Ended Country Office Coordinator
Country Office Coordinator-Sana’a
The Country Office Coordinator acts as primary support to the Country Director/SMT to ensure that the Organizational tasks of the Senior Management Team (SMT), Extended SMT (ESMT) and General Management Team (GMT) are adequately managed, documented and followed up.
The incumbent will facilitate the planning of management meetings; assure the cohesion and consistency of information shared and that agreed upon actions are followed through; facilitate information flow and coordination for cross function initiatives. The CO Coordinator owns the Country Programme (Country Office and Field Offices) Ways of Working (WoWs), which have been mapped in a document. S/he ensures the implementation of effective WoWs by ensuring that meetings are scheduled, participation monitored and action followed up. Moreover, the CO Coordinator will play a focal role in the management and follow up of key country office and response improvement initiatives, as owner of the country’s Management Improvement Plan and with specific tasks related to the Risk Management (Risk Management Plan), Country Programme Performance (KPI action plan) and due diligence/compliance (Global Assurance Audit findings action planning), as well as response reviews (Real Time Review action plan). The CO Coordinator will be the focal point for ensuring that standard and ad hoc reporting requests from the regional office and the centre office are undertaken in a timely and accurate manner.
KEY AREAS OF ACCOUNTABILITY:
Project management of SMT, ESMT and GMT agendas (35%):
- Implementation of the Ways of Working document, which regulates the meeting schedules of the three fora. The SMT meets weekly, the ESMT monthly and the GMT quarterly. Scheduling the meetings, sharing pre-reading, documenting actions, tracking on action between meetings with accountable individuals,
- Ensure regular and consistent communication of key information and updates from SMT (and ESMT/GMT where appropriate) to ‘all staff’ through dissemination of minutes and to members and to the wider organisation by organising the monthly response update calls,
- Support to CD for planning of Business continuity: designer and owner of Country Office Calendar, the CO Coordinator supports the CD to ensure that the absences of the members of the SMT and ESMT are planned and synchronised with each other and with key Country Programme commitments to ensure business continuity,
- As owner of the Country Programme Management Improvement Plan (MIP), inputs actions, follows up on implementation with accountable and responsible individuals and reports regularly to the CD concerning priorities and critical outstanding action points.
Country Programme Performance (35%):
- Owner of the Country Office KPI Management plan (which constitutes part of the aforementioned MIP), monitors the performance of KPIs and agrees with directors of department concerning improvement actions, responsibilities and timeframes. Ensures completion of and submits the KPI ‘explanation’ document to the regional office on a quarterly basis,
- Owner of the Real Time Review action plan, follows up on action status with relevant directors and department heads, keeping track on progress of actions against deadline and reporting to the regional office,
- Assists the Awards team in ensuring that the actions identified in the Project Management Tool (PMT) are progressing receiving the necessary attention by action owners,
- Follow-up with accountable SMT members to ensure audit and due diligence recommendations are actioned.
Risk Management (15%):
- Owner of the Risk Management Plan, updates risk assessment and mitigation on the basis of SMT members input on weekly basis,
- Submission of RMP to the regional office on a monthly basis.
Other duties and special projects (15%)
- Ensure cross-functional ad-hoc reporting and information requests from regional office/ centre are responded to in a timely manner by coordinating with the relevant staff to provide the required information,
- Others duties as defined by the CD/SMT related to specific initiatives and cross-functional priorities.
Bachelors or advanced degree or work equivalent (Development or Management preferred)
EXPERIENCE AND SKILLS
- Excellent organisational and project management skills and experience (root causes analysis, planning, change management, budget and project cycle management);
- Excellent influencing, communication and coordination skills;
- Experience in facilitating diverse working groups;
- 3-5 years’ experience of working with an international NGO, ideally in the humanitarian sector within an emergency response;
- Experience of working as programme coordinator/manager of development or humanitarian programmes or PMO of Board of Directors/SMT/SLTs;
- Fluency in written and spoken English and computer literate;
- Ability to juggle multiple tasks, work under high pressure and late hours when needed;
- Commitment to and advocate of Save the Children’s Child Safeguarding policy.
- Experience in a complex and matrix-managed organisation;
- Previous experience with and knowledge of Yemen or other Arab states;
- Arabic language;
- Experience working in insecure & difficult environments;
- Knowledge of Save the Children systems and ways of working.
All CVs to be sent through our account firstname.lastname@example.org
“Please mention the Position and Duty Station on your email Subject”
This position is open to Yemeni nationals only
We are looking for both men and women from Yemen with enthusiasm and commitment to improve the protection and promotion of the rights of all children in YemeAll applicants will be subject to Save the Children’s Child safe guardian Policy and Reference Checking Process.