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Preliminary Job Information
Job Title FIELD COORDINATOR Country & Base of posting KOSTYANTINOVKA (MAINLY) , BAKHMUT AND HORLIVKA / DONETSK Reports to HEAD OF MISSION
General Information on the Mission Context
Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit 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 in average 140 projects by 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 4 million people in 22 countries – in Africa, Asia, Middle East, Caucasus and Europe.
Since April of 2014, Eastern Ukraine has been experiencing significant armed conflict; the Ukrainian Army is being forced to ward off pro- Russian separatist groups. A significant part of the Donetsk and Lugansk Oblasts (regions) are now controlled by separatists, who have declared the independence of two new states, still unrecognized by the international community: "Donetsk People's Republic" and "Lugansk People's Republic." Despite the signing of a ceasefire agreement between the Ukrainian authorities and the separatists, fighting has persisted, causing a considerable number of casualties. In Summer 2016 intense, indiscriminate shelling continues in densely populated areas in different locations along the frontline in eastern Ukraine. As a result of the escalation of armed hostilities, bus stops and public transport, marketplaces, schools and kindergartens, hospitals and residential areas continue to be indiscriminately shelled in clear breach of international humanitarian law. The conflict has had an extremely negative impact on the population living in the region which amounts to more than 5 million and has caused the displacement of 1.4 million people mostly concentrated in the areas closer to the conflict zone.
Humanitarian access to certain areas remains very limited, particularly in zones where armed hostilities are taking place, and hampering the delivery of humanitarian assistance to the most vulnerable people who are in need of humanitarian aid due to the combined impact of conflict, displacement and extreme poverty. Since the beginning of the conflict, population faces shortage in food, health services, basic household items and shelter, and suffer of psychological distress. PUI’s strategy / position in the country
PUI priority is to improve or restore equitable access to quality health services as well as to water, sanitation and hygiene for the most vulnerable population living in cities located along the contact line in the Donetsk Oblast. PUI focus of provision of humanitarian aid to vulnerable population within the conflict-affected area employing complex approach strategy based on technical, medical and non-medical expertise.
History of the mission and current programs
Premiere Urgence Internationale opened its mission in Ukraine in the beginning of 2015 after identification of crucial humanitarian needs in Eastern Ukraine linked to the intensification of the military conflict. Thanks to CDC (Centre de Crise of the Ministry of Foreign Affairs of France) and ECHO funding’s, PUI has started to provide humanitarian assistance for the most vulnerable population in target cities of Kostiantynivka (GCA) and Horlivka (NGCA) in April 2015. PUI provided aid on both sides of the contact line in order to ensure neutrality and equity. The assistance aimed at improving healthcare for the most vulnerable population. The intervention included access to free medicines through voucher system and medical prescriptions issued by doctors, provision of medical and non-medical equipment and consumables to health facilities, rehabilitation of the most life-saving wards of health facilities damaged by shelling, and provision of fresh food to canteens of health facilities in NGCA. Currently PUI is running a second ECHO project with the same above components in GCA (Government-controlled area) and NGCA (Non-Governmental Controlled area) in Donetsk Oblast, with exception of a fresh food component which was found non- relevant.
Starting from August 1st 2016, with the funding of OFDA, PUI is running two first aid points (FAPs) located at the exit-entry check points Zaitseve and Mayorsk, providing first aid care and stabilization, followed by emergency call for ambulance when required for people crossing check points between government controlled areas and non-government controlled areas – both ways. Due to the prolonged amount of time required to cross the line of contact, as well as a lack of appropriate facilities, people daily seek medical attention at first aid points. In addition, PUI provides drinking water and water for sanitation needs, as well as access to latrines and garbage collection. Due to harsh weather conditions and possible consequent medical complications, paper hats are distributed in summer and heating points will be organized in winter. Moreover, PUI hands out information leaflets on important topics.
