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Project Coordinator Joint Response4
Plan International
Plan International

 Vacancy No: 12
 Section/Unit: Programme
 Supervisor: Program Area Manager
 No. of Post: 1
 Duty Station: North Darfur
 Closing Date: 16 May 2022

 
 Background:

role PURPOSE

The role of the Project Coordinator is to provide leadership of the project team, provide guidance and ensure the success of the project through coordinating the project activities, which include scheduling project activities implementation - time, project resources, risks, project change justification, and engagement with local authorities and other stakeholders. The Project Coordinator will lead implementation and control  the project  as project holder ensuring the project is implemented according to the donors and Plan International guidelines. The incumbent    expected to work closely with many stakeholders, individuals - members of the project team, implementing partners, contractors and community leaders, government authorities and project supported communities.

Plan International PI is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice. Plan actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. PI, support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. PI place a specific focus on girls and women, who are most often left behind. Likewise, the organization have been building powerful partnerships for children for more than 75 years and are now active in more than 70 countries around the globe.

 

The Project Coordinator is responsible for coordinating, the implementation process and ensure completion of project delivery , while remining aligned with the organization strategy commitment, values and goals of Plan International to achieve the Joint Response project Objectives and Plan International objectives . The Project coordinator shall work under the supervision and guidance of the Darfur Program Area Manager, likewise works in coordination with the Sudan Joint Response Project Manager, JR coordinator and other relevant project stakeholders throughout the project life cycle. The incumbent will be reported to by staff project staffing including FSL coordinator, Protection Coordinator, and Case management Officer.

 

The project is funded by Netherlands Government, Ministry of Foreign Affairs (MFA), the project objectives closely aligned with the Humanitarian Response Plan 2020 (HRP) and contributes to Strategic Objective 1 (Provide timely multi-sectoral life-saving assistance to crisis affected people to reduce mortality and morbidity) and Strategic Objective 3 (Enhance the prevention and mitigation of protection risks and respond to protection needs through quality and principled humanitarian action). The project objectives are below

 

1. Save lives of vulnerable people include IDPs, host and other  affected by conflict, disaster and protect conflict-affected people from violence, neglect and exploitation in North Darfur within the project targeted communities/localities such as Dar Alsalam, Tawilla, and Miliