Field Office Coordinator

TITLE: FIELD OFFICE COORDINATOR

TYPE: JOB

DEPARTMENT: PROGRAMS

DIVISION: MHPSS

HIRING MANAGER: HR COORDINATOR

SUPERVISOR: MHPSS PROGRAM MANAGER

LOCATION: NAIROBI

START DATE: 1st JANUARY 2023

END DATE: 14th SEPTEMBER 2023 (Renewable contract subject to availability of funds and performance)

GRADE: 8

POSITION SUMMARY:

HIAS Kenya is seeking a Field Office Coordinator to spearhead the implementation of all project activities in the Kawangware field office to ensure the interventions to vulnerable and at-risk refugee clients in emotional and psychological distress are provided to beneficiaries respectfully, while upholding their dignity. The field office coordinator will be working under the direct supervision of MHPSS Program Manager and will be part of the Senior management team.

ESSENTIAL FUNCTIONS:

1. Managerial Functions

• Overall planning, directing, and supervising the Kawangware Team, including their day-to-day protocol work, ensuring smooth functioning of operations and administration of the Field office
• Monitoring the efficient use of the organizations resources, active representation of the organization in sector related meetings and forums as required
• Developing and maintaining partnerships with external organizations and the government
• Ensuring the adherence of staff to existing Standard Operating Procedures and policies for all administrative and program activities
• Developing and implementing HIAS project work plan.
• Ensuring appropriate scheduling of clients to the respective staff in the field office
• Ensuring adherence to HIAS policies, procedures, ethics, professional standards and best practices that bring in operational efficiencies and improve service delivery and client satisfaction
• Organizing regular staff meetings in the field office
• Conducting performance appraisal your staff under my supervision and provision of timely feedback to staff

1. Support Psychosocial Functions

• Ensure the provision of individual and group counseling services and other short term therapeutic services to refugees referred to the field office and keep continuous counseling notes
• Ensure appropriate psychosocial assessment and diagnosis of all the psychological cases are in line with the DSM-V and ICD-10, WHO Mental Health Atlas among others
• Oversee counseling treatment programs and ensure the provision of technical assistance and training for staff in order to establish and maintain appropriate treatment protocols resulting in the increase of the recovery of clients in line with national and international standards and guiding principles by UNHCR, IASC, SPHERE Project WHO among others
• Maintain trackers for all program activities conducted at the field level.
• Review all social and psychological assessments reports generated by field staff and ensure they are forwarded to the MHPSS Program manager for further review and submission to UNHCR or others.
• Coordinate resolution of any crisis in the office that may arise in relation to clients in distress
• Participate in designing, implementation, monitoring and evaluation of HIAS projects.

1. Reporting

• Responsible for timely, quality and comprehensive field reports, reviewing and analyzing of all psychosocial assessments, GBV reports and drawing out of emerging trends and issues to inform in program planning and decision making.
• Provide weekly, monthly, and quarterly reports and data to the MHPSS Program Manager highlighting office performance, progress against targets and client needs
• Provide a success story monthly for purposes of web updates and fundraising
• Ensure up to date record keeping and maintain an impeccable physical filing system of clients’ files
• Ensure proper and timely accounting of all project activities monies advanced to Field Office Staff.
• Ensure field office staff have updated their assessment and counselling cases in the HIAS Case Management system and regularly update any actions taken to support clients.

1. Coordination, Partnership and Networking

• Develop and maintain partnership and network with external organizations and the government and keep a proper database
• Assessing refugees in need of psychiatric care, referring for needed services and monitoring their progress.
• Following up and monitoring all referral cases and ensuring timely turnaround of assessment reports and other interventions.
• Attend sector related forums as required
• Proactively coordinate with the MHPSS Program Manager and Program Coordinator to ensure active follow ups on accounts receivables
• Attend all relevant internal and external meetings

QUALIFICATIONS & REQUIREMENTS:

• A minimum of bachelor’s degree in counseling psychology, Community Development or Social Work from a recognized university.
• A minimum of 5 years Working Experience
• Ideal candidate should have keen awareness and a good knowledge of psychosocial issues and the complexities of working on these issues with a refugee population
• Experience in management and supervision of teams.
• Good team player with excellent cross-cultural interpersonal skills; proactive and able to work under minimal supervision while exercising diplomacy, flexibility, and assertiveness.
• Ability to confront and discuss sensitive issues with respect and able to uphold high standards of confidentiality.
• Strong analytical and report writing skills and proven ability to conduct assessments
• Knowledge in Accountability to Affected Populations
• Knowledge in PSEA

DISCLAIMER:

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, skills required or permanent location. Location is subject to change based on programmatic needs. Flexibility is essential as we grow and develop. The successful candidate must be comfortable in a fast-paced, changing work environment with many crucial deadlines. All team members may be required to perform duties outside of their normal work hours of responsibilities as needed.

SAMPLE HIRING PROCESS:

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process:

Step 1: Submit your application!

Step 2: Phone screen with a Human Resources staff person.

Step 3: Interview with the hiring manager.

Step 4: Interview with a panel of HIAS employees.

Step 5: Reference check.

Step 6: Offer and background check.

Step 7: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

ABOUT US:

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people—a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values.

VISION:

HIAS stands for a world in which refugees find welcome, safety and opportunity.

MISSION:

Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.

VALUES:

Welcome • Acogimiento • Hospitalité • הכנסת אורחים (Hachnasat Orchim)

We Welcome the Stranger

Justice • Justicia • Justice • צדק (Tzedek)

We Pursue Justice

Empathy • Empatía • Empathie • חסד (Chesed)

We Approach our Clients with Empathy

Partnership • Compañerismo • Coopération • חברותא (Chevruta)

We Believe in Changing the World through Partnership

Courage • Coraje • Courage • אומץ (Ometz)

We Act with Courage to Build a Better World

Resilience • Resiliencia • Résilience • רוח (Ruach)

We Adapt and Thrive, Continuously Demonstrating our Resilience

DIVERSITY:

HIAS is committed to a diverse and inclusive workplace. All qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.

SAFEGUARDING:

HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

How to apply

Please submit a cover letter and resume through the link FIELD OFFICE COORDINATOR HIAS KENYA – Careers At HIAS Inc. (hrmdirect.com) quoting the position title: Field Office Coordinator on the subject.Indicate your salary expectation as well.

Closing Date: 14th December 2022

Applications submitted after the deadline will not be considered.

Important: Only shortlisted candidates will be contacted.

HRTK is an equal opportunity employer, does not charge candidates for recruitment and dissociates itself from any entity defrauding candidates.