Program Coordinator At Syria Civil Defense (White Helmets)

ABOUT THE WHITE HELMETS

The white helmets (The Syrian Civil Defense) save people’s lives and enhance the role of civil society organizations. And is committed to neutrality, objectivity, and human values, and declares its non-dependence on any political party or party to the conflicts, where it is committed to serving all the Components of the Syrian people, which is the people and is available to serve.

SCOPE OF WORK

This position aims to lead effective and efficient search, rescue and firefighting interventions conducted by the civil defense in Northwest of Syria.

TERMS OF REFERENCE

• Duty station: Turkey – Gaziantep
• Line manager: Emergency Programs Manager
• Full-time/Part-time: Full-time

Key Responsibilities:

Administrative tasks:

1. Coordinates and collaborates with the employees within the department regarding tasks and follow up the implementation of the ongoing projects.
2. Strives to enhance team spirit and institutional belonging to increase team productivity.
3. Works on providing a suitable work environment for the team in coordination with other departments and sections.
4. Participates in internal or external meetings as assigned.
5. Works on continuous development and improvement of the program through suggesting creative ideas.
6. Ensuring the resolution of work-related problems using appropriate methods in align with the institution’s policies and procedures.
7. Participates in and designing of program’s projects.

Technical tasks:

1. Participation in developing the strategic plan of the White Helmets by providing inputs related to the goals and action plans of the Search and Rescue and Firefighting program.
2. Developing work plans for the program’s teams in coordination with them and with relevant stakeholders.
3. Regularly reviewing the standard operating procedures, tools, checklists, and program-specific standards to meet the modern techniques used during search, rescue, and firefighting operations.
4. Ensuring the readiness of the field teams, including human resources, mechanisms, equipment, and supplies, to implement effective and efficient responses promptly.
5. Supervising the implementation of projects, activities, and responses as required.
6. Developing and implementing capacity-building plans continuously, including training need assessment, training plan development and implementation, and evaluating the impact of implemented training programs.
7. Developing reports related periodically or as needed and sharing them with relevant stakeholders.
8. Supervising facility assessments conducted to evaluate the readiness of the facility to respond to emergencies.
9. Performing other duties related to the nature of the job as assigned.
10. Representing the White Helmets with relevant external stakeholders such as clusters, working groups, partners, and donors.
11. Developing and maintaining strategic relationships with local partners, local authorities, and other relevant stakeholders.
12. Maintaining regular and effective communication with field staff and Turkey office.
13. Continuously coordinating internally with other departments and sections to ensure the successful implementation of projects.
14. Continuous coordination with the Emergency Programs manager and other programs coordinators to ensure integration with other programs, and to share information about the progress of the implementation program’s plans and activities.
15. In collaborating with the Monitoring and Evaluation teams, the Search and Rescue and Firefighting Program Coordinator works on developing program need assessment reports.
16. Reviewing external stakeholder requests related to providing services, such as training and equipment supply.
17. Participating in writing project proposals and concept notes (logical framework, budget, work plan, etc.) as needed and in coordination with the program development team.
18. Developing and tracking the implementation plans of the projects in full coordination with the project team and other relevant stakeholders.
19. Ensuring the implementation of the operational plan related to the program as required, contributing to achieving the organization’s goals.
20. Monitoring and evaluating the progress of project activities, identifying necessary corrective actions according to approved procedures.
21. Preparing the program’s budget, expenditures, and ensuring compliance with plans.
22. Supporting the continuous learning process of the program to achieve continuous improvement and development.
23. Participation in achieving procurement requests, payment requests, and recruitment requests related to relevant projects.
24. Ensuring that all program’s activities are conducted according to humanitarian principles and international humanitarian law.
25. Ensuring the archiving of all program’s documents and information as required.
26. Participating in staff recruitment processes and evaluating the performance of the program’s employees in coordination with the Human Resources department.
27. Ensuring that all team members have an work plan and performance management plan in place and ensuring performance evaluations are conducted regularly.

Note: the above-mentioned responsibilities are illustrative ones. Another future responsibilities/accountabilities may be assigned to the job depending on the department’s organizational chart or title.

Qualification (Education/Work Experience)

A. Essential:

• Bachelor’s degree is required, preferred in Mechanical/mechatronics engineering or other related domains.
• A minimum of 4 years’ experience in projects management development.
• A minimum of 4 years’ experience in humanitarian work, and principles, donors’ policies and procedures, and NGO clusters.
• The Arabic language is the mother tongue and advanced level in English.

B. Desirable:

• Master degree in related field.
• Preferably have a PMD PRO1 certificate.
• Basic knowledge (MEAL).
• Certified in disaster preparedness and response or other related domains.

Core & Technical Competencies

Core Competencies:

• Effective communication and communications skills
• Continuous development and learning
• Risk management in a changing and challenging environment
• Stakeholders’ management
• Effective resource management
• Accountability to affected population
• Understanding contexts, principles, and humanitarian standards

Technical Competencies:

• Computer skills (Microsoft Word, Excel, Access, Outlook, PowerPoint).
• Presentation skills.
• Excellent writing skills.
• Skills related to preparedness, readiness and response disasters.

Leadership competencies :

• Strategic thinking
• Decision-making
• Creativity and innovation
• Change leadership
• Relationship building and partnerships