Programme Coordinator | Deputy Head of Mission – Yemen
INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.
Terms of reference
Job Title: Programme Coordinator – Deputy Head of Mission
Duty station: Sana’a and roving in North Yemen
Starting date: 15/01/2023
Contract duration: 12 months (4 month-long probation period)
Reporting to: Head of Mission
Supervision of: Direct supervision: Project Managers and Grant Manager Coordination: With managers/team leaders of different support departments, ensuring there is close collaboration and support between programs and these support departments (HR, finance, logistics). Close collaboration: with MEAL department
Dependents: Non-family duty station
General context of the project
In 2021, Yemen remains the world’s largest humanitarian crisis and aid operation. Over 6 years of war and armed conflict killed and injured tens of thousands of civilians, causing immense suffering for the Yemeni people. In 2020, as the conflict intensified, 172,000 people were newly displaced, reaching a total of at least 4 million IDPs. The Economy and the currency continued to collapse as foreign reserves were depleted and the government was unable to subsidize food and other commodities for which Yemen is 90% import-reliant. The situation was exacerbated by thenglobal COVID-19 turndown which led to a sharp drop in remittances, the largest source of foreign currency and a lifeline for many families where 80% of people live below the poverty line. As a result, millions more people cannot afford to meet their basic needs. A fuel crisis in the North, part of a dispute over the use of revenues, led to chronic fuel shortages and price hikes. Government capacity to regularly pay salaries and pensions to public employees has been hindered and public services have been degraded. Yemen is also vulnerable to natural hazards. Between April and August 2020, heavy rains and flooding devastated communities, causing deaths and injuries, again destroying infrastructure and livelihoods, and increasing diseases spread and displacement. The impact of the drivers of the crisis is most visible in the growing risk of famine and acute severe malnutrition, disease outbreaks, conflict casualties, forced displacement and reversal of past development gains. In addition, the conduct of the parties to the conflict has had a profound impact on the aid operation – particularly humanitarian access, aid delivery and independent data collection/assessments.
INTERSOS has been in Yemen since 2008, originally focused on protection programming for Somali refugees. Gradually, INTERSOS evolved with a rising scope in terms of population target groups, geographical span and sectors. INTERSOS works today in Sana’a, Aden, Hadramout, Shabwa, Taiz, Ibb, Hajja, and Lahj; and newly in Abyan in 2021, with further outreach and coverage in other governorates through local partners and/or legal network lawyers. INTERSOS is implementing multi-sector and integrated programming, with its main sectors being protection, integrated health-nutrition, livelihoods, and WASH.
General purpose of the position
The Deputy Head of Mission-Programme Coordinator will assist the Head of Mission specifically following the overall country programme development and management in accordance with INTERSOS’ country strategies, plans and policies, supervising Project Managers and Grant Managers.
The Deputy Head of Mission-Programme Coordinator will be primarily responsible to assure quality programming and enhanced accountability in the delivery of this programming, ensuring close coordination with different support departments. Moreover, the program coordinator also works closely with the MEAL department.
The program coordinator is also deputy head of mission for his/her area of responsibility (AoR), supporting the Head of Mission, per delegation, with tasks and responsibilities, related to representation, strategy development/review, oversight of support departments, in particular related to the AoR, in coordination with the relevant department coordinators, all in accordance to INTERSOS standards and procedures. He/she replaces the Head of Mission in his/her absence as Officer in Charge (OiC).
Main responsibilities and tasks
Development and management of INTERSOS’ humanitarian programme
- Direct line management of the Project Managers and provide leadership and support to the INTERSOS programme teams (Project Managers, activity coordinators and reporting officers): capacity building, supervision and performance evaluation.
- Leading role in the development of the country strategy and programme design.
- Lead the definition of the programming strategy for INTERSOS with HoM and technical coordinators, in addition to developing an operational action plan, budget and support structure.
- Support the HoM to design the Country Strategy, alignment with INTERSOS strategies and Mission policies.
- Leading role in the development and management of a multi-sector, integrated programme and ensure strong coordination between the different sub-offices, programme sectors and Project Managers.
- Contributing to analysis of the socio-economic-political-security-humanitarian situation in the area of responsibility and country. Identifying potential fields for emergency intervention and formulating appropriate response strategies.
- Define partnership strategy with national counterparts (CBOs, NGOs, local authorities, different line ministries, etc.).
- Lead the development of new concepts and proposals for existing donors and to seek new funding opportunities, under the supervision of the HoM, and supported by the Grant Manager.
- Input into the fundraising strategy, and coordination of fundraising opportunities alongside and supported by the Head of Mission.
- Ensure protection mainstreaming, conflict and gender sensitivity in INTERSOS programming; pushing for maximum communication with communities/community engagement and community participation.
- Ensure the programme department is liaising/collaborating systematically with other departments (admin-finance, logistics-procurement, HR, M&E, communication) for planning, implementation and reporting. Oversees the different teams and departments operating in his/her area of responsibility (AoR).
- Ensuring quality implementation of program and driving improvements in programme quality: Accountability and Monitoring, Evaluation, Assessment and Learning (MEAL)
- Support and supervise the Project Managers through regular field visit, meeting with the staff and the line managers, supervise the planning of the activities and programs. Organize internal meetings on specific subjects.
- Monitor and evaluate programme work to maintain and/or improve the quality, incorporating learning in the programme and ensuring achievement of desired impact.
- Provide monthly direction and feedback to Project Managers to ensure all projects have accurate and regularly updated financial plan, procurement plan, PAT, work plan, monthly reports and interim/financial reports (narrative and final).
