Project Field Coordinator

Project Field Coordinator

Terms of Reference

Division : Programs.

Location : Hadramout

Reports to : Project Manager.

Organization & Background:

A humanitarian, independent, non-profit, non-governmental organization that works across Yemen. The organization provides direct assistance for conflict-affected populations, IDPs, host communities and vulnerable groups in the conflict areas. The organization, in partnership with international agencies, acts during crisis situations, and goes the extra mile to engage in other contexts where its competencies will add value. The organization promotes durable solutions for conflict-affected populations and helps to restore services, education, economy, wellbeing and health.

Role Purpose:

The role of a Project Field Coordinator is pivotal in ensuring the smooth and efficient functioning of operations in a specific field or geographical area. As a Project Field Coordinator, your primary purpose is to oversee and coordinate various activities, resources, and personnel to achieve project objectives and deliver exceptional results. You will act as a bridge between the field teams, management, and stakeholders, ensuring effective communication and collaboration.

Key Responsibilities:

Program Management:

• Responsible for coordinating all aspects of the project within the designated field. This includes planning, organizing, and overseeing the implementation of activities, ensuring adherence to project timelines, and maintaining quality standards. You will collaborate closely with the project manager and team members to ensure seamless execution and achievement of project goals.
• Oversee and manage field teams, including field staff, volunteers, and contractors. This involves assigning tasks, providing guidance and support, conducting performance evaluations, and fostering a positive and productive work environment. You will be responsible for building a cohesive and motivated team that is aligned with the project's objectives.
• Serve as a primary point of contact for stakeholders such as local communities, government bodies, partner organizations, and donors. Building and maintaining strong relationships with these stakeholders is crucial to ensure effective collaboration, resource mobilization, and community engagement. You will represent the organization professionally and promote its mission and values.
• Coordinate with the organization MEAL department to conduct monitoring visits to the program sites to ensure the implementation of the activities with the National partners on time and to achieve quality results.

Logistics & Procurement:

• Ensuring that resources are procured under the organizations procurement policies and are utilized effectively to obtain the project objectives.
• Supports logistics team in doing Bid Analysis.
• Communicate with suppliers on clarifications needed.
• Review all purchase orders, invoices for accuracy and completeness before forwarding for approval by respective budget holders.
• Ensure that records/files of all purchases are documented with relevant information.
• Ensure that order tracking and purchase database are maintained and communicated on a weekly basis.
• Maintain suppliers and supplies databases which are up to date and appropriate to the organizations policies and procedures.
• Ensure that purchases are properly received and goods receiving made out and relevant data of each activity is updated.
• Prepare requests for quotations to potential suppliers and ensure compliance to the organizations Procurement Policies.
• Coordinate purchase order/contract close out procedures when purchase orders/contracts are completed, and payment done.

Organization specific:

• Ensure implementation of the organization operational policies, procedures and guidelines. With support from technical advisors and programmer service staff as needed.
• Be a member of the organization team; participating in appropriate staff meetings, planning sessions and on-going liaising as needed.
• Provide procurement management support to all field offices including support and training as required.

Qualifications, Experience, and Skills:

• Bachelor's degree in a relevant field (e.g., international development, humanitarian assistance, social sciences).
• At least 2 years proven experience in program management, preferably in a humanitarian or development context.
• Good in English written and verbal.
• Strong computer skills (MS Word, MS Excel, MS Project).
• Knowledge of procurement policies and procedures, with experience in logistics and supply chain management.

• Strong planning, implementation and organizational skills.
• Attention to details and rigor in field and reporting work.

• Excellent communication and interpersonal skills, with the ability to build relationships and liaise effectively with stakeholders, including local partners, authorities, and communities.
• Ability to work with people from various cultural groups and backgrounds.