Field Coordinator

Job Overview/Summary:

The Field Coordinator (FC) will likely cover Idleb, Aleppo, and Hama, with possible expansion to additional areas as needed or relevant. The base location for this position is in northwest Syria, though it may be based in any of these governorates as the IRC continues to pursue expansion in newly accessible areas based on humanitarian needs.
The FC will report to the Country Director (CD) and will serve as a member of the Senior Management Team (SMT).
The FC will oversee all field management of IRC’s work in northwest and southern Syria, managing in partnership the operations support staff. Specifically, the position will directly line manage the Field Management, Supply Chain, Information Technology, and Admin teams. Additionally, the FC will indirectly manage Managers/Focal Points for the operational support departments in the field, including HR, Finance, HAS, and Partnerships. The FC will be responsible for ensuring that field operations are well-coordinated across all locations, contributing to the consistent delivery of high-quality programs.
In close coordination with the CD, the FC will actively participate in the design and execution of IRC programs in northwest and southern Syria, considering operational feasibility. They will work with program leads to ensure integrated implementation across these areas, including during both regular and emergency response operations.

Responsibilities:

Operational Support and Finance:

In close cooperation with the CD, relevant support departments, and input from the Field manager(s):

• Ensures that all policies, procedures, and practices comply with IRC, donor, and national requirements.
• Promotes team spirit, cohesion, respect, and the IRC Way Standards for Professional Conduct among staff in NWS in close cooperation with Human Resources.
• Ensure safety and security practices and adherence to IRC global security principles; supports in development and review of Field Security Management Plan for each region in NWS.
• Cooperation with the security department, advises and oversees security and humanitarian access assessments for new areas of program implementation and IRC response.
• In cooperation with IT department, promotes and ensures compliant use of IRC equipment and communication resources, including adherence to BIS licenses, confidentiality, and storage of data and similar.
• In coordination with Finance, oversee the development and submission of the consolidated monthly spending plan for the field activities.
• Oversees the processing of the field payments among the supply chain and the finance departments to ensure smooth and timely delivery of payments.
• Ensure adherence to IRC administrative procedures by support and program; Oversee support to daily office and program activities in the area.
• Ensure that the SC are implementing the latest procurement plans submitted by program
• Ensure that IRCs’ procurement activities are legal and moral.
• Assist Program and Operational personnel in regular procurement planning meetings.
• Assist staff as needed on the timely completion of purchase requests and other documentation.
• Oversee the gathering of quotations and bids from the market for PR-s as per IRC standards and formats.
• Interact with contractors in coordination with the Program & Supply chain team.  
• Ensures that the required documentation of supplies and transactions are completed to IRC standards.
• Coordinate with the Finance Department to ensure that payments to vendors are made on time and without any unnecessary strain on the financial systems of IRC.
• Maintain a file on market prices for commonly bought items.
• Review Master Agreements for goods and services.
• Ensure that field operational budget and continuously updated and reflect actual and anticipated expenses.

Program support

• Supporting the CD to ensure that all program activities are tightly integrated at the hub level and are responsive to the overall vision for the program
• Serves as point person for operational support to programs inside NWS office and camps and in coordination with the CD, provides strategic leadership to overall programming in the designated area of operations.
• Advise the Program managers, and the work of the relevant field teams during the preparatory work, assessments, technical requirements, and selection of external entities in support of the specific projects/program.
• Promotes strong linkages and exchange between operations and program teams, including in the field, and other offices, to ensure the sharing of best practices and expertise.
• Advises the CD about strategic programming directions, opportunities, and issues affecting project implementation, or key local issues affecting future grants/projects developments.
• Ensure that IRC implementation is responsive to/ targeting in-need, communities, and coordinated with partners, other implementing agencies, and clusters.
• Engage in the design phase of IRC programs and enables programs to adapt to context changes and conflict environment.

Humanitarian Access and Security (HAS):

•  Ensure compliance with security procedures and policies as determined by country leadership.
• Coordinate the efforts of the HAS team in the field to ensure full coverage to ongoing and upcoming activities and jointly liaise with the relevant area/camps authorities.
• Liaise with International and local NGOs and officials/authorities, as required.
• Advise, as required, on the policies, procedures, and interaction with the authorities in the areas of operations.
• Represent IRC with local authorities, donors, and other meetings in their area of operations and the related area/camps.
• Support and liaise with HAS coordinator on access plans and stakeholder mapping.

Human Resources:

•  Model, promote and uphold a culture of values as reflected in IRC code of conduct, The IRC Way:Standards for Professional Conduct – Integrity, Service, Accountability, and Equality.
• Form partnerships across all units within the hub and deliver value-added services that match the organization's business objectives and meet the strategic requirements of IRC workforce.
• Support the HR team in the planning and execution of global regional, and county HR initiatives for the country program.
• Collaborate with HR team members in the field and area offices to ensure the effectiveness and efficiency of work practices, as well as consistent standards across the program. This includes, but is not limited to, timely submission of completed Timesheets, ensuring legal statutory payments in the field where applicable, daily attendance to duty station, and ensuring that all department heads have completed a thorough leave plan for their respective departments to ensure minimal disruption in field operations, and FM should be enabled to access all HR files that need.
• Provide backup support upon the need to the field offices for onboarding of new staff, with the goal to ensure new hire and orientation practices are implemented in accordance with IRC standards.
• Upon need, manage employee relations disputes with relevant HR representatives, complaints, and conflicts in a professional manner with the aim of empowering employees and supervisors to have the necessary tools, resources, and knowledge to resolve conflicts in a positive reinforcement manner.
• Partners in investigations of misconduct when required and actively collaborates with CD and HR if disciplinary measures are required, taking into consideration the safety and security of IRC staff, programs, and assets in the respective area.

Emergency Response Support:

•  Closely monitors the context developments in the field to identify any significant movement of IDPs, the spread of epidemics or natural disasters in areas of IRC operations, and other ways for possible expansion based on need.
• In coordination with the program focal points, supports CD decision to initiate an emergency response when the situation requires.
• Leads coordination with the field emergency response team and ensures that clear plans are set and communicated to the field team and supports the field team in addressing any implementation challenges.
• Collaborates with program focal points to issue Situational Reports.

Coordination and Representation

External

• Develops and maintains effective working relationships with all stakeholders, to enhance cooperation and coordination between organizations. (Remotely and in person)
• Represents the IRC, participating in NGO coordination meetings as well as sectoral working group meetings and camp management meetings as appropriate.
• In coordination with Finance, Supply Chain, and programs, leads the communications with the financial service providers to secure the required liquidity for covering IRC activities in the field

Internal

• Chair and co-chair internal hub coordination meetings including meeting on field level and meetings with focal points based in Türkiye (i.e Field Management Meetings)
• Actively patriciate in Project Cycle Management and Budget Monitoring meetings.
• Enhance the quality of the regular coordination meetings

Staff Performance Management, Learning & Development

•  Create a work environment of mutual respect that attracts motivated, skilled and effective team members and enables them individually and collectively to strive to achieve excellence.
• Develop and implement remote management capacity-building approaches to build the strengths of teams.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage time, attendance, and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team, and providing guidance on career paths.
• As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Promote and monitor staff care and well-being in collaboration with HR. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.