Field Office Coordinator Shahat Libya

Contract

This is a Professional contract (NRC) contract. More about Professional contract (NRC) contracts.

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We work in crises across more than 31 countries, providing emergencies and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights. NORCAP, our global provider of expertise, helps improve international and local ability to prevent, prepare for, respond to and recover from crises. NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country.

Employment with NRC may lead to employment in or deployment to Regions, Countries, Areas or Offices that may be host to considerable health, safety and security risks. NRC takes this very seriously and we have procedures in place to reduce known risks, but will never be able to take away all risks.

NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.

Position: Field Office Coordinator (National Position)

Reports to: Area Manager – East Area

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

Duty station: Shahat, Libya

Travel: 30%

Project number: LYFM2211 – LYFM 2324

Duration and type of contract: 12 months with possibility to extend based on need and funding

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.

Qualifications

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
• Shahat and Derna Teams

Scale and scope of position

Staff: 4 Officers Stakeholders: Key external stakeholders the post has relationships with (e.g. UN agencies, INGOs, local NGOs, civil society, governmental bodies) Budgets: Z7 budget Information: Brief description of the information resources the postholder is responsible for at FO level (e.g. GORS, Agresso, Webcruiter, Intranet) Legal or compliance: Brief description of any legal or compliance responsibility the postholder has (term of employment, vendors, donors) 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 context
• 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:

• Build meaningful relations
• Empower people
• Act with integrity
• Deliver 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

  Application Procedure:

• Application is online for Libya National only.

• Only shortlisted candidates will be contacted.
• NRC does not at any stage of recruitment request candidate to make payments of any kind.
• NRC has not retained any agent to conduct recruitments on behalf of the organisation.
• NRC is committed to a diverse workforce through diversity, equity and inclusion
• Qualified females candidates and persons with disability are encouraged to apply.

Responsibilities

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 Shahat/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 areas 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.