Emergency Coordinator, Moldova

Emergency Coordinator, Moldova

Location: Chisinau
Starting date: ASAP
Contract duration: one year
Country: Moldova
Line Manager: Head of Programmes

About PIN Moldova:

People in Need (PIN) has been working in Moldova since 2003, providing development support to the local population in three focus areas: agriculture and economy, social protection and inclusion, and civil society empowerment and engagement. Since the conflict in Ukraine escalated in February and brought the consequent displacement into neighbouring countries, PIN has been providing humanitarian assistance focusing on protection and cash transfers to host population. PIN has been implementing large scale multipurpose cash intervention reaching up to 40,000 people prior to the refugee influx and scaled up to extend the support to vulnerable families hosting refugees. Protection assistance focuses on psycho-social support for refugees and hosting population and support local civil society organisations who are working with refugees. PIN emergency programme portfolio in Moldova is currently funded by DG ECHO, WFP and PIN Public Appeal collection.

Position Summary

The Emergency Coordinator (EC), supervises the emergency response projects in country.

Together with the HoP, the EC represents PIN to partners, ensuring that PIN is recognized for its field experience and implementation modalities. S/he will also take on the role as Project Manager for ECHO projects in country. Internally, the EC contributes to a positive working environment for programme staff and ensures quality programming including cross-sectors topics.

Reporting Relations & Interdependencies with Other Functions

The Emergency Coordinator (EC) reports to the Head of Programmes (HOP).

The EC supervises the following staff:

  • Deputy Project Manager
  • Partly Deputy Cash Program Manager
  • Further line management responsibilities will be identified based on granted project proposals
  • Overall oversight of all relevant project staff including Field Coordinators and Field Assistants
  • The EC is part of Senior Management Team (SMT).

Duties & Responsibilities

Programme Coordination:

  • Coordinates and provides support to the emergency projects implementation of PIN Moldova;
  • Under the supervision of the HoP ensures successful implementation of assigned project(s) in line with project documentation while continuously evaluating quality, effectiveness and relevance of the project(s) to the reality on the ground;
  • Contributes to strategic direction and timely implementation of PIN emergency response programme and recovery activities in line with PIN quality standards, donor requirements, and national and international standards;
  • Together with the HoP ensures programme components are implemented in an integrated manner with other ongoing country programme (CP) development programming as well as the overall humanitarian response in country;
  • Together with the HoP and PMs ensures that PIN is properly represented in inter agency coordination groups, and contributes overall to a strengthened humanitarian response in country;
  • Together with the HoP and CD supports programmatic synergies and cooperation with Alliance 2015 partners in country in emergency response;
  • Leads on the emergency preparedness in CP.

Fundraising:

  • Leads or contributes to developing quality emergency proposals following donor guidance and standards. Contributes to budgeting for project proposals;
  • Supports the CP in fundraising and liaising with donors, networking, understanding donors’ priorities and actively seeking new funding opportunities;
  • Together with Country Programme Coordinator based at HQ, coordinates support from KLD; or HQ Humanitarian Unit leading on proposal development with field and technical inputs from program and MEAL teams.

Human Resources & Capacity Development:

  • Directly manages the PMs responsible for emergency response projects; ensures their solid performance and recommendations for capacity building;
  • Leads the recruitment of key emergency programme staff as line manager with due respect of high-quality standards and fair and unbiased procedures;
  • Contributes to collaborative team work and exchange of experience across the Emergency programmes; facilitates team work among line-managed staff, and recommends and ensures that team work and integrated approaches are streamlined in different levels and with other units;
  • Supports the development of an organizational culture that reflects PIN’s values, promotes accountability, safeguarding, and high performance, encourages a team culture of learning, creativity and innovation, and frees up people to deliver outstanding tasks.
  • In cooperation with the HoP and Senior Management Team as appropriate, ensures the sound development of the Emergency programmes’ structure and staffing in view of the programme strategy and project portfolio development, including both maintaining capacity as appropriate for emergency response and securing new capacity;
  • Together with the HoP or Head of Systems and Operations (HOSO), ensures all staff are aware, understand and comply with relevant PIN policies and rules, the Code of Conduct and key policies, including the PSEA and Safeguarding Policy
  • Supports its program team in communication and coordination of activities with partners.
  • Sets time for one’s own capacity building, as agreed with line manager during bi-annual evaluation.
  • Allocates time for the annual staff retreat and other team building activities.

Learning and Information Sharing

  • Regular updates to the HoP and SMT on program implementation progress, suggested amendments and new needs identified;
  • Together with HoP ensures all emergency projects are regularly reviewed, and recommendations for improvements are followed;
  • Together with HoP ensures information sharing, communication and coordination between project teams and between the country programme and HQ for emergency programming;
  • Promotes participation and accountability towards beneficiaries, local authorities, local partners and donors;
  • Coordinate with PMs and operational departments in order to ensure that proper tools are developed and being used to 1) measure the performance of the program from different aspects (MEAL, Implementation quality, Reporting, Procurement & Archiving), 2) guide the program as per the correct processes the activities should follow standard operating procedures (SOPs);
  • External and internal reporting: 1) ensures that regular project updates are prepared by relevant staff (project budget drawings, ITT and workplans are regularly updated), 2) reviews and validates external reporting prepared by program & MEAL teams, 3) ensures a correct and timely reporting to donors;
  • Ensures compliance with donor requirements and proposal goals, to sustain organizational memory and keeps solid and necessary records (archiving) for audit purposes;
  • Coordination between emergency programs and operations: regular documented team/project meetings for planning and progress monitoring purposes (reviewing workplans, procurement plans, financial drawings, progress on indicators) ;
  • Contribute to sharing of experiences, lessons learned, and good practice across CP sites and from other PIN country programs and promotion of learning from relevant best practices internally and externally;
  • Contributes to the organisational development and strategy of PIN, provides feedback on mission procedures to relevant colleagues, and dedicates time to and participates in relevant global/regional strategic meetings.

Representation & External Relations:

  • Helps establish, maintain, and improve active and regular working relationships with local authorities, donors, partner agencies including major institutional donors, local and international NGO, and other actors of the local civil society;
  • In cooperation with and support to Senior Management team, A engages in advocacy and policy dialogues where appropriate, ensuring PIN represents the needs of its beneficiaries and based on PIN’s field experience in order to campaign for needed system changes Safety & Security
  • Adhering to the PIN Safety and Security Policy and country-relevant procedures;
  • Strives for the maximum safety and security of PIN’s staff and assets and ensures an awareness of risks and mitigation strategies;
  • Ensures a balance between the accepted level of risk and the urgency of programmes;
  • Ensures that the Do-no-harm approach and maximum protection of PIN’s beneficiaries is applied;
  • Supports the CD and HOSO where required in safety and security related matters which are closely linked to emergency preparedness.
  • And fulfils any other tasks as required

Suitable candidates for this position should possess:

  • At least 5 years of experience in senior programme roles and humanitarian project management in complex environments/protracted crises.
  • Experience of working across teams and structures to achieve excellent results.
  • Excellent knowledge of humanitarian standards and cross-cutting issues.
  • Experience in protection and cash programming is an advantage.
  • Excellent communication skills, including fluent spoken and written English.
  • We are looking for nationals that have an entry-visa free regime with Moldova or nationals that already hold a valid a multientry Schengen visa.
  • Knowledge of Romanian or Russian is an advantage.
  • A dynamic approach with a passion for good coordination, quality, capacity building, and innovation.
  • Demonstrated ability to represent the organization at coordination meetings with donors, local government, UN, and other international NGOs.
  • Experience with emergency proposals and programme development, familiarity with policies, procedures, and priorities of key institutional donors.
  • Strong organizational, critical analysis and problem-solving skills.
  • A strong grasp of all stages of programme cycle management and quality standards in humanitarian programming.

People in Need Offers:

  • Salary as per PIN salary scale (per diems included): 2400 – 2600 EUR super gross + 1200 € per diems, depending on the seniority grade
  • Housing covered by PIN
  • 25 days of paid leave annually
  • Reimbursement of travel expenses with travel to the country of residence once per every 6 months of completed work according to PIN's policy
  • Reimbursement of costs of visas and vaccinations; assistance with visa application procedure
  • Free medical helpdesk and psychological consultation available online
  • Travel health insurance and 24/7 medical helpdesk

How to apply:

Are you interested in this position? Great. Send us your CV and short cover letter via our application form.

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

People in Need staff are expected to perform job duties and responsibilities in accordance with People in Need Code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp).

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