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New needs assessments were carried out in August 2016 regarding WASH and Health needs along the cities of the contact line and new project proposals have been developed on the basis of the assessment. Configuration of the Mission 1.8 MILLION EURO BUDGET FORECAST 2016 KIEV – COORDINATION BASE BASES KOSTIANTYNIVKA (GCA) – FIELD BASE BAKHMUT (GCA) – PROJECT BASE , SUB-BASE DONETSK (NGCA) – REPRESENTATION OFFICE 5 NUMBER OF EXPATRIATES 40 NUMBER OF NATIONAL STAFF 2 (+ 1 Forecast) NUMBER OF CURRENT PROJECTS ECHO / OFDA/ UNICEF (forecast) MAIN PARTNERS Primary Health Care / WASH / Rehabilitation ACTIVITY SECTORS Kiev Coordination Office :4 expatriates EXPATRIATE TEAM ON-SITE Kostiantynivka field base: 1 expatriate
Job Description
Overall objective
A Field Coordinator has the role of delegated Head of Mission for a region of a country in which PUI intervenes.
He/she proposes a regional strategy according to the geopolitical and humanitarian context, and ensures its implementation, once validated.
He/she checks and ensures that projects are carried out in accordance with the PUI charter, respecting all internal and contractual procedures.
He/she mobilizes the material and financial resources necessary for programs to run smoothly, and supervises resource management.
He/she coordinates the teams in place and is responsible for their security in his/her assigned zone.
He/she is the Head of Mission's direct contact and representative in the respective geographical field.
Tasks and Responsibilities
Safety & Security : S/he is responsible for the safety & security of the region and for developing/updating all security tools in the field. Representation at regional level : S/he represents the association in its relations with partners, donors, the media and local and subnational authorities, as well as at the national level when requested by the Head of Mission. Programs : S/he coordinates the teams and ensures that the programs implemented on the region are properly carried out. S/he also monitors needs and suggests new activities and development tracks for the regional operations. Human Resources: S/he ensures that the regional base is adequately staffed and supervises the teams (defining objectives, follow- up). Logistical, administrative and financial monitoring: S/he ensures that logistical and administrative practices in place respect PUI procedures and formats and are in compliance with donors’ rules and regulations. Medical and technical monitoring: Along with the Health Coordinator, S/he ensures that medical and technical practices respect PUI’s procedures and formats and are in compliance with PUI’s operational framework and policy. Relations with the Head of Mission: A Field Coordinator is the main focal point in the field for the Head of Mission and a team of Coordinators. S/he ensures that information is properly circulated between the Head of Mission and the field and ensures that due deadlines are respected.
Specific Goals and Related Activities 1. COORDINATION AND STRATEGIC ORIENTATION Within his/her intervention zone, monitor and analyse the humanitarian, political, cultural, social and economic context. Within his/her intervention zone, propose and develop an operational strategy in line with the association's policies and the population's needs. Within his/her intervention zone, suggest and develop proposals and modifications for projects. Within his/her intervention zone, propose new operational directions according to how the context develops 2. RELEVANCE AND OPERATIONAL QUALITY / OPERATION MONITORING
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Ensure the coordination, development, monitoring and evaluation of the programmes implemented within his/her intervention zone. Ensure that the programmes in his/her intervention are relevant and consistent. Ensure that the programmes in his/her intervention zone are implemented in accordance with the annual operational strategy, PUI's technical requirements and financial donor' criteria. Ensure the good and productive cooperation with national NGO-partner(s)
3. RESOURCES MANAGEMENT Propose the human, financial and logistical scale for his/her intervention zone and its organisation Ensure that financial resources and other means necessary for accomplishing projects in his/her intervention zone are mobilized. Guarantee the appropriate use of resources in his/her intervention zone
