedures
• Ensure staffs are trained in basic security procedures.
• Ensure all office and residential locations are safe and secure.

Monitoring and supervision

• Monitors and updates the country team through regular reporting about the overall field office performance and contextual situation.
• Coaches and mentors field staff to ensure high performance and staff retention.
• Conducts regular supervision visits to field locations and clinics.
• Supports establishment and implementation of beneficiary accountability mechanisms.
• Supports joint supervisions implemented by donors and government authorities.
• Monitors the performance of constructions and rehabilitation activities.

Representation

• Builds professional relationships and networks with other partners and government authorities.
• Represents the organization at the regional level including general meetings with donors, humanitarian actors, local authorities, protocol meetings, security meetings, as well as sector program meetings when requested by the mission coordination.
• Represents and manages the visit of donors representatives / HQ visitors / other stakeholders whenever requested.
• Coordinates government reports and updates in collaboration with country team.
• Initiate and finalize technical agreement and memoranda at the field level.

Other Duties:

• Ensure proper and effective delegations are implemented when staff are away.
• Adheres to the organizations code of conduct, PSEA and other ethical standards.
• Ensures the Safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, and Child & Vulnerable Adult protection policies.
• Implement other activities as assigned by the country director.

EDUCATION, LICENSES, & CERTIFICATIONS

• Masters in humanities, social sciences, health, or related fields is required.
• Valid Passport
• Valid Driving License

EXPERIENCE

• Previous experience in health and nutrition programs is desirable
• Relevant experience in humanitarian response management of 4 years or more
• Experience in emergency/Humanitarian context including developing country experience.
• Experience of financial and/or logistics management.
• Experience of security management is desirable
• Experience of working with several stakeholders including authorities, local NGOs, international agencies and UN.

KNOWLEDGE, SKILLS & ABILITIES

• Dedication to the mission of Medical Teams International.
• Commitment to organizational strengthening and programmatic growth in accordance with humanitarian needs.
• Good understanding of humanitarian standards, protection, and accountability.
• Strong organizational and administrative capacity, including proficiency in budget development and management.
• Excellent English Language Skills (Written, Spoken)
• Good report writing skills.
• Previous management and leadership experience in humanitarian emergency set-ups.
• Very good interpersonal skills and team player
• Good computer skills Microsoft Office, Outlook, Excel and other computer-based systems
• Excellent and diplomatic communication and representation skills.
• Proven ability to develop strong and positive relationships across the spectrum of humanitarian actors.
• Excellent problem-solving skills and quick learner.
• Ability to work independently and proactively.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or ladder
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and/or move up to 30 pounds.
• Seldom to occasionally positions self to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.