Babra Kulume

The Field Coordinator - Karamoja sub region leads IRC’s response across the nine (09) districts of Karamoja and is responsible for supporting and coordinating timely and high-quality program implementation, with a specific focus in ensuring effective functionality of all the support functions of the program. The Field Manager supports the operations and program teams in the field site, ensuring that the Deputy Director of Operations is kept abreast of issues regarding adherence both operations and program work plans, Project delivery reports as well as offering administrative support to ensure for compliance to IRC’s policies by the respective departments of Finance, HR, Supply Chain, Safety and Security, & ICT. The Field Coordinator will ensure that IRC in Karamoja is effectively represented in all Stake holder coordination events, as well as oversee day to day management of Staff Safety and Security during all phases of field operations. The Field Coordinator works in close coordination with the Program Managers and Technical Coordinators to ensure that operational and program strategies are implemented across all sectors of IRC programs in Karamoja (Women Protection and Empowerment, GBV Response and Conducting Support supervision of Case management by Local Partner /Sub-grantee and Sexual Reproductive Health guided by the Health Technical Coordinator). The Field Coordinator reports directly to the Deputy Director of Operations and is responsible for the following.

• Tasks Accomplished/ Achievements
• Operations Management
• Developed Karamoja-focused operational plan to support the program activities and scale up programming for effective and timely delivery.
• In close collaboration with the Program Managers, Supply Chain and Finance Officers for Moroto, reviewed the operations master budget, to include key operational activities and assets within donor requirements.
• Consolidated annual and quarterly program budgets in line with project proposals and work plans in conjunction with the grants and finance departments.
• Supervised all operations staff at the field sites in performing their duties efficiently and in a timely manner, namely procurement, finance, human resource, I.T and security officers.
• Reviewed appropriate M&E activities are carried out regularly by program staff in all sectors (data collection & analysis, monitoring of progress against established work plans and Bills of Quantities, project reports), that enabled for quality program delivery.
• Monitored all staff in the field site to know and understand IRCs Global and in-country HR Policies and the IRC Way Standards for Professional Conduct as per Duty of care.
• Initiated, documented, and addressed breaches of policy and disciplinary issues in coordination with the HR Coordinator in a professional manner and in line with the letter and spirit of the relevant policy.
• Worked with IT officer to have issues of internet shortages addressed in-order to have a smooth program continuity and upgrading of internet band width. Ensured new staff were supported with working tools like laptops and properly allocated to them by IT officer.
• Supervised and worked with the supply chain to ensure the fleet/vehicle management, procurement of program items and timely release of program items from the store. The program item forecasts were developed and submitted to supply chain for uploading into integra system.
• Together with team, I ensured that the procurement committee is in place and names shared to head of supply chain and deputy director of operations.
• Approved and authorized all items that were released from the stores including the gate pass and waybills clearly capturing all items.
• As a team we ensured that the procurement policies are followed and adhered to by supply chain officer and the procurement committee, following set thresholds and flagged off red flags that indicated breech of the policies.
• Reviewed and approved online quotations submitted by supply chain before proceeding to sign off the purchase orders in the system-integra.
• Ensured monthly inventory/ stock count is conducted and reports shared by supply chain to the supply chain coordinator.
• Reviewed and approved office supplies raised by Human resource officer to ensure a constant level of supplies and avoided stock-outs/shortages for smooth running of the office premise.
• Ensured that all operations staff at the field sites delivered on their duties efficiently and in a timely manner to ensure for effective program support and this was achieved through one on one, follow up to track progress in weekly plans.
• Program Administration and Support
• Provided leadership and management support to the program managers and ensured effective and efficient implementation of the program by overseeing day-to-day implementation of all programs in the field site, providing constructive supervision to the program managers to implement, monitor, and evaluate work plans as agreed with the Deputy Director of Programs and Technical Coordinators.
• Oversaw and ensured the development of project budgets, spending Plans and targets set in project tools, including work plans, spending plans, and procurement plans, ensuring collaboration and coordination with Supply Chain, Human Resources, and IT departments to include even Operations budget.
• Led project quarterly review meetings to share, track and review performance of the Programme planned activities.
• Reviewed and authorized requisitions for both programs and operations as a field coordinator before being submitted to finance to effect payments.
• Supported integration across programs, facilitating regular coordination meetings and promoting active collaboration across sectors.
• Worked closely with program managers to implement IRC’s client responsiveness initiative and acted as the focal person at field site for managing IRC’s client feedback register.
• In close collaboration with the Country M&E Manager, initiated the process of
• identifying gaps in M&E systems and made recommendations for improvements.
