PROJECT COORDINATOR SUPPORT

Main Purpose

Supporting the Project Coordinator (Erbil Head of Office) in security management and coordination tasks, ensuring a smooth relation with local and national authorities, expanding the networking, contributing to the context analysis and follow-up, to the management of information, providing translations and interpretations according to MSF protocols, standards and procedures in order to facilitate the mission coordination tasks.

Accountabilities

·       The OCA Northeast Syria mission (NES) benefits and currently relies from support and collaboration with OCA Erbil Office given that NES operations are facilitated through KRG Iraq. Last year OCA NES mission, through OCA Erbil Office, took on the KRG registration and MoU with the MoH to ensure that we continue to have the legal presence in KRG and FI. Additionally, since OCA Erbil Office took on the FI registration, the office forms the essential legal anchor for OCA presence in FI. This change required a new set-up that includes adding PC support as the day-to-day representative for MSF-Holland in KRG – under the delegated authority of the Deputy Head of Mission/PC (Head of Office). The PC support report functionally and hierarchically to the Deputy Head of Mission/PC (Head of Office).

•       Representing MSF externally together with the Project Coordinator (Head of Office) or alone (when delegated) and negotiating on behalf of the project coordination in close cooperation with the PC (HoO) and based on beforehand agreed messaging. Assisting in safeguarding and promoting MSF’s image externally

•       Monitoring, analysing and reporting on key issues (security, risk, etc.) to the Project Coordinator and providing contextual information, through a sound knowledge of counterparts, parties, actors, authorities and military groups, in different administrations/parties and governorates/districts in order to improve understanding and decision making processes. Maintaining the security database and providing a biweekly context analysis based on recent incidents and developments

•       Assisting in exploratory missions and assessments as needed and participating in the development of security plans

•       Assisting 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, community leader, military actors, security forces) in order to improve awareness, understanding of MSF principles and services and public opinion adhesion. Write meeting minutes and contribute to the meeting logbook.

•       Ensuring the continuity of relations/networking with local actors (other NGOs, UN agencies, local authorities, media, etc.), filing, and updating field contacts and correspondence in order to ensure information sources accuracy and its availability on regular basis. Organizing advocacy contacts and appointments for the Project Coordinator.

•       Translating and reviewing sensitive documents and acting as an interpreter when needed. Assisting the Project Coordinator in the drafting of correspondences with authorities and partners, and preparing reports, internal memos and formal requests, in order to ensure fluent and accurate communication flows.

•       Preparing and conducting context, cultural and security briefings on the project context to new employees (national and international) in order to facilitate their integration and within the project environment. Ensuring regular security briefings/trainings.

•       Being contactable by phone and available to assist the Project Coordinator with important context, security and operational issues that may occur outside of regular working hours unless otherwise agreed with the PC (e.g., holidays).

•       Performing assigned additional responsibilities or tasks as required by the Project Coordinator

MSF Section/Context Specific Accountabilities

•       Contribute to the elaboration of risk analyses and plans, and proactively proposing changes based on context changes in support of the PC (HoO).

•       In coordination with PC (HoO), represent MSF before local authorities, NGOs, and military, among others, to raise awareness about MSF’s programs, to maintain positive relationships, and to negotiate access as needed.

•       Monitor and analyze the political and humanitarian situation in KRG specifically and FI, and share this actively with the PC (HoO) through the regular SitRep and through formal and informal communication.

•       Collect the contribution to each Sitreps from the other departments and share the draft with the PC (HoO).

•       Proactively maintain communication with the authorities of KRG in Erbil, and update the PC (HoO) accordingly, in order to nurture relationships on an ongoing basis, rather than only reactively engaging when issues emerge.

•       Support the PC (HoO) in navigating challenges specific to: changing political dynamics in Iraq; dynamics between KRG and Federal Iraq; dynamics between MSF’s medical programmes and the MoH/DoH authorities; specific challenges that come up in operations.

•       Brief teams on context-related issues, including security and cultural context.

•       Document significant changes or processes in the mission, and specifically how we achieved these, in order to understand the rationale in the future; e.g., if an MoU is signed, document what challenges existed prior to signature, what triggered the mission to establish the MoU, and what stakeholders had (or not) a role in the process.

•       Provide meeting minutes and maintain a record of key meetings held: actors met, objectives of the discussions, and outcomes of the discussion.

•       Continously update the actor mapping, including not only names and positions, but also what the relationship with MSF was within a determined period of time. At the request of the PC (HoO), preparing and conducting an information briefing, focusing on the country context for all NES teams in or passing through KRG.

•       Guide and facilitate the management of MSF information and essential records and documents by the mission team, following MSF policies and guidelines.

•       Ensuring the follow up of relevant administrative dossiers such as the MSF registration in KRG, visas, immigration policies, national protocols, MoU with the MoU.

Requirements

Education

•       University Degree Level, preferably in the field of Social Sciences (Political Sciences, International Public Law, Anthropology, Economics, etc.)

Experience

•       Essential: Experience in and exposure to working in a complicated political, security and humanitarian environment

•       Essential: strong understanding of the workings of the different administrations of the country.

•       Essential: Experience in data collection, reporting and analysis

•       Experience in humanitarian aid, and preferably within MSF.

•       Desirable: Management experience

Languages                   

•       Mission and local language essential (high level command oral and written English, Kurdish and Arabic)

Knowledge

•       Essential computer literacy (word, excel, Internet/social media)

•       Excellent understanding of MSF’s principles and values

•       Knowledge of and interest in humanitarian issues

•       In-depth contextual knowledge and analysis skills

•       High level of knowledge of local culture and customs

Competencies

•       Results and Quality Orientation L2

•       Teamwork and Cooperation L2

•       Behavioral Flexibility L2

•       Commitment to MSF Principles L2

•       Stress Management L3