Deputy General Coordinator

JOB SUMMARY: Under the supervision of the General Coordinator, the Deputy General Coordinator in charge of support services is responsible for the overall management of Logistics, Human Resources (HR), and Finance departments in the mission. She/He coordinates the mission’s support departments: Finance, HR, and Logistics, who receive technical support from the Technical Advisors in Paris, to ensure compliance with organization and donors’ procedures, national policies, legislations, and budgets.

WORKING RELATIONSHIPS:

Hierarchical Link: General Coordinator

Functional Link: HR Advisor/HQ, Finance Referent/HQ, and Logistic Advisor/HQ

Team under his/her direct supervision: Financial Advisor, Logistic Officer, and Administrative Officer

Other: Close collaboration with the other coordination team member (Medical Advisor and Program Officer/KP)

MAIN TASKS AND RESPONSIBILITIES:

1. Team Management and capacity building:
   • Participate in the recruitment of staff under his/her direct and indirect supervision when required/needed and ensure effective onboarding and performance follow-up.
   • Carry out appraisals as per organization standard requirements and procedures.
   • Provide day-to-day management and coaching to the support services team, including objective setting and performance monitoring.
   • Identifies capacity building needs and delivers trainings, refreshers, and technical coaching as required.
   • Ensure effective coordination, communication, and team dynamics within support staff, taking appropriate action when challenges arise.
   • If necessary, propose a re-organization of support services and team and revise the organizational chart accordingly.
   • Supervise support staff and strengthen their capacity to provide quality support to field teams, ensuring access to relevant technical resources and HQ guidance.
2. Support services leadership, strategic planning, and quality:
   • Ensure quality and compliance of support services in line with organization mandate, guiding principles, internal procedures, local legislation, and donor requirements.
   • Ensure transparent and efficient management of mission resources, in close collaboration with the support team and relevant HQ departments.
   • Lead the application of all administrative, contractual, and legal obligations, mitigating organizational and legal risks.
   • Provide strategic oversight and contribute to a clear support services vision, advising the General Coordinator and other team members accordingly.
   • Proactively contribute to the development of key mission documents, in close collaboration with HQ when needed.
   • Participate in the coordination of strategic planning exercises and support their translation into an annual action plan in accordance with MdM policies and guidelines.
   • Contribute to the development, regular review, and operationalization of contingency plans to ensure continuity of the humanitarian response.
   • Ensure coherence and effective integration of all support components with program operations, in line with project cycle requirements and implementation timelines.
   • Oversee support services planning in close collaboration with coordination and base teams.
   • Advise on arbitration and corrective measures to be taken in the event of dysfunctions and/or incidents.
   • Lead the organization and follow-up of internal and external audits, ensuring corrective actions are implemented and internal control mechanisms are maintained.
3. Support and supervise the HR department:
   • Ensure that the Mission Organigram for 2026 and allocation of HR matches with the needs.
   • Ensure consistency with the local labour laws in all HR issues including staff dismissal.
   • Ensure that appropriate HR procedures are implemented in line with MdM HR procedures and local legislation avoiding any legal consequences.
   • Ensure compliance with legal and tax regulations, donor procedures, and yearly audit recommendations if any.
   • Contribute to the briefing of new senior management team members upon their arrival, ensuring application and observance of internal regulations and of humanitarian code of ethics.
4. Support and supervise the Finance department:
   • Support the Financial Advisor to lead the design of new budget proposals.
   • Lead the preparation of annual budgets.
   • Ensure the optimization of the financial resources and guarantee the transparency of the funds’ use.
   • Participate and guarantee monthly & quarterly budget follow-up analysis. Identify, analyze, and alert on any discrepancy.
   • Oversee compliance with respect for local regulation, agreements, and contracts.
5. Support and supervise the Logistics department:
   • Ensure that appropriate logistics procedures are maintained in accordance with organization rules and/or donor guidelines.
   • Support the Logistics Officer to ensure high-quality supply chain management.
   • In close collaboration with the Medical Advisor, Pharmacy Officer, and Logistic Officer, ensure that procurement processes and management of pharmaceutical management are in line with internal good practice and protocols.
   • Support the Logistic Officer and Logistic team to ensure the availability of goods and resources needed for the program implementation and security management of the teams and resources.
6. Proposal development and reporting:
   • Ensure timely involvement of support staff in proposal development, reporting processes, and other external deliverables to donors and national authorities, leading when necessary.
   • Contribute to the preparation of all relevant analysis necessary for proposal development.
   • Support, together with the General Coordinator, the development of the mission’s donor portfolio, fundraising strategy, and external representation efforts, as required.
7. Risk Prevention, Compliance, and Anti-Corruption:
   • Ensure the implementation of resource control processes in the field, in close collaboration with the support coordinators and the field coordinators.
   • Ensure that all employees are aware of the proper management of resources (knowledge of tools, compliance with procedures).
   • Ensure adequate segregation of duties and clarity of roles and responsibilities within the mission.
   • Identify financial, compliance, and corruption-related risks at mission and base level, alert the General Coordinator, and propose mitigation and corrective measures.
   • Ensure the implementation of organization anti-corruption and anti-fraud policies.
   • Ensure audit recommendations related to fraud and compliance risks are properly followed up at mission level.
   • Support, when required, the investigation and follow-up of complaints, fraud, or misconduct cases.
8. Coordination and representation:
   • Coordinate regular support team meetings and ensure follow-up and implementation of related action plans.
   • Participate actively in organization coordination mechanisms and ad hoc meetings as requested by the General Coordinator.
   • Strengthen internal communication and information sharing across bases, coordination, and HQ, including contributions to the monthly SITREP.
   • Promote effective collaboration between support services and program teams, acting as a facilitator or mediator when needed.
   • Ensure appropriate participation of program and technical teams in relevant coordination platforms, including within consortium and partnership frameworks.
   • Support the General Coordinator in external representation, networking, and engagement with authorities, partners, and donors, including during field visits when required.

