Deputy Field Coordinator at Action Against Hunger International

Summary of position 

The Deputy Field Coordinator shall Led and monitor the implementation of programs at the field level, with the support and collaboration of the MEAL focal person, Heads of Technical Departments, and under the supervision of the Field Coordinator, Monitor potential program delays or hindrances and timely report to Field Coordinator, suggesting corrective measures considering Programme team inputs and BFU recommendations. Collaborating with the Field Coordinator, Head of Technical Departments, and M&E to design new proposals; also ensuring that field inputs from Program teams are timely received by the field coordinator and technical coordination team. Also, ensuring the implementation of technical recommendations from internal audit, experts, consultancies, and Head of Departments. The Deputy Field Coordinator will represent Action Against Hunger at various coordination platforms in the county in the absence of Field Coordinator.

Purpose:

The deputy field coordinator oversees the quality of project implementation through the direct management of program teams. The deputy field coordinator will ensure the coherence of approaches between the different programs. The deputy field coordinator participates in external sector meetings and supervises the budget follow-up of activities

Engagement: 

The Deputy Field Coordinator will manage Program staff at the field level, and closely work with the Field Coordinator, and technical teams at the coordination level to support in design, implementation, monitoring, and evaluating of programs while ensuring proper implementation of the field activities. In the absence of the FC, he/she will closely work with the County government while ensuring strategic representation at the county level.

Delivery: 

The Deputy Field Coordinator will be responsible for direct supervision and monitoring of all the Program functions at the field level and ensure strict compliance with all ACF operational procedures/policies.

Essential job functions
 
Program Coordination and Management

• Ensuring the timely and proper provision to the FC of all relevant internal program-related reporting documents requested from the Field Office.
• Providing regular updates to the Field Coordinator and technical HoDs on program implementations
• Monitoring the implementation of the ACF Charter and prevention of frauds or abuses of power and informing the Field Coordinator when needed
• Providing capacity building and coaching to Program staff on project management best practices
• Ensure quality and timely implementation of projects with a specific focus on the quality of Project Implementation
• Identify new program opportunities in collaboration with the field team, field coordinator, and Nairobi-based program staff.
• Support the integration of program activities to create coherent, quality, and complimentary programming focusing on the integration of projects/program
• Ensure adherence to  all ACF activities to County, National, and international guidelines
•   Ensure integration of MIYCN activities to the component of the programs.
• Support the Field coordinator monthly meetings with the staff based in the field to review implementation progress.
•  Ensure frequent and regular visiting the field to monitor activities, supplies, and general running of the program
•  In collaboration with the Field Coordinator, Propose and initiate improvements according to the analysis and findings of sporadic assessments that will contribute to ACF strategy reviews and advocacy.
• In collaboration with the field coordinator advise the projects on any changes in the context;
• Represent and actively participate in sectoral coordination with key stakeholders in the County in the absence of a field coordinator.
• Overall review of program performance as per stipulated standards and development of strategic action points thereafter

Representation and communication  

• Represent Action Against Hunger in external engagements with GOK, other implementing partners, and key community stakeholders when assigned or in the absence of the field coordinator
• Support field coordinator in updating the partner mapping tool on regular basis, and help identify potential agencies for partnerships Coordinate project technical work to ensure Action Against Hunger representation at sector-specific coordination fora

Design, Monitoring, Evaluation, and Reporting

• Lead in the writing of the weekly, monthly, Quarterly semi-annual, and annual internal and donor reports. According to the organizational and donor guidelines.
• Work with FC and MEAL manager to develop a monitoring and evaluation plan as per ACF guidelines and follow up on the implementation of the same
• Ensure appropriate MEAL activities are carried out regularly by program staff in all sectors (data collection & analysis, monitoring of project progress against established work plans, monitoring of established indicators, and utilization of results to inform program design).
• Review activity reports of staff and provide necessary feedback to the staff
• Contribute to designing technical strategy and country strategy.
• Work closely with the field team and the Nairobi to include advocacy in the documentation of key activities, development of lesson-learned documents, and other related advocacy issues
• With technical support from the MEAL manager, ensure accurate and quality MEAL tools including M&E plans, Detailed Implementation Plan (DIP), and Indicator tracking matrix for the program in place and utilized
• Work closely with the Field Coordinator and MEAL manager to effectively support the program to carry out all assessments – baselines, assessments, designs, monitoring, and evaluations – in accordance with donor requirements and GOK and ACF established standards, policies, and procedures.

Finance and logistics management

• In the absence of field, the coordinator supports the team-
• To develop project budgets, and spending plans based on the activity plan closely with the team to monitor project expenditure against stipulated deliverables and budget agreements/donor guidelines
• Have monthly review meetings based on budget follow-up from finance departments and advise where necessary
• Closely liaise with the finance and logistics department to follow up on expenses
• Oversee the financial management of field office operations by the finance staff, including cash management, issuing and tracking advances, ensuring compliance with Action Against Hunger finance policies and regulations
• Conduct and monitor risk analysis, including the development of security planning.
• Ensure field weekly movement plans are in place and coordinate with the logistics and finance department on purchase orders, cash forecast, and BFU/PFU on a monthly basis.
• Works closely with logistics and administration to ensure timely delivery of supplies.

Support in fleet management.

• With the AAH logistics and security focal persons and relevant government departments at the field level to conduct periodic security assessments and lead in the implementation of security procedures to ensure the safety of beneficiaries at the project sites, AAH staff at the field and those visiting the base.
• Human Resource and Administration management
• Provide  technical guidance to Field Coordinator for effective day-to-day program implementation
• Staff management of program field staff including identification of staff training needs, staff supervision, capacity building, and follow-up.

Requirements

Required Qualifications and Professional Experience

• Master of Science or Bachelor of Science (Foods, Nutrition, and Dietetics), or Public health
• 3-4 years of experience

Required Skills & Competencies

• Excellent interpersonal and communication skills
• Good analytical and report-writing skills
•  Extensive ICT proficiency with knowledge of basic computer applications Excellent influencing and negotiation skills
• Demonstrated capacity to provide technical leadership
• Ability to train, mentor, and coach a team – a team player
• Knowledge delivering capacity building for field technical teams
• Familiarity with AAH and acceptance of AAH’s principles an advantage