Emergency Program Coordinator

(01 Position –Duration till March 31, 2024- Raqqa or Hassakeh based) 

The Position Summary:

The Emergency Program Coordinator will directly report to the Food Security and Livelihood Manager (FSLM). S/he is responsible for supporting the implementation of all emergency activities within a specific geographical area (Western and Eastern NES), assisting, and advising the FSLM in day-to-day activities and coordinating with all departments as necessary to complete activities in a timely manner. This will include planning the activities and ensure their timely and qualitative implementation, daily communication with the team in field, gathering and analysis of project reports and information from the fields, and coordination with PaQ team and the other department with the maximum benefit for the program.

Essential Job Responsibilities

Program design and set-up

Contributes to the development of new concept notes or proposals (and their respective budget) for Emergency-related activities.
Represent the Emergency Programs team in programs’ kick off meeting (including presentation).
Based on lessons learned and discussion with the Emergency Programs team, develop and share concept notes for new/innovative activities.
 

Program Management

Activity planning:

Maintain an overall understanding of the Emergency grant portfolio and deliver regular workshops/presentations to the Emergency Programs team members to keep them updated with project progress.
Regularly (monthly) update the Emergency Programs team’s workplan and coordinate the allocation of resources to meet the plans.
Ensures that all relevant stakeholders (other teams and departments, partners, team members etc) are involved in activity planning, for all the activities happening in her/his area.
Anticipate the Emergency Programs team’ needs of support (human, financial, operational resources), and communicate effectively around them to prevent any challenge.
 

Technical Support:

Support the development of NES’ procedures (SOPs, guidelines, delivery) with strong technical knowledge in cash-based response planning and implementation.
Provide guidance, technical support, and training for the field staff on the program modalities and methodology.
 

Support the EPM in:

Developing a sound Emergency strategy and leading in its role out.
Developing implementation strategies for program modalities and partners’ capacity building.
 

Support the partners in:

Ensuring all implementing partners are performing at a high standard and follow up on capacity building plans in place or upcoming ones.
 

Implementation

Program:

Lead implementation of all Emergency activities across NES, ensuring that they all meet quality minimum standards (Cash Transfer Programming, Program Management, Gender, etc) and donors’ regulations. Ensure that assistance is conducted in a timely and dignified way, in accordance with humanitarian principles.
Work with the field team to identify emerging needs and report them to the FSLM.
Coordinating NES’ Emergency activities with the relevant external stakeholders (working groups, NES Forum, authority).
 

Program Quality and Performance (PaQ):

With the PaQ team, ensure the completion of all project assessments, beneficiary registration and verification, monitoring activities (including DMs, PDMs) and programme evaluations, ensuring compliance with all SOPs regarding beneficiary identification.
Work closely with the PaQ team to ensure the timely entry of distribution and monitoring data, the reconciliation of distribution lists (waybills and beneficiary lists) and proper filing of project documents.
Organize and lead Lessons Learned meetings/discussion with program and partner team members, and all the relevant departments.
 

Partnerships:

Ensure that all partners (local CSO or vendors) understand the terms of contracts/MOUs, verify that all necessary agreements are signed and filed, and that distribution support payment are paid in a timely manner.  
 

Reporting & grants-related tasks:

Meet with the reporting requirements including internal sit-rep reports as well as external donor/sector reporting.
Prepare weekly progress reports with the support of Program Officers.
Ensure program documents’ filling as per policies.
 

Internal coordination:

Follow-up regularly with Operations, Finance and the Program Support Unit to ensure timely delivery of requested items and services or address any issues.
 

Team Management

Supervision:

Supervise Program Officers in different geographic target locations.
Lead weekly and monthly planning, with input from the Program Officers.
Oversee field team day-to-day work, ensuring activities are implemented according to the developed strategies and planning.
Mentor team members to improve performance focusing on building capacity throughout the Emergency Team.
 

Capacity building:

Provide team members with information, tools and other resources to improve performance and reach objectives.
With support from the FSLM and HR Manager, develop clear capacity building plans for each of her/his subordinates, and implements them.
 

Team building:

Create and sustain a work environment of mutual respect and motivation where team members strive to achieve excellence.
Promote accountability, communicate expectations, and provide constructive feedback via regular team meetings and performance reviews.
Contribute to country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.
 

Finance & Compliance Management

Ensure compliance with donors and regulations related to all NES emergency programs.
Attend all grants’ BVAs meetings on a monthly basis.
Work closely with all departments, primarily Finance, Operations, and the PSU in ensuring financial streams and timelines are followed up properly to avoid any delay in implementation and payments.
Support with the management of budgets effectively to ensure programs remain on scope, on target and on budget.
 

Coordination and Representation

Ensure close coordination with all relevant working groups and peer agencies to identify gaps and report on activity progress.
Act as the main focal point for disseminating information to authorities, communities and partner organizations.
Represent the organization in coordination meetings, donor visits and other external forums as necessary
Ensure the accurate submission of all relevant sector 4W information – coordinating with MEL to align programme and MEL activity tracking and reporting.
Liaise with other sector focal points to understand sectoral plans and strategies and identify opportunities for sector integration.
 

Other

Be responsible for staff and property in the field.
Identify any issues in the program and report them to the appropriate personnel in a timely manner.
Conduct himself/herself both professionally and personally in such manner as to bring credit to the organization and to not jeopardize its humanitarian mission.
Other duties as assigned.
 

Supervisory Responsibility

Program Officers x 2

Accountability

Accountable to Position Description, HR Manual, and ICRC Code of Conduct.

Reports Directly To

Food Security and Livelihood Programme Manager

Works Directly With

PaQ team, Finance team, Program team, Operations team, Heads of Offices, HR team, other INGOs representatives, the organization’ local organizations

Accountability to Participants and Stakeholders

Team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

University degree in a relevant field
Minimum of four years work experience in the project implementation preferably with an international organization
Technical knowledge and experience for the specific job
Understanding of the social, political, and economic context of NE-Syria
Preferable 2-3 years of experience in emergency assistance: distributions, community mobilization, etc
Good writing skills
Ability to work effectively as part of the team in an emergency, cross cultural and politically sensitive setting
Ability to work independently and prioritize tasks
Ability to collect, interpret, and synthesize information collected from field teams
Willingness to learn and to progress professionally
IT skills (mainly word and excel) in addition to email
English and Arabic language skills are a necessary
 

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives. We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

 
Equal Employment Opportunity
The organization is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact. We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Organizations Commitment towards Safeguarding & Ethics: The organization is committed to ensure that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to the organizations code of conduct policies and values at all times. Team members are required to complete mandatory Code of Conduct online learning courses upon hire and on an annual basis.