Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organisation. Our teams are committed to supporting civilians who are victims of marginalisation and exclusion, or affected by natural disasters, wars and economic collapses, by responding to their basic needs. Our aim is to provide emergency aid to uprooted people to help them regain their dignity and self-sufficiency. The association runs an average of 200 projects per year in the following sectors of intervention: food security, health, nutrition, infrastructure construction and rehabilitation, water, sanitation, hygiene and economic recovery. PUI assists some 7 million people in 20 countries: in Africa, Asia, the Middle East, Eastern Europe, France and Latin America.
The PUI Colombia Mission has been officially operational since January 2019 and focuses on addressing the urgent needs of Venezuelan migrants and refugees, as well as vulnerable Colombians. This is expected to be achieved through a multi-sectoral and integrated program focused on health, housing, protection, food security and water, sanitation and hygiene, within programs located in Norte de Santander, Santander and Arauca.
General objective
Under the direct supervision of the head of mission, the field coordinator is responsible for the proper functioning of the base, articulation of the project(s) and the correct application of the programs developed in the work areas and service points according to the geographic area and coverage of the Colombia mission.
We want you to be part of our team! We are looking for a professional with a degree in a field related to humanitarian action: project management, technical training related to one of our sectors of intervention, human resources management, financial management. You must have 5 years of previous experience in project management, team management, security management, experience in humanitarian work or with migrant populations and/or in conflict zones.
PUI BENEFITS:
– Working hours: 42 hours per week
– Base salary: 6,601,754 COP and according to experience in NGOs it will increase in final hiring
– 24 days of vacation,
– Social benefits, family day,
– Flexibility to study.
– Internal training plan covered by the organization.
– Travel expenses according to the needs of the mission
MAIN ACTIVITIES OF THE POSITION
ENSURE THE SAFETY OF PROPERTY, PEOPLE AT THE BASE AND SERVICE POINTS
- Ensures that the base security plan is up to date and that everyone knows and understands it (both expats and locals).
- Ensures the collection of data relating to safety in your field of operations, provides analysis and disseminates it to your immediate supervisor on a regular basis or on an ad hoc basis in case of emergency.
- Check that the material and human resources available are adequate to ensure the optimal safety of equipment, materials and beneficiaries.
- Alert the head of mission without delay in case of imminent danger to teams or beneficiaries.
- In the event of a security incident (whether it occurred or was prevented), ensure that information is promptly transmitted to the Head of Mission and reported in accordance with PUI guidelines.
ENSURE THE IMPLEMENTATION OF PROGRAMS AND PROPOSE NEW INTERVENTIONS.
- Ensures the proper functioning of ongoing field programmes (fulfilment of objectives, respect for deadlines, budget monitoring, contractual reporting, etc.) and reports to the head of mission
- Establishes a formal coordination system, directs it on the ground (meetings, written reports…) and reports to the head of mission
- Ensures the correct filing of all documents generated in the context of the project(s) and guarantees the availability of the verification sources mentioned in the proposals.
- Proposes new interventions and discusses them with the head of mission.
- Participate in the identification of needs based on agreed terms of reference and with the approval of the mission chief.
- When defining new operational activities, coordinates the work of the relevant technical departments and administrative and logistical support teams, with a view to preparing complete project proposals in compliance with donor formats and PUI’s internal standards.
- Participate in the mission strategy development exercise.
SUPERVISE NATIONAL AND INTERNATIONAL PERSONNEL TEAMS AT THE BASE.
- Supervises all national and international teams on a national and international basis.
- He/she guides the work of the expatriates at the base, monitors the achievement of their objectives and directs the mid-term and final evaluation exercises.
- Participate in the hiring process, as well as in any decisions related to the termination of employment contracts of local headquarters staff.
- Ensures compliance with PUI internal regulations at the base.
- It is responsible for the administrative management of local staff, in particular, the control of absences, the preparation, updating and archiving of administrative staff files.