4. HUMAN RESOURCES MANAGEMENT Build and maintain a team dynamic which enables the objectives of PUI to be carried out in his/her intervention zone Promote the ethics and values of PUI Monitor the implementation of PUI's human resources policy and procedures (recruitment, EAP, etc.) Monitor the personal and professional stability of PUI employees and ensure that an adequate living and working environment is maintained Manage associates placed under his/her direct supervision Ensure timely performance evaluation of the field staff 5. SECURITY Responsibility for the security of teams and property in his/her assigned zone, under the HoM's supervision Monitor and analyse the security situation and ensure it is understood by the teams Ensure that all new arrivals in his/her intervention zone are given a geopolitical and security briefing Under the supervision of the Head of Mission, ensure that all documents and procedures relating to security are developed and updated regularly Ensure that all security rules and procedures are respected in his/her intervention zone Ensure that a permanent security monitoring system is set up Ensure the immediate management of any security incidents occurring in his/her intervention zone and immediately notify the HoM
6. FINANCIAL BACKER RELATIONS / SEARCH FOR FUNDING Monitor and analyse financial donor strategies in his/her intervention zone Participate, at the request of the HoM, in the search for funding and ensure the financial stability of the organisation and the programmes implemented in his/her intervention zone Strengthen relations between PUI and donor representatives in his/her intervention zone
7. INTERNAL AND EXTERNAL COMMUNICATION Ensure that documents produced in his/her intervention zone meet deadlines and quality standards Ensure that all internal reporting respects the standard formats and procedures Organise regular coordination meetings Ensure that key operational information circulates properly, in his/her intervention zone and between the bases and the country coordination
8. REPRESENTATION Be the official representative of PUI in his/her intervention zone for aid workers, administrative, political and local authorities, civil society and the media Be an active participant in humanitarian forums and relevant coordination meetings
Focus on top priority activities related to the context of the mission
Be on top of startup and smooth running of new activities Coordinate the writing of new proposals Establish strong partnership with the NGO-partners, military authorities and other regional and local stakeholders Strong hand on implementation of current activities Team management, support and daily supervision Security tools update; implementation of an updated security protocols; situation monitoring and analyses
Team Management Number of people to manage and their position (expatriate/local staff) Direct management: - Expatriates : N/A
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- National staff: 7 (Program Managers; Program and Rehabilitation Officers; Procurement/Admin Officer, Logistics Officer) Indirect management: - National Staffs : 24
Required Profile Required knowledge and skills REQUIRED DESIRABLE TRAINING Project management Min. Bachelors degree Financial Management Human Resource Management Logistics and Security
PROFESSIONAL EXPERIENCE Humanitarian Min. 3 years of humanitarian experience in Previous experience as Head of base coordination / Head of project in an international Successful experience in team management and NGO or OSI multi-sector programme implementation Experience with PUI International Preferable Experience in proposal development Technical Experience in security management Experience in working and living in the Experience in project implementation, monitoring CIS region and evaluation
KNOWLEDGE AND SKILLS Excellent writing skills Team management Conflict management skills Project management Skills in networking Detailed knowledge of the donors (OFDA, ECHO, Understanding of post-Soviet system UN agencies, EuropeAid, AAP…) and local mentality Ability to work in unstable circumstances
LANGUAGES French X English X Ukranian X Russian X
SOFTWARE Pack Office X Other (to be specified)
Required Personal Characteristics (fitting into the team, suitability for the job and assignment)
Leadership skills and the ability to make decisions Trustworthiness and a sense of responsibility Charisma and the ability to awake enthusiasm for the work the project involves Ability to use authority, when necessary Analysis and synthesis abilities (discenrment, pragmatism) Ability to adapt Organisational skills, ability to be thorough and respect due dates Strong listening and negotiation skills Good people and communication skills Ability to remain calm and level-headed General ability to resist stress and particularly in unstable circumstances Emotional stability Other Mobility: Extensive travel may be required
Proposed terms Status
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EMPLOYED with a Fixed-Term Contract
Compensation
MONTHLY GROSS INCOME: 2200 to 2530 EUR gross salary + 50 Euros per semester for seniority with PUI
Benefits
COST COVERED: Round-trip transportation to and from home / mission, visas, vaccines… INSURANCE including medical coverage and complementary healthcare, 24/7 assistance and repatriation HOUSING in collective accommodation DAILY LIVING EXPENSES : «Per diem » BREAK POLICY : 5 working days at 3 and 9 months PAID LEAVES POLICY : 5 weeks of paid leaves per year + return ticket every 6 months
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