Position Title, Location & Contract Duration

Program Support Coordinator

1 position, based in CARE Cox’s Bazar Field Office

The duration of the proposed contract is up to March 31, 2019

I.             Job Summary:  

CARE is one of the world's leading international humanitarian and development organisations, committed to helping people in poor communities improve their lives and alleviate poverty. Founded in 1945, CARE is working across 94 countries to fight global poverty and marginalization. CARE has been active in Bangladesh since 1949 being one of the largest country offices of CARE. CARE works to help people achieve social and economic well-being, while being among the best in their fields. In CARE put women and girls at the center of our work because we know that we cannot overcome poverty until all people have equal rights and opportunities. CARE Bangladesh is currently shifting towards a program approach, where it has developed longer-term impact visions to have more sustainable changes in the lives of the extreme poor and marginalized.

In September 2017, CARE launched its programming in Cox’s Bazar, striving to meet the needs of women and girl refugees rapidly arriving from Myanmar. Today, CARE is implementing  more than 13 projects aiming to create a protective environment for women and girls, providing 1) site management and shelter, 2) health and nutrition, 3) protection and mitigating gender based violence (GVB) and, 4) water and sanitation hygiene (WASH) programming, ensuring services and facilities respond to gendered needs. Building on our present progress, CARE has few additional projects in the pipeline. Striving to place women and girls at the centre, CARE has served around 200,000 beneficiaries already. CARE’s programs are focused in Putibunia, Camp 16, CARE is also implementing initiatives in Balukhali, Hakim para, Burma Para and Kutupalong.

The Cox’s Bazar Field office was established October 16th, 2017, and has expanded to include a sub-office in Ukhia. The program support team provides a range of services including procurement, logistics, security, vehicle maintenance, and finance. CARE’s response team is comprised of more than 50 staff in addition to the partner agencies, and volunteers.

The role of the Program Support Coordinator is vital in management of the program support function for the response operation. The responsibility of the role includes ensuring smooth and effective project operations by arranging all required support services to the ongoing projects and mission initiatives, ensuring safety-security of staff team and materials and also maintaining effective coordination with the government and external stakeholders. The Program Support Coordinator is ultimately responsible for the efficient and cost effective use of the Field Office support staff and as a member of the team ensures that CARE’s material resources are equally and effectively utilized by all levels of staff to optimize operation costs. This position, as a member of the Field Office Management Team, has equal responsibility to maintain financial accountability of the field office. The incumbent will also provide professional development support to his team members.


II. Responsibilities and Tasks:

      % of Time

Responsibility # 1: Oversight to Program Support Function

35%

  • Form Field Office Management Team and act as Member-Secretary of the FOMT. Share FOMT mandate and guidelines among relevant staff. 
  • Ensure regular and timely conducting of FOMT meetings and circulation of its minutes.
  • Follow-up the implementations of the decision of FOMT meeting and share with Management.
  • Maintain effective coordination among projects, support, counterparts and CBDO.
  • Ensure effective participation by all members including the Gender Focal Point person.
  • Ensure enabling environment through team approach. 
  • Assume overall accountability for the smooth financial operation and fund management of Field Office in consultation with FOMT. Guide Office Manager to perform the financial management function effectively.
  • Authorize payment vouchers including invoices, TERs, bills and sign cheques for disbursement as per threshold.
  • Review and approve fund request in consultation with FOMT Lead and ensure accurate and timely submission of the fund request to CBDO.
  • Coordinate and supervise the preparation of Field Office budgets in accordance to budget guidelines. In consultation with the ROMT and respective project(s) ensure that expenditure projections are adequately made.
  • Support Office Manager to regularly monitor the shared budget expenses to determine expenditure trends and keep costs in line with the approved budget.

 

Responsibility # 2: Safety-Security of human and material resources

30%

  • Environment analysis
  • Analyze the parameters of the working environment by assessing the nature of the threats and vulnerabilities in relation to the emergency situation.
  • Collect the necessary data and information to develop a comprehensive risk assessment.
  • Monitor political, social, economic and military situation and identify trends relevant to security situation.