• Monitored that all project activities and conducted regular field visits to ensure activities are implemented as planned ensuring the use of all project documents as provided by the monitoring and evaluation officer.
• Quarterly, engaged the district stake holders/leadership in joint monitoring of the activities and receiving feedback from them for areas of improvement.
• Together with M&E Officer and program lead hosted the donor visits to the field sites to monitor progress and implementation of activities.
• Actively participated in grant and Exemplar meetings for Moroto, sharing support needs with the operations and program teams in Kampala.
• In close collaboration with Technical Coordinators, I supported the field-based team in proposal development efforts, including assessments, program design, and budgeting. Providing review for both Program and Operations inputs. Ensured key support needs for the field site were budgeted in new proposals and contributed to and reviewed budgets to ensure that they were reasonable and sufficient.
• Maintained regular contact with field staff about security situation in their respective areas.
• Built good and maintained relations with direct communication channels with the local communities (opinion leaders) and authorities (DPC’s, DISO’s, Intelligence officers etc.) in Karamoja sub-region with attention to areas of IRC implementation for effective and coordinated response in line with Karamoja Context.
• With guidance from the Senior management, I consolidated the Field security Management team and offered guidance on matters related to incident management and Crisis response at the field site.
• Monitored all staff in the field sites to know and understand IRC‘s security regulations and ensured that all safety and security policies, procedures, guidelines, and plans are adhered to by all staff for program access and continuity in Karamoja.
• Documented and addressed breaches of policy and disciplinary issues in coordination with Deputy Director of Operations.
• Monitored the security situation, attended security meetings, and informed the Humanitarian Access & Security Coordinator, Deputy Director of Operations and Senior Management Team where appropriate, of developments through submission of accurate weekly and –where needed- ad-hoc security and incident reports.
• Developed, consolidated, and implemented operating procedures and contingency plans (CPs.
• Participated in the review and updated the Country Security Management Plan, ensuring that the Security Risk Assessments were updated, identified potential security risks in the program areas and satellite offices by conducting quarterly security risk assessments
• Assisted the Humanitarian Access & Security Coordinator in developing field specific Contingency Plans, Medevac, Evacuation Plans and SOPs.
• Developed and implemented security policies addressing local conditions and maintained an evacuation plan which was familiar to local staff and headquarters.
• Coordinated security planning and systems with the UN, local authorities.
• Conducted regular discussions to identify and resolve approaches to address staff’s stress levels and sense of security.
• Developed strict local vehicle safety policies and assured that they were consistently implemented.
• Monitored security situations and produced security status reports.
• Reported in a timely and detailed way on all health problems, security developments, or criminal incidents to IRC staff or property.
• Assured that accurate channels of communication were maintained and respected. Ensured the event and consistent implementation of IRC South Uganda policies, manuals, and procedures.
• Ensured IRC WAY, values, code of conduct and the organization policies were implemented accurately, and employees were aware of the how-to raise concerns.
• Maintained local policies, especially regarding security and national staff personnel administration.
• Ensured the maintenance of a system for supervising and identifying all IRC assets.
• Ensured that all contracts with suppliers and vendors are fully legal and protected IRC possible.
• Oversaw the field office Supply Chain department and the functioning of supply chain including procurement planning, purchasing of goods and services, their transport and storage.
• Ensured organization, planning, and maintenance of the fleet and equipment, and the functioning of the means of communication appropriate at the field office.
• Human Resource Management
• Supervised and motivated direct reports, followed up their performance, provided mentoring, to ensure staff development, and this enabled high performance.
• Provided counseling and support in the resolution of employee relations problems. Took disciplinary action within IRC’s personnel policies when vital.
• Participated in the selection of new staff. Including: interviewing, skill assessment, general information on working and living conditions, and security briefings.
• Provided timely, constructive feedback regarding performance evaluation and areas of growth for all staff by their direct supervisors and those directly under my supervision.
• Monitored the achievement of staff Performance Management agreements by respective department heads to ensure proper and effective performance evaluation. All the documents were submitted and filed to H/R following accomplished evaluations and setting of new goals.
• Delegated program duties in a responsible manner. Provided leadership; promoted professional working relationships, and inspired staff members to lead their staff and programs within budget and goals.
• Placed an active strategy for delegating management responsibility among IRC staff. Maintained a system for regular staff evaluation, and standard procedures for new position posting, interviewing, and applicant selection.
• Ensured that all staff have a copy of the Human Resource manual and monthly review for each section during the monthly meetings.
• Worked with human resources officer to have staff submit signed time sheets on a monthly basis as well as filling them online for approval using the HR PROMISE system. Tracking leave days and submission of leave trackers by the Human resource officers in collaboration with the direct line supervisors.
