Position:                                          Field Office Coordinator (National Position)

Reports to:                                     Area Manager – East

Supervision of:                               Direct line management of support staff and administrative line management of program staff in the field

Duty station:                                  Derna

All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

1. Role and responsibilities: 

The Field Office Coordinator will be responsible for direct line management of support staff and administrative line management of program staff at field office. The post holder is expected to manage the day to day HR, Admin, Finance, Logistics and security tasks with close collaboration with the Area Manager and administrative support to program staff and to provide timely and quality reports. Adhering to the NRC policies, procedures, guidelines and SOPs including the security policies is mandatory tasks of the post holder.

1. Role and responsibilities: 

The Field Office Coordinator will be responsible for direct line management of support staff and administrative line management of program staff at field office. The post holder is expected to manage the day to day HR, Admin, Finance, Logistics and security tasks with close collaboration with the Area Manager and administrative support to program staff and to provide timely and quality reports. Adhering to the NRC policies, procedures, guidelines and SOPs including the security policies is mandatory tasks of the post holder.

Generic responsibilities:

1. Manage support staff at field office level.
2. Supervise day to day HR & Admin, finance, logistics and security tasks of the field office.
3. Ensure adherence to NRC policies, handbooks, procedures and SOPs/guidelines in the field office.
4. Ensure adherence to Security and Risk Management policy and procedures.
5. Coordinate and assist with budgets and costs for the field office’s shared costs and support functions with the field office.
6. Provide support to smooth project implementation at field office level.
7. Coordinate representation meetings with the Emergency Cell in Derna and other. stakeholders in affected areas, NGOs, INGOs, LibAid, Libyan Red Crescent, OCHA.
8. Promote the rights of IDPs/returnees to Derna and affected ares in line with the advocacy strategy.

Specific responsibilities:

The Field Office Coordinator will be overall responsible for the following functions:

• Administration/ Human Resources, Finance, Logistics and IT in the Field Office but where responsibilities are delegated to the different functions.
• Proofread contracts before recommending for signatures and make recommendations for improvements /corrections if needed.
• Supervise allocation of office space in a fair and transparent manner
• Ensure communication and understanding of the National Staff Handbook, Code of Conduct and other regulations by all staff.
• Support the organization of general meetings and weekly Management Team meetings.
• Control recruitment procedures and participate in selection panel when necessary.
• Support and advise the Area Manager for disciplinary issues.
• Ensure that all staff have their performance appraisal done and any training needs are included in the overall training plan.
• Review cashboxes codification and balance before closure.
• Review monthly cash request to Kabul & monitor the level of cash flow and transfers.
• Facilitate the sharing and use of office support budget among project budgets.
• Monitor the level of cash advances and support the administrator for prompt balancing.
• Support logistics team in ensuring transparency of procurement especially for tenders.
• Spot check some procurement procedures via independent quotations.
• Advise on the fleet management and car accident settlements.
• Regularly visit storage and control that warehouse documentation is up to date.
• Participate in the monthly inventory of stocks.
• Support, orientate negotiations with contractors for rents and other services.
• Represent NRC in working group.
• Administrative support to the program staff in field office.
• The field Office Coordinator in cooperation with the Area Manager shall ensure optimal use of human resources in the support department, including review funding and budget for its smooth running.

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Support function: HR, Finance, Logistics Officers/Coordinators/managers at country and area level
• Security: Security Manager at country level
• Programmatic operations support: CC project managers/Coordinators, CC Project development Managers
• Derna Team

Scale and scope of position

1. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

1. Professional competencies 

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies: 

• Bachelor degree in business administration and master degree is preferred.
• At least 5 years ‘Experience from working in support & programme functions in a humanitarian/recovery context
• Honest and kind
• Respectful and right observer
• Straightforward and positive thinker
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Fluency in English, both written and verbal.
• Knowledge of cash-based interventions and market based programmes

Context/ Specific skills, knowledge and experience: 

• Working with people
• Coping with change
• Knowledge of the context

1. Behavioral competencies:

• Planning and delivering results
• Empowering and building trust
• Handling insecure environment
• Dedicated, Innovated and committed.
• Managing resources to optimize results

1. Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

The Job Description

The Goals and Performance Plan

The NRC Competency Framework