This list of activities is not exhaustive and may change depending on the situation.

Conditions of the job:

Position based in Islamabad. Regular field visits in areas of intervention and other regions in the country for technical support, assessments, and/or trainings.

SKILLS REQUIRED:

Education & Experience:

• Master’s degree in one related field: administration, human resources, and logistics.
• Experience as Administrative Coordinator, and/or Logistic Coordinator.
• At least 5 years’ experience in the humanitarian sector.
• At least 2 years of experience in a similar position.
• Experience on health projects is a plus.
• Experience in collaborating with authorities.

Skills:

Technical/Managerial:

• Strong leadership skills and a supportive management style.
• Analytical and strategic thinking.
• Solid theoretical and practical knowledge of project cycle management.
• Strong skills in simultaneously piloting legal, financial, logistic, and HR components.
• Strong knowledge of the main institutional donors, the humanitarian architecture, and other humanitarian actors.
• Ability to give a frame and guidance to his/her team and lead through very challenging obstacles.
• Strong coordination skills, with the ability to engage relevant stakeholders effectively.

Soft:

• Strong decision-making skills and ability to adapt quickly to evolving contexts.
• Excellent organizational and planning skills, with the ability to manage priorities effectively.
• Proactive and solution-oriented approach, with proven problem-solving capacity.
• Excellent written and verbal communication skills, including the ability to synthesize complex information.
• Ability to delegate effectively and provide hands-on support when required.
• Strong ability to work under pressure and manage stress in demanding environments.
• Strong interpersonal and networking skills, with the ability to build constructive stakeholder relationships.
• Strong commitment to gender equality, human rights, and humanitarian principles, demonstrating integrity and team spirit.

IT:

• Excellent Microsoft Office skills (especially Excel).
• Knowledge of accountancy software.
• Additional knowledge in IT solutions is an asset.

Languages:

• Fluent in English is mandatory (oral and written).
• Other languages: Urdu, Punjabi, and/or Pasho.