IMC recruits 01 Emergency Operations Coordinator

IMC recruits 01 Emergency Operations Coordinator

International Medical Corps is a global humanitarian nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs.

Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in areas worldwide. By offering training and health care to local populations and medical assistance to people at high risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

Job Summary

The Emergency Operations Coordinator (EOC) – is primarily responsible for implementation, and management of the Ebola response programs at national level. The EOC will work in collaboration with the senior management team and health teams in the field to deliver high-quality health services to the targeted beneficiaries according to determined work plans and program design. S/he will ensure high quality of programming in International Medical Corps Ebola Treatment Units, Community Engagement activities, and any other expansion of the program. S/he will monitor service quality, ensure that all staff are trained and well-supported, pharmaceuticals and other medical supplies are properly managed, and apply clinical-level data to national-level quality improvement efforts.

The EOC will also serve as Head of Office of the response headquarters and report directly to the Country Director of the DRC mission.

Main Responsibilities

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. The tasks listed are representative of the nature and level of work assigned and are not necessarily all-inclusive.

• Oversee field level program personnel and assume accountability for the timely, effective and efficient implementation of the various programs
• Oversee administrative, human resources, logistics and financial management of the field office
• Support/input to proposal writing and donors intermediate and final reports regarding program according to guidelines provided by Senior management team (SMT).
• Support field level staff in compliance to donor rules, regulations and reporting deadlines in close coordination with the Emergency Program Coordinator, Finance Director, and the logistics team.
• Supervise and work with the Medical Coordinator and Field Coordinator to ensure accurate financial forecasting at Field Office level with a view to contributing to accurate grants pipelines, track budget expenditure with operations and programs staff to ensure appropriate spending projections, timely procurement and activity implementation
• Ensure activities are consistent with established best practices, acceptable international (WHO/SPHERE/CDC/MSF) and national standards as well as ensure programs across different sites in the country are of comparable quality by encouraging transfer of good practices from one field site to another;
• Ensure health programs utilize standardized protocols, policies and guidelines according to Ministry of Health, WHO, CDC, and MSF, the organization with deepest experience in Ebola case management
• Work closely with the Field Co, Medical Director, Senior management and field teams to determine the operational needs of the program within the scope of the grants;
• With the Monitoring and Evaluation Coordinator, oversee the collection and timely report of data and statistics for all programs (including objectives, indicators, and outcomes of health programs) according to internal and donor requirements
• Review monthly field reports and donor reports and ensure appropriate follow up and decision making on data relevant to the organizations health programs;
• Where feasible work with government health authorities and international agencies such as WHO to ensure implementation of standardized national health information systems
• Work with field teams, partner agencies and national health authorities to coordinate response activities
• Ensure timely and adequate provision of PPE supplies, medical supplies and drugs through review of pharmacy consumption reports, national drug protocols, program budgets, acquisition of partner agency and UN drug kits, and health information materials
• Ensure all stakeholders, including senior management team, the Technical Unit and donors are provided with updates, following the established reporting structures
• Liaise with UNICEF, other UN agencies, international and national NGOs, , key line ministries/commissions, etc…) present in the region to foster partnerships and coordination with key International Medical Corps’ stakeholders.
• Represent International Medical Corps at local and regional levels, as well as for internal and external visitors. Coordinate the visits of Donors, Stakeholders and Personnel in the field.
• Any other duties as assigned by the supervisor.

1. Technical Monitoring and Program Quality:

• Work closely with the country Director and senior medical staff and WASH staff to ensure smooth running of the Ebola Treatment Unit (ETU) and other Ebola Response related program, provide technical supervision and support to the activities;
• Ensure activities are consistent with established best practices, acceptable international (WHO/SPHERE/CDC/MSF) and national standards as well as ensure programs across different sites in the country are of comparable quality by encouraging transfer of good practices from one field site to another;
• Ensure health programs utilize standardized protocols, policies and guidelines according to Ministry of Health, WHO, CDC, and MSF, the organization with deepest experience in Ebola case management
• Work closely with the Country Director, senior management and field teams to determine the operational needs of the medical program within the scope of the grants;
• With the Monitoring and Evaluation Coordinator, oversee the collection and timely report of data and statistics for all programs (including objectives, indicators, and outcomes of health programs) according to internal and donor requirements
• Review monthly field reports and donor reports and ensure appropriate follow up and decision making on data relevant to the organizations health programs;
• Where feasible work with government health authorities and international agencies such as WHO to ensure implementation of standardized national health information systems
• Work with field teams, partner agencies and national health authorities to coordinate response activities
• Ensure timely and adequate provision of PPE supplies, medical supplies and drugs through review of pharmacy consumption reports, national drug protocols, program budgets, acquisition of partner agency and UN drug kits, and health information materials
• Ensure all stakeholders, including senior management team, the Technical Unit and donors are provided with updates, following the established reporting structures

