Programs Operations Coordinator

at International Medical Corps (IMC)
Location Addis Ababa, Ethiopia
Date Posted November 21, 2022
Category Management
Job Type Full-time
Currency ETB

Description

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at IMC website
International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document.

Job Summary

This position is a key senior program coordination position and responsibility within the IMC Ethiopia country program team. He/She will directly supervise and mentor the IMC Field Office Program Managers/Coordinators and maintain the primary responsibility to oversee effective implementation of IMC’s extensive humanitarian interventions and consistent implementation of internal policies and procedures, per agreed humanitarian standards and principles. The position requires extensive coordination with the Program and Support Team (Logistics, Finance and Human Resources) in Addis to ensure effective support to the field team and enable effectively and efficient implementation of the humanitarian and emergency response programs and activities in Ethiopia.

Key responsibilities include, but not limited to:

  • Program Management
  • Ensure effective and overall coordination and support to IMC’s programs and services.
  • Coordinate and support the management of IMC grants, assisting field program managers, coordinators, and teams in preparing work plans and working budgets, procurement plan, spending plan and monitoring implementation.
  • Together with IMC field program managers and coordinators, ensure that emergency and refugee assistance projects are implemented as planned and within budget, and in accordance with IMC and global humanitarian policies and guidelines, including Codes of Conduct, SPHERE and HAP principles and standards on accountability to the affected populations.
  • Support IMC field program managers, coordinators and teams, and ensure that there is a coordinated and integrated approach in the implementation of IMC emergency and refugee services.;
  • Help Field Program Coordinators and Managers in identifying new program opportunities and strategy.

Operational Management

  •    Support the field offices in submission of compiled procurement, warehouse, fleet, asset report from all field sites
  •  Ensure all HR, Logistics and Financial matters of the field office are communicated to Addis and been implemented in a reasonable time frame.
  • Ensure that all Field Managers convene a field management meeting (including Grant Review Meetings) consistently and minute the discussion and share to the SMT in Addis
  •  Work with Finance, Logistics and HR in Addis for continuous improvement in procedures and workflow.
  •  Ensure that area teams undertake regular meetings to monitor expenditure against budget (Budget Variance Analysis – BVA) and that all programs progress in accordance with grant agreements and are completed on time and on budget
  • Help in development and roll-out as well as standardization of pertinent program operational tools and build the capacity of field team on the same.
  • Help in recruitment of key field positions, in consultation with Human Resources and the relevant Technical Manager.

Field Leadership and Capacity Building

  • Together with the PD, FC and PC, ensure that exemplary management and leadership is exercised in all intervention sites and country office.
  •  Follow up consistent submission of monthly updates from field offices to Addis SMT, review updates and ensure action points have been followed up and implemented.
  • Ensure that rigorous remote project management tools are put in place and used by relevant managers
  •  Enhance the capacity of Field Coordinators and Managers and and mentor and coach them on Fundamentals of Program and Operational Management so that they take leadership in effective grant management.
  • Help Field Managers/Coordinators in clarifying policy requirements and bringing continuous improvement in system and procedures enforcement.
  •  Contribute proactively to ensuring that a positive working environment is created among IMC staff in the field offices.

Representation and Coordination

  • As delegated by PD, represent IMC Ethiopia in NGO, UN, government and other meetings and negotiations
  •   Ensure that a great working environment is created with donors, government and other stakeholders in IMC operational areas
  • Assist in ensuring that all NGOs, local Government Officials and other UN agencies have a good understanding of IMC Ethiopia’s emergency and refugee programs and interventions, particularly at Regional Level.

Key Working Relationship

  • The Program Operations Coordinator will directly report to the Program Director.
  • The position holder will work closely with the FAD, LD, PCs, MEAL Manager, Grants & Communication Manager, Proposal Development Coordinator and HR/Admin team in Addis.

Job Requirements

Required Education and Qualifications

  •  University degree in Management, Disaster Response and Management, Economics, Sociology, Political Science or a related field.
  •  More than 8 years’ experience with an international NGO - managing and/or coordinating large and complex emergency response projects, including refugee settings.
  •  Experience working in difficult areas (refugee program operation) and demanding security situations
  •  Extensive non-government organization experience in relief and development, combined with academic degrees/work from accredited institutions may be considered as a substitute for a BA degree.

Required Skills, Knowledge & Abilities

  • Extensive experience in overall program/project senior management and coordination, preferably in the health, nutrition, water-sanitation-hygiene, gender, food security and related sectors.
  • Demonstrated and extensive program/project, people, and financial skills
  • Ability to cope with stress; patience and flexibility.
  •  Ability to effectively work with government, community leaders, international/national organizations, donors, partners and other IMC relationships.
  • Supportive and participatory personnel leadership style.
  • Team player with an ability to train and coach staff.
  • Strong leadership skills, strong communication skills, with excellent written and spoken English.
  • Advanced proficiency in the use of MS Office, Email and other computer applications.
  • Experience with establishing strong and effective working relationships with colleagues from different backgrounds, cultures and experience.
  • Experience with proactively identifying and addressing issues, and insuring effective resolution.
  • Able to establish and maintain healthy working relationships with colleagues in course of work.
  • Willingness to work additional hours in order to meet tight deadlines.

Prevention of Sexual Exploitation and Abuse: Atively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.

Compliance & Ethics:  Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.  Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values

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