• Financial Management
• Provided Financial and administrative oversight of the field office, including approving cash expenditures, maintained operations with the operating budget, approving payroll, travel expenses, office matters.
• Ensured Field office compliance with contracts and donor guidelines and requirements.
• Chaired the monthly Budget versus Actuals (BvA) meetings at field level with the field Finance Lead, and in collaboration with sector Technical Coordinators to address any over/under expenditure issues through jointly developed corrective plans.
• Ensured that monthly cash projections are submitted to finance from the program leads, to have monthly request and release of funds.
• Conducted cash count on Fridays and end of month cash count for the petty cash.
• Authorized payments to vendors and for program payments on both online bank and YO payments
• Timeliness and completeness of Filed Office financial reports and submission for review.
• Advocacy and partnerships
• Represented the IRC with local government authorities (administrative, sector and security officials), non-state actors, beneficiaries, communities, UN agencies, NGOs, and donors at the field site level. Engaged and or delegated to program staff for sector representation as appropriate.
• Upon request by the Senior Management Team, organized and facilitated field visits for stakeholders interested in IRC’s response.
• Developed regular reports to keep partners and stake holders abreast of IRC’s activities and for accountability.
• Built and maintained a positive working relationship with local government, and staff.
• Actively pursued coordination and working relationships with other NGOs and partner to build synergies with other NGOs to mitigate duplication of activities and ensure client satisfaction.
• Met regularly with local authorities, RRC, UNHCR, and other INGOs, NGOs, and UN agencies to foster goodwill and support for all program activities and this was through regularly attending technical coordination meetings..

Directing and overseeing all aspects of WPE program in Karamoja region (09 districts) which include comprehensive GBV response services through the sub granted CBO partner and GBV prevention interventions in response using behavior change models like Male engagement, SASA, Girl shine under the UNFPA funded project, ensuring the goals and objectives of the projects are met in a timely and effective manner.

• Specific responsibilities include Providing oversight of service delivery, monitoring and evaluation, professional development and training of national staff, project cycle management of grants and budgets, providing appropriate mentorship to the WPE Officers across the field sites and promoting coordination among the local stakeholders in Karamoja region
• Effectively managed the project and its implementation and ensured compliance with the donor agreement (UNFPA) and project proposal.
• Led in developing of annual and quarterly budget projections to be submitted to the donor timely, since funds were disbursed quarterly.
• Led in development of detailed project work plans with project officers, ensuring timely and effective implementation of activities aligned with objectives.
• Led the team in developing procurement plans and spending plans according to approved funds quarterly.
• Led project planning, program implementation and budget expenditures to ensure effective use of resources against planned activities and expected outputs.
• Took lead in periodically updating the project dashboard with the project team and M&E to ensure the team is on track with implementation and indicators.
• Ensured adequate project monitoring and evaluation systems are in place to collect information and consolidate data on a regular basis to demonstrate impact and inform ongoing program design.
• Actively participated in the program development and design process through assessments, proposal writing and budget development.
• Led the development of the Gender Youth and Social Inclusion strategy which guided the integration of GYSI concepts and approaches into all program activities, including technical implementation, monitoring, operations, policies, and procedures.
• Collaborated with the technical teams, MEL, and other personnel on GYSI strategy implementation and monitoring.
• Developed and delivered the provision and quality of trainings on GBV basics, basic psychotherapy, case management, life skills and other key GBV resources for WPE staff, GBV actors, community members, and service providers.
• Ensured the project team conceptualized, understood and were up to date with the project documents, indicators, objectives, and goals of the project across the 09 districts.
• Conducted 09 district Local Government inception meetings for each funder in all the 09 districts of operation in Karamoja sub region to make them understand the program and garner their support for smooth program implementation.
• Prepared, consolidated, and submitted quarterly and annual project progress reports, to the donors, the Regional Office, and the Technical Unit.
• Maintained accurate project documents, including plans, status reports and records and have them fully submitted to head office.
• Consolidated, quality weekly and monthly reports that met standards and aptness. Compiled lessons learnt and best practices for future work/assignments
• Took lead in the partner grants, opening meeting, quarterly performance review meetings, closure meetings and ensured issues that emerged were addressed with immediate effect as well as strengthening the work relationships to have smooth implementation.
• Supported partner to develop work plans and reviewed their scope of work to ensure they aligned to the stated objective.
• Supported implementing partner, organizing sensitization and IEC Training materials. Reviewed the budgets for the partner to ensure that they were realistic.