- Ensures that all local employees are subject to a written evaluation at least once per contract period and per year.
- Assume or delegate responsibility for the integration of all new employees on site, ensuring in particular that the programme’s application context, safety regulations, logistical, administrative, HR and financial procedures, as well as procedures for the use of communication and transport are explained and understood.
- Provides training programmes for expatriate and local staff (organisational and methodological support, technical support, where appropriate, organisation of training sessions, etc.).
- Drafts or delegates the responsibility of drafting the professional profiles of the expatriates who are to be replaced or hired and sends them to the head of mission for approval.
- Develops job profiles for local staff under his/her immediate supervision and submits them to the coordination for approval.
- Prepare the organizational chart of the base and have it approved by the mission chief, the HR manager and the financial manager of the mission.
- Handles interpersonal conflicts that arise in the workplace, and refers the matter to HR if unable to resolve the dispute
- He is the guardian of the PUI image in his area of operation and, as such, ensures that all personnel under his authority display behavior consistent with the values defended by the organization and with full respect for the local culture.
GUARANTEE THE LOGISTICAL, ADMINISTRATIVE AND FINANCIAL SUPPORT OF THE BASE
- Ensures that the needs of the base are covered (support, programming) and reports them to the financial manager on a monthly basis, ensuring that all internal and donor procedures are respected and that commitments are in line with available budgets.
- Ensures that the base is equipped with the minimum infrastructure (offices and housing) necessary for carrying out work and housing the teams, in optimal safety conditions.
- Supervises the fleet of vehicles and, more generally, ensures their correct operation, as well as the maintenance of all equipment belonging to the work.
- Ensures proper storage of all goods and equipment.
- Ensures the correct delivery of all purchases planned for the operational points.
- Prepares and updates the center’s inventory of supplies and equipment and presents it to the logistics manager.
- Responsible for cost optimization and uses budget tracking to achieve this; ensures adequate financial resources for the operation of the database
- In terms of budget monitoring, he/she participates in the team analysis (together with the technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to the head of mission and the financial manager.
- Ensure that accounting matters are carried out in accordance with internal and legal standards and are communicated to the financial manager according to the agreed schedule.
- Together with the base administrator, he/she monitors the base’s treasury and supervises disbursements.
- Together with the base administrator, he/she ensures that an internal control system exists at the base. He/she guarantees compliance with the procedures for committing expenditure and participates in the approval process for purchase orders.
- He is the guardian of accounting and, as such, ensures that cash balances and bank accounts are absolutely and permanently supported by the appropriate accounting documents in accordance with administrative, financial and legal procedures.
ENSURE PUI REPRESENTATION IN THE JURISDICTION COVERED BY THE BASE
- Represents PUI before local stakeholders, both official and non-official, and ensures the maintenance of good relations with each of them, respecting the principles of neutrality and independence of PUI.
- Attends key coordination meetings when they are held and actively participates.
- In the case of donor visits, participate in the organization and implementation of the visit.
ENSURE THE PREPARATION OF REPORTS AND DISSEMINATION OF INFORMATION.
- He is responsible for drafting reports for donors on programmes implemented at his base; reports drafted in whole or in part by him (which implies the consolidation of technical sections drafted by technical managers and/or specialists at his base).
- Submit internal and external reports to the head of mission, respecting internal approval deadlines (status report, incident report) and external contractual deadlines (project reports).
- Organizes the two-way dissemination of information: from the base to field coordination and from field coordination to the base (periodic and ad hoc situation reports).
- Attend internal coordination meetings and participate actively.
The duties and responsibilities defined in this job description are not exhaustive and may evolve based on mission needs.
How to apply
Interested persons should send their application to the following email apply@premiere-urgence-col.org with the following information:
- Updated resume
- Send a letter of motivation for the position, experience in team management, leadership skills, The maximum summary allowed is one page.
- Send mail with the header Fieldco_ Tame_2024
Important : For expatriated personnel, it is necessary to have the legal documentation to work within Colombian territory.