2. Program Development:

• Work with senior management team, field teams, regional desk and the Health Technical Unit in strategic planning for future health programs.
• Work with the management team to draft concepts for future funding following the protocols and formats of each relevant donor
• Provide technical input during proposal development and technical reviews, and feedback to the field to improve the quality of the final proposals
• Strive to ensure as much as possible different health related sectors (Mental health, WASH, Nutrition, GBV and sexual and reproductive health) are integrated into proposed programs

3. Representation:

• Represent the organization to UN, health cluster, international and national NGOs and Ministry of Health at health coordination meetings as well as other meetings which are relevant to country programs and enhance the organizations visibility (ie. task force meetings, assessment missions, UN coordination meetings, INGO coordination meetings)
• Serve as the principal liaison with MOH on matters related to the program to ensure programmatic accountability. Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the organizations Code of Conduct, ethics, values and stand-point with regard to internal and external actors

4. Human Resources Management:

• Assist in the selection and training of qualified program staff,
• Maintain open lines of communications with all field staff
• Train senior national staff to increase their responsibilities in order to build capacity and ensure sustainability of programs
• Ensure professional development for expat and national health staff through assessment of training needs and capacity building activities
• Support direct supervisors in ensuring staff performance evaluations and professional development plans are in place
• Work closely with the supervisors to determine the training needs of their staff

5. Working Relationships:

• Work closely with country senior management team
• Ensure program progress through communication with implementation staff, Logistics Staff and Finance team to ensure coordination of programs supplies are consistent with management of budgets, including budget forecasting, development of spending plans.

6. Security:

• Collaborate with Team Leader and Security Officer to maintain security of health staff in the field
• Ensure application and compliance of security protocols and policies

7. Prevention of Sexual Exploitation and Abuse:

• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps

8. Compliance, Ethics and Code of Good Conducts:

• Promotes and encourages a culture of compliance and ethics throughout International Medical Corps.
• As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.
• Conduct work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values.
• Committed to fraud detection, risk reduction and fraud reporting, ensure compliance with IMC policies and procedures, donor regulations and local laws.
• Ensure procurement, transfers and disposals of commodities and software that are subject to Export Compliance are in line with applicable licenses or need new licenses and related actions are properly documented.
• Ensure that vendor due diligence actions are carried out (and documented) as per required procedures including vendor registration, vendor performance, price/vendor information shared among NGOs, market surveys conducted regularly. Conduct physical verification as required.
• Work with Finance, Compliance and audit focal points to assess compliance with internal controls and required procurement documentation. Conduct verification of Procurement Inspection checklist and ensure that risks associated to procurement are evaluated regularly and plans are developed to tackle those. Review procurement documentation, internal and external audit reports to detect procurement related risks. Work with country teams to implement corrective measures.
• Work with senior budget holders review Warehouse spot check calendars is developed to ensure that risks associated to warehouse management are highlighted and plans developed to tackle those. Conducts spot check and control evidence verifications as required.

Work with Program Audit Unit team to assess implementation of supply chain and procurement planning procedures for existing and future projects, report gaps and propose corrective measures.

Code of Conduct

It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment.  If you see, hear or are made aware of any suggested activities then you have an obligation to report.

• Preferably with a Master’s in Medical Science, Public Health or similar discipline
• Minimum 5 years of experience in overseas humanitarian programs (preferably developing country or low-resource setting with an NGO) at the senior level relating to infectious diseases, secondary health care, and communicable diseases

Experience

• Previous Ebola response experience
• Experience in setting up and managing strong supply chain (pharmacy and supplies) required
• Must have excellent communications skills, both oral and written; fluency in English is required
• Experience in effectively dealing with international and headquarters staff, as well as donor agencies, government officials, and other NGO’s; the ability to work with a broad spectrum of people
• Ability to exercise sound judgment and make decisions independently
• Extremely flexible, and have the ability to cope with stressful situations and frustrations

Competencies:

• Fluent in English and French for both : written and spoken
• Commitment and demonstrated skills to build international and national staff capacity in the areas of logistics management, supervision and monitoring.
• Ability to relate to and motivate staff effectively, be self-motivated
• Creativity and the ability to work with limited resources
• Ability to assume non-medical responsibilities from time to time to cover for other team members
• Skills and knowledge in program sustainability and capacity building, public-private partnerships and project monitoring and evaluation (both quantitative and qualitative methods)
• Proven capabilities in leadership required
• Strong negotiation, interpersonal and organization skills, understanding of the extreme nature of this outbreak, as well as the physical capabilities to endure wearing full personal protective equipment for periods of time
• Strong organizational and problem-solving skills with analytic approach.
• Strong interpersonal, management and leadership skills. Experience in remote management.
• Ability to work in participatory manner with staff to assess needs, implement and monitor activities.
• Ability to integrate and work well within multiethnic and multicultural team.
• Ability to work in harsh conditions, often in remote areas,
• Some record of experience with donor (especially, OFDA, ECHO, DFID, BPRM, UN-Agencies specific procedures,
• Proficiency with MS Word and Excel (minimum requirement).

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.