- Supervise and review reporting, and when needed prepare reports him/herself: assure timely quality reports (internal and external; monthly, interim and final reports).
- Promote beneficiary/affected population centred approach.
- Work with a team to develop innovative ways for community feedback (e.g. effective complaint and feedback mechanism – CRM).
- Ensure external evaluations which are programmed and budgeted are executed, and information found is used for internal lessons learnt, donor reporting and proposals.
- Ensure proper follow up of monitoring results, sharing relevant results to senior management and having overall strategic awareness of programme impacts.
- Closely collaborate with the MEAL Department. Ensure the Quality/MEAL Department delivers on the following aspects:
- Guarantee innovation and use of smart tools for the implementation of programmes.
- Initiate research on specific themes/topics aiming at building evidence for quality programming and on change processes putting the affected population at the centre of the research (learning) and when possible evidence to feed advocacy efforts (INGO forum or at Cluster level).
- Ensure regular review of INTERSOS programming against Core Humanitarian Standards and promote a proactive integration of the benchmarks throughout the different phases of the project cycle.
- Ensure each project of INTERSOS is regularly reviewing frameworks and monitoring results against set indicators.
- Supporting teams in capacity building on MEAL.
As a transversal approach and indirect outcome, building effective programme teams:
- Supporting the HoM in implementing all Human Resources and HR admin-policies and procedures
- Leading role in reflection on collaborative ways of working within the team and with other teams, and role modelling these behaviours.
- Helping individuals and the team to achieve objectives through day-to-day support, monthly face to face meetings, regular team meetings, which include discussions of progress against objectives, giving feedback, discussing challenges and providing encouragement.
- Supporting personal and career development of direct reports (and the team as a whole).
- Ensuring a secure, safe and healthy working environment.
- Guide internal capacity building efforts for INTERSOS teams on Accountability/MEAL tools (generic).
- Identify training and organize capacity building for the national and international staff (nationalization of the staff is a priority of the mission). In collaboration with HR and HoM, support and supervise the recruitment of the staff.
Representation, Coordination and Advocacy:
- In coordination with HOM and consultation with sector coordinator and PMs
- Establish and maintain collaborative relations with relevant donors, local authorities, partners, project stakeholders and other organizations working in the project areas.
- Proactively engaging with donors, international NGO and other actors participating at coordination meetings.
- Represent INTERSOS in relevant meetings with relevant donors, local authorities, partners, project stakeholders and other organizations working in the project areas.
- Ensure INTERSOS representation in appropriate external programmatic forums/working groups/task forces and clusters.
- Attend INGO coordination meetings, in the absence of the HOM.
- Organizing monthly programme coordination meetings with project manager and technical coordinator and bi-monthly interdepartmental meetings (with support department coordinators) and ad hoc meetings on ad hoc topic/issues/problems.
- Seek to develop strategic partnerships with local organizations, wherever possible.
Gap filling for project managers:
- During gaps in recruitment
- During leaves (annual leave or R&R)
- Progress summary of program – focus on challenges, risk mitigation strategies and working points for next month.
To perform any other tasks delegated ad hoc by the Head of Mission
Required profile and experience
MA in social sciences or related field
- Minimum 5 years relevant working experience in humanitarian project management with INGO, including direct financial management of project budget and implementation of multi-sectoral programming in complex emergencies, ideally including protection.
- Prior experience in working in complex emergency settings, involving displacement and armed conflict.
- Demonstrated experience in staff supervision and remote management (min. 100).
- Experience with monitoring and accountability tools and systems.
- Demonstrable experience in establishing and maintaining collaborative relationships
- Experience with Clusters and different working groups
- Strong representation and negotiation skills
- Demonstrated leadership and interpersonal skills
- Proven experience with donor compliance, proposal, budget design, financial management and reporting.
- Excellent computer skills – good knowledge of MS Office (Word, Excel, Outlook) and other relevant software (ODK, KOBO, etc.).
- Demonstrated experience in staff supervision and remote management.
- Strong experience with monitoring tools and systems.
- Willingness and ability to deliver on reporting requirements related to this position – including reports drafting and review, related to gaps in resources.
- Demonstrated training and coaching experience.
- Demonstrate experience with integrated programming (health, nutrition, protection, WASH, etc.)
- Excellent written and spoken English
- Arabic would be asset (read and write) but not a must
- Strong team spirit, comfortable in a multicultural environment
- Strategic vision and planning
- High flexibility
- Constructive critical thinking
- Ability to work and adapt in different environments
- Very strong interpersonal skills: strong communication and diplomatic skills
- Practical and problem-solver
- Ability to work independently while soliciting inputs from others on issues of mutual interest and/or linking back to mission vision and strategy
- Excellent analytical skills, observation and analysis capacity
- Ability to plan ahead and output oriented
- Able to ensure quick quality delivery in very stressful and confined environment
- Ability to adhere to deadlines and respect line management
- Ability to deal with heavy work pressure
- Ability to deliver finished products with high attention to accuracy, logic and comparative context.
- Strong humanitarian project manager – multi-sector programming experience, ideally with prior minimum level of protection experience.
- Young, dynamic, ambitious, strong, while seeking regular exchange, feedback and inputs of technical/support department coordinators and head of mission.
- Open, proactive and transparent in communication; and willing and able to receive feedback and comments on his/her work.
- Attention to detail and quality – ability for auto-critical reflections.
- Ideally with prior INTERSOS experience.