2. Security management
2.1 Prevention

  • Contribute to develop a safety and security culture within the response by addressing and helping staff to address safety and security related issues.
  • Ensure that security planning becomes an integral part of day-to-day operations meeting minimum standards and complying with policies and procedures and is integrated into the development of future programs.
  • Perform security risk assessments or evaluation missions to the field and regularly review safety and security procedures.
  • Develop and regularly update the Safety and Security Management Plan and tools in accordance with the nature of safety and security risks (inc. detailed threat assessment, security protocols, standard operating procedures for personal movement & transport, office, warehouse, tele/radio/phone/sms communications, incident report sheets, etc asset protection).
  • Assist managers enhancing standards in relation to safety and security to ensure field staff know how to identify health risks in the region, how to protect against illness, injury and stress, and how to obtain proper support or medical treatment.
  • Work with administrative / logistics staff to ensure appropriate steps are taken to safeguard office premises, equipment and residential property (guards, locks, lighting, alarms, and fire equipment).
  • Develop a network of contacts among local actors to facilitate CARE work and enhance the security of its operations. Represent CARE Bangladesh and coordinate amongst all actors (state, military, UN, NGO, etc) on all matters pertaining to safety and security.
  • Organize and circulate relevant safety and security information to the staff and provide an opportunity for employees to voice Safety and/or Security-related concerns.
  • Coordinate training in safety and security ensuring that staff have the necessary equipment and are trained accordingly.
  • Ensure that project proposals and operational plans budgets include safety and security plans.
  • Ensure that all incoming visitors receive a security briefing and information.
  • Supervise and enforce (including disciplinary action where necessary) compliance safety and security standards and procedures.
    • Reaction, Recovery and resumption of operations
  •  Ensure timely and accurate reporting of safety and security incidents.
  • Ensure that an administrative structure is put in place to effectively deal with crisis management
  • Develop contingency plans for incidents management events such as Accidents, ambush, car hijacking, etc), Severe injuries and serious illness (hospitalization or medivac), Kidnapping, Death of employee, Destruction of essential assets
  • Train staff on contingency measures and ensure they know how to react
  • Establish relocation and emergency evacuations plans.
  • Ensure that preparations are made to enable post incident counselling to be offered to staff who have been confronted to traumatic events.
  • Take the necessary measure to ensure post incident recovery and operation continuity.
  • Make the necessary arrangements to ensure resumption of critical processes, systems and operations (alternate worksites, office storage, and remote control).

4. Review

  • Review periodically past experiences and practices and propose improvements based on analytical judgment.

 

Responsibility # 3: Oversee Government and External Liaison

15%

  • Through the External Liaison Officer, maintain networking with external stakeholders including effective representation of CARE BGD and the CXB FO when engaging and working with the relevant government offices, Clusters/sectors (like Logistics sector and other similar forums), INGOs and other stakeholders.
  • Keep linkage with Government offices such as DC office, RRRC office, UNO offices etc. to maintain good working relationship and regular flow of information both ways.
  • Attend the coordination meetings (at DC office and RRRC office) representing CARE with adequate information and preparation to satisfy the queries of government authorities.
  • Attend and manage ad-hoc requests of government offices protecting CARE’s interest and balancing with budget availability.
  • Regularly attend and liaise with logistics sector under ISCG. Ensure two way flow of information and device that for response’s purposes and share with appropriate colleagues within CARE.
  • Remain ready to coordinate with any other working group or ad-hoc forum in line with responsibility areas as assigned by the STL.

 

Responsibility # 4: Human Resource Management

10%

  • Staff recruitment & Supervision for assigned Field Office Program Support Team and assist program/projects as required from time to time.
  • Performance Management (including Coaching and mentoring) of direct reports + program support team of assigned Field Office for professional development.
  • Recommend/assist in staff separation when professionally justified
  • Supervise the Sr. Human Resources Officer and oversee the HR functions to ensure proper adherence to CARE BD’s policy procedures keeping close linkage with the HR Unit at Dhaka.
  • Lead the program support function in field office and ensure that everyone in his/her team carry out their respective responsibilities in a timely fashion adhering to CARE’s policies.
  • Ensure integrity of the internal control and provide feedback to the senior management on concerned support staff’s performance and other management issues to optimize the use of support staff and safeguard CARE’s interest.

 

Responsibility # 5: Grants & contracts and Partner Liaison

10%

  • Supervise and guide G&C Officer for internal and sub-grantee capacity building and audit follow ups.
  • Organizing and conducting grant and sub-grant start-up/close-out processes/workshops including training/orientation on budgets, project implementation/results based activities, monitoring and evaluation and other relevant requirements.
  • Develop appropriate training tools and on an on-going basis offer/conduct training and capacity building to staff and implementing partners on program/grant  compliance and accountability systems and requirements, where needed.
  • Coordinate the sub-grant pre-audits and external audits.
  • Follow ups on the sub-grantee audit question costs.
  • Develop Corrective Action Plans for sub-grantee based on the audit report findings and onwards follow up.

 


III.           Reporting to:  

Reports to: Senior Team Leader (with dotted supervisory line to Field Office Coordinator)
Supervisees: Office Manager, Sr. HR Officer, Grants and Contracts Officer, External Liaison officer (also dotted supervision to Sr. Financial Analyst)


IV.          Working Condition:  

This is a Field Office based position. The incumbent must be willing to work at Cox’s Bazar, Bangladesh. As necessary (up to 30%), visits to field within the operational area will be required. As this is the key role in managing program support for the emergency response operation it may require working extended hour/in pressure/stressful situation.


V. Qualification:
    • 5 to 7 years of experience in handling financial and administrative responsibilities of which 2 to 3 years in a senior managerial position.
    • Preferably MBA with major in Finance/HR or Master’s degree in any discipline.
    • Experience in emergency response support functions is highly desired. Qualification could be relaxed in case of candidates having long experience in related fields.
    • Strong in written and verbal English and Bangla communications.

Skilled in MS Office software.

VI.          Core Competencies:

    • Good managerial and leadership qualities, Ability to work in a team, Developing Teams and contributing to team success, Coaching and mentoring, motivating others.
    • Networking, Collaboration, liaison, linkages and relationships with external stakeholders.
    • Adaptability, stress tolerance and management capacity.
    • Participatory planning, Organizing and problem solving abilities, Operational decision making.

Candidates need to be highly motivated and committed to CARE Bangladesh’s vision, mission, and long-term development work to significantly improve the lives of the most vulnerable and marginalized Candidates must be capable of displaying great learning agility, support and encourage knowledge sharing across projects, for the ultimate benefit of all of CARE’s mission wide initiatives.
 
Compensation

Attractive remuneration package will be offered to the really deserving candidate. In addition, CARE offers Provident Fund, Gratuity, Festival Bonus, Leave Encashment, Life and Health Insurance, Working Mother Benefits etc.

Interested candidates meeting the above requirements should apply through CARE Bangladesh’s e-recruitment site: http://www.er-carebangladesh.org/care-recruitment/home on or before July 16, 2018

Note:

  • CARE Bangladesh aims to attract and select a diverse workforce ensuring equal opportunity to everyone, irrespective of race, age, gender, sexual orientation, HIV status, class, ethnicity, disability, location and religion.
  • Women are particularly encouraged to apply.
  • Any personal persuasion/phone-call will result in disqualification of candidature. We guarantee an interview to disabled candidates who meet the essential criteria.
  • CARE Bangladesh has a non-negotiable policy of ZERO TOLERANCE towards discrimination, harassment and abuse. All employees are expected to abide by the Protection from Sexual Exploitation and Abuse & Child Protection Policy of CARE Bangladesh.
  • Internal and external applicants shall be treated equally in the entire selection process.
  • There is no cost involved with applying for positions with CARE Bangladesh. Any solicitation of job application costs should be regarded as fraudulent.