Provincial Field Coordinator

Until and unless any special task assigned by a competent authority Field Coordinator will be mainly responsible for:

1.    Hold Initial meeting with UNICEF section staff, PMER, IP and respective government line department both at the provincial and district level with a clear objective to achieve high level of clarity of assignment and seeking their support in the monitoring process; 

2.    Collect and study project proposals, contracts and other project documents (inception report, Implementation plans, targeted areas, progress reports etc.)  to get clarity on project design, flow, overall monitoring plan and budgeted activities;

3.    Develop / update monitoring tools as per programme requirements in close collaboration with PMER and UNICEF PO and to share with head office for review, record and final approval;

4.    Effectively attend all provincial and district level meetings i.e. monthly, quarterly and daily  coordination meetings and accurately communicate relevant monitoring information/ findings to client and project team;

5.    Recruit field monitors and engineers (preferably local) with the help of committee at UNICEF provincial office including PMER staff and provide them sectorial orientation and training on M&E methodologies and tools i.e. checklists, case study, FGDs, HRBA etc.;

6.    Arrange periodic refresher training on monitoring tools / checklists for field monitors and engineers in close collaboration with UNICEF and APEX HO;

7.    Coordinate with all concerned stakeholders and implementing partners of UNICEF for the provision of work plan, SitRep / output matrix and other related data, and make detail review of all the documents;

8.    Develop weekly / bi-weekly / monthly monitoring work plans with the help of field teams, requirements and in accordance with estimated workload and plan approved by UNICEF i.e. number of spot check as per IP assurance plan, number of follow up visits depending upon the action agreed etc.at provincial level;

9.    Ensure recording of field gaps / issues in programme activities, perception of beneficiaries and key stakeholders on diary and through audio / video record for the consideration of PMER and sector;

10.  Keep the Project Manager (PM) and others concerned persons informed about constructive ideas, project status and issues that may helpful to improve project design and to take in time action;

11.  Provide feedback to PMER at UNICEF provincial office for improving the sectoral monitoring checklists, structured formats for monitoring and reporting based on learning from field;

12.  Undertake surprise and pre-informed visits in programme areas to supervise the field teams in the monitoring process and to ensure high quality and reliable information;

13.  Provide technical support and assistance to field teams for the identification of HIS, to organize FGDs, to get community feedback and for the collection of health surveillance data;

14.  Ensure effective and in time use of all technological solutions i.e. UMMS, ODK etc. at field level;

15.  Daily update field findings on web dashboard and GIS system;

16.  Develop and share agreed number of monthly reports / database, case studies/ success stories, health data, SitRep, high quality pictures and audio / video recording, situational overview and any other special report with HO for further process;

17.  Prepare presentation on agreed format to present monitoring findings in review and agenda setting meetings with UNICEF and  IPs;

18.  Prepare MOM of all provincial level meetings i.e. monthly review meetings, coordination meetings with IP / UNICEF / Govt. etc. and share with head office on approved format well in time;

19.  Collect substantial completion certificates and ensure all required project close out documents are obtained from field teams;

20.  Maintain record of all project documents (in hard and soft) in readable and easy to retrieve format;

21.  Collect field staff personal identification form, updated CV and dually signed contract copy before send his / her in field;

22.  Daily follow up with field teams on field progress, situation overview, lessons learnt and field issues and update the status in chronological report;

23.  Ensure coordination with head office on administrative and logistic matters related to field;

24.  Develop and maintain chronological project report at provincial level and share with HO on routine basis;

25.  Maintain “to do” list at provincial level and submit to head office with deliverable and status of task on routine basis;

26.  Participate in weekly / bi weekly / monthly internal meeting;

27.  Ensure to provide feedback to field teams to enhance their capacity on routine basis as and when required;

28.  Ensure to submit database and all field reports to HO on weekly basis;

29.  Update picture gallery and web based knowledge bank on regular basis