• Consolidated the budgets of the partner into the master budget and submitted, annually and quarterly.
• Supported partner in documenting their success stories and lessons learnt.
• Reviewed quarterly reports of the partner and consolidated them with the organization quarterly reports, then submitted to grants managers for final review and approval.
• Conducted refresher training for the partner and identified areas of technical support as well as M&E gaps towards realizing the objectives.
• Worked with partnership manager to ensure the renewal of partner contract in line with the project timeline- annually
• Worked with the sub granted partner to ensure they received funds timely to offer quality services comprehensively and ensured donor compliance in line with reporting timelines.
• Ensure that the partner was compliant with issues of child safeguarding, zero tolerance to sexual exploitation and abuse and zero tolerance to fraud. So compliance was in line with the donor requirements. Reading materials were shared and basic online training encouraged for both organization staff and partner staff.
• Encouraged all staff to make the best use of the reporting mechanisms available in case of issues relating to breaching the safeguarding policy.
• Human Resource Management
• Led the recruitment of sector staff in collaboration with WPE coordinator and Human Resources Department.
• Forecast and Identified HR gaps in each district and ensured this was filled up immediately through recruitment process without affecting project implementation.
• Maintained an updated job description, conducted interviews, orientation, and induction of new staff to the IRC and the WPE program.
• Provided ongoing supervision, mentoring, training and technical support, guidance to WPE staff, and ensured all adhered to best-practice principles in all aspects of program implementation.
• Ensured Performance Management System documentation for all staff I supervised was in place and followed up regularly.
• Conducted staff performance appraisal, midyear check-in, and setting 90 days probation goals for 09 GBV prevention officers and 01 Response officer as well as 03 Sexual Reproductive Health officers and 01 project M&E officer.
• Built staff capacity in work plan development and reporting to ensure accurate monitoring and documentation of activities.
• Regularly communicated with the WPE and Field Coordinator and other internal departments regarding the project’s progress and processes.
• Identified training needs of WPE staff according to the performance management evaluations and approved appropriate external training that would enhance their skills.
• Ensured effective working relationships with the district local government agencies, donor, and partners to ensure adequate representation and collaboration.
• Provided overall direction to partnership with key district stakeholders and other implementing partners and held quarterly meetings to identify protection issues and responses to affected populations majorly women and girls.
• Regularly submitted reports to all districts and sub county offices in the areas of operation, and this enhanced proper accountability to the district local Governments.
• Represented the IRC at regular working gender, protection group meetings, reviews, strategic planning; and supporting in the preparation of new initiatives for the program.
• Worked with the DCDOs to update the GBV directory, GBV referral pathway, which was printed, delivered to the various District Local Governments, and partners. The community equally benefited at the sub county level and parish.

• Kept projects on schedule by managing deadlines and adjusting workflows.
• Supervised multiple projects from project start through delivery by prioritizing needs and delegating assignments.
• Liaised between departments to facilitate communication and keep appropriate parties updated on project developments.
• Managed competing demands and professionally adapted to frequent change, delays and unexpected events.
• Established rapport and engaged with stakeholders to build lasting professional relationships.
• Developed Program annual work plans and strategies in line with the organizational work plan and strategic plan.
• Organized and engaged in advocacy campaigns to advance the goals and objectives of the project.
• Prepared and managed the procurement process, standard bid document preparation and evaluation of submitted standard bid documents.
• Oversaw the procurement, prequalification process of eligible suppliers, contractors, and consultants.
• Managed the program budget and ensured regular communication with the accountant, project manager and country director on all budget matters.
• Effectively ensured that all project activities are undertaken on schedule and where flexibilities are technically required are adequately communicated and approvals thought from relevant parties.
• Participated in organizational project related meetings and organization development activities with both local and international agencies.
• Represented the organization in partners meetings as assigned by the country director.
• Undertook policy analysis and research to facilitate results- based advocacy and campaigns.
• Undertook periodic reviews; conducted monitoring, evaluation and learning of the program area to enhance its implementation.
• Identified, established, strengthened, and joined national, regional, and global networks and alliances to maximize impact at all operational levels.

• Planned and implemented case management and individual protection assistance activities through assessment, case planning, case implementation, follow-up, and case closure through regular case committee meetings
• Filled and completed documentation of all the forms used basing on the case and stage of intervention using case incident form, action plan form, follow-up, and case closure forms. rapid and detailed assessments of beneficiaries/ survivor needs assessment.
• Worked with procurement department for procurement of needed goods/services in accordance to CARE Case management interventions
• Identified protection cases and case follow up until case closure. Accompanied beneficiaries for referrals when necessary.
• Supported the service mapping and keeping service map updated.
• Reported and assisted project manager and protection manager for project reports. Supported to record, registered cases in the data base in a timely manner and updated information as necessary and ensured that progress is updated in the database.
• Ensured accurate, timely, and secure data entry of all cases.
• Planned and implemented out reaches for information dissemination regularly.
• Maintained highly organized case management hard copy files and updated the data base on.
• Completed regular visitations to check on children, families and home environments.

• Worked in close consultation with the project manager to review and prepare the project work plan and budget as part of the quarterly and annual planning process.
• Developed annual work plans and budgets for the project.
• Managed monthly, quarterly, and annual work plans for project activities.
• Took lead in timely implementation of project activities in line with quarterly and annual work plans.
• Took lead & responsibility for effective preparation, implementation, management and project monitoring, regular review delivery process against plans, highlighting and addressing areas of concern in a timely manner.
• Conducted GBV Mainstreaming and sensitization meetings and platforms with community and partners.
• Data entry into the GBVIMS and submitted monthly reports on it.
• Tracked and analyzed Gender Based Violence across the social spectrum in Moroto using the Ministry of Gender National Data Base-GBVIMS.
• Provision of psycho-social and counselling services to survivors of violence and to some employees more so during exit preparation.
• Conducted best interest determination/ assessment of the survivors.
• Mobilized and created awareness in the communities and schools on GBV prevention and the related laws, Female Genital Mutilation (FGM) and child marriage.
• Maintained and managed the GBV shelter according to the agreed standards to ensure survivor safety, recovery, and self-empowerment.
• Maintained and managed GBV shelter data base in line with the Standard Operating Procedures of the ministry of Gender Labor and Social Development.
• Followed up the survivors after reintegration/ resettlement to ascertain healing/copying.
• Community mobilization and engagement of local leaders, clan elders and religious leaders in diverse groups in the community for dialogues.
• Took lead in the procurement processes, contract management, for the provision of services and purchase of goods needed by the project following project procurement procedures and guidelines.
• Ensured that project activities were undertaken and regularly monitored activity implementation for timely achievement of project objectives.
• Provided oversight and leadership to the management of the GBV prevention and response activities in the district.
• Identified implementation challenges, risks, developed a project risk log and proposed suggestions.
• Documented success stories, best practices and lessons learnt together with the M&E Teams.
• Prepared and submitted, monthly, quarterly, and annual project reports.
• Tracked the project budget and, ensured fund allocations were adhered to and no expenditures allowed outside the budget lines unless with prior approval.
• Produced and submitted financial reports, on expenditure against the allocated funds and all balances deposited back to the organization account.
• Developed donor expenditure reports.
• Ensured zero tolerance to fraud and bribery within the project.
• Led effective implementation of personnel policies and procedures for the project staff.
• Continually supported and supervised the outputs of the project team through line management and performance reviews as well as performance appraisals.
• Supported team in solving genuine challenges and communicated to the project manager as necessary and required.
• Participated in the recruitment, orientation, and capacity development of other employees within the organization.
• Participated and developed Funding proposals with other heads of departments.
• Prepared and submitted, quarterly reports to the local governments and other program partners.
• Identified and managed partnerships with GBV organizations, private sector actors and other key stake holders such as District Local Government.
• Coordinated, held, and strengthened monthly GBV meetings at the district and sub county levels through the district steering committee.
• Identified, mapped, and developed a contact list and referral data base and directory of all implementing partners involved in similar works as the project and liaised with them.
• Linked the organization and survivors to Moroto District Local Government, the Referral hospital JLOS and other duty bearers to enable survivors seek legal justice and redress as well as medical services.
• Facilitated/empowered traditional cultural institutions to develop local ordinances/pronouncements on child marriage, teenage pregnancy and FGM.
• Took lead in Training and building the capacity of duty bearers and influential community leaders like religious and cultural leaders.

• Provided psycho-social support and HIV/AIDS counseling and testing (HCT) services to people living with HIV/AIDS (PLWHAs).
• Conducted a needs assessment for the clients and linked them to the projects department to get assistance.
• Identified orphans and vulnerable children (OVCs) for social support e.g. education support, health and livelihood projects.
• Offered clients with Services and information on safe male medical circumcision (SMMC).
• Mobilized and sensitized the community on HIV/AIDS, TB, Malaria, general hygiene and sanitation and gender-based violence, through various channels including media.
• Trained adolescents and youths on sexual reproductive health and rights, sexual reproductive health issues and STIs/STDs.
• Followed up HIV/AIDS clients through home visits and engaged in family support systems