Provide support to the Project Coordinator and contribute to the context and security analysis follow-up, in order to ensure the smooth running of the project.
Provide support to the Project Coordinator, to ensure a smooth relation with local actors, authorities and population by participating to the implementation and follow-up of MSF Networking.
Assist the Field Coordinator in the follow up of MSF activities with all departments.
Be the focal point of the Dar Zaghawa team in case of absence of International staff.
Provide support to the Project Coordinator and contribute to the context and security analysis follow-up, in order to ensure the smooth running of the project.
Provide support to the Project Coordinator, to ensure a smooth relation with local actors, authorities and population by participating to the implementation and follow-up of MSF Networking.
Assist the Project Coordinator in the follow up of MSF activities with all departments.
Be the focal point of the Gambella team in case of absence of International staff.
General duties:
· Monitor and report on key issues (security, economic, social, cultural etc.) to the Project Coordinator and provide support in analysing contextual information (Mapping, context analysis, Weekly Event Report), through a sound knowledge of counterparts, in different administrations in order to improve decision making processes.
· Assist the Project Coordinator in the drafting of correspondences with authorities and counterparts (government officials, UN agencies, NGOs, etc.) in order to ensure fluent and accurate communication flows.
· Assist the Project Coordinator in Internal and External Communication sessions and events about MSF (for National staff, the Ministry of Health staff, as well as local authorities) in order to improve awareness and public opinion adhesion.
· Ensures the continuity of relations with local actors and keeps updated the list of contacts.
· Organize advocacy contacts and appointments for the Project Coordinator with local authorities and partners to ensure the continuity of relations with local actors and involved counterparts.
· Prepare and conduct briefings on the project context to new employees in order to facilitate their integration on board and within the project environment.
· Actively contributes to the MSF identity, values and principles by reflecting, discussing and contributing to the project objectives.
Other
• File and update field contacts and correspondence (with other NGOs, UN agencies, local authorities, media, etc.) in order to ensure information sources accuracy and its availability on regular basis.
• Execute clerk-related activities.
• Participate (if needed) in exploratory assessments.
• Translate documents and interpret when needed ensuring neutrality, respect, accuracy, cultural sensitivity and confidentiality.
• Sets up accurate filing systems and ensures that they are being maintained.
• In case of evacuation of international staff from the project area, keeps assuming some of the tasks (defined in advance) of the field coordinator and running the programs according to a contingency plan (defined in advance).
Specificities
Context analysis
• Helps the Project Coordinator in his understanding of the context and communicates pro-actively all important/relevant news/information regarding context & security.
• Follows the information diffused by the local media on a daily basis.
• Updates documents related to the context & security (maps, situation reports, etc.)
• Ensures the continuity of relations with local actors and keeps updated the list of contacts.
• Facilitates contacts and appointments for the PC with local authorities and partners.
Representation, Communication, Positioning
• Assists and represents MSF OCBA at field level (officials, civil and military authorities, other NGOs, civil society, UN agencies, donors, other MSF Sections) upon request of the Field Coordinator.
• Carries out a permanent analysis and provides regular reports on the political and humanitarian situation in the project area to better orientate the project and to give an appropriate response to the needs of the populations.
• Negotiates collaboration agreements and others between the authorities and MSF OCBA in project area upon request of the Field coordinator.
• Participates in the induction of the new staff, ensuring all are properly briefed on the context and risks incurred in the area of MSF intervention.
• Defends MSF principles and makes the organization known.
Security
• Participates in the monitoring of the security situation in the project area and the alert levels amongst the staff, according to a context and risk analysis.
• Participate in collaboration with the Project Coordinator to the update of MSF security documents (Risk analysis, SOP (Standard Operational Procedure), Contingency Plan, Acceptance strategy, Security guideline etc.) when necessary and their application.
Emergency Response
• Conducts an active, on-going follow-up of potential emergencies in the project area.
• Assess, at the request of the Project Coordinator, emergency situations that may arise and proposes potential interventions and be proactive in the alert of situation change.
• Contributes with the Project Coordinator to the definition and implementation of a strategic response to emergencies.
• Participates in any emergency activity or exploratory visit in or out of the MSF area of work and is prepared to intervene directly if necessary.
Project Management
• Contributes to the planning of human and material resources needs, together with the Field Coordinator and field team to ensure the correct implementation of activities in project.
• Supports the Field coordinator in project management by providing necessary contacts, information and participating in meetings when needed.
• Assesses in collaboration with the Field Coordinator the progress of the project and proposing reorientation strategies if necessary.
• Supports the Field Coordinator in the preparation of project reports to submit to Head of Mission as per Operational Manual.
• Supports Field Coordinator in the preparation of proposals and other reports when needed.
• Participates in the definition and revision of the global and annual project budgets.
Human Resources Management
• Contributes to the supervision of staff management in the project, according to OCBA HR vision, policies and values and ensures that all people under his/ her supervision are properly managed.
• Contributes to the definition of the HR needs in the mission, the optimum formation of team, organization and decision-making channels (organisational chart).
• Participates actively in the induction of any new staff starting to work in the project (presentation, induction plan, briefings, follow up) .
• Identifies the personnel showing potential within the staff he/she manages directly (if any)
• Promotes communication and active participation of all project staff in the development of project as well as in MSF values and philosophy.
• Helps compiling all reports as defined in Operations Manual and other MSF internal reports and translate documents and act as an interpreter when needed.
• Helps drafting project proposals, agreements, protocols, briefing papers at request of the Project coordinator.
• Keeps documents in database updated, properly filed, an easy to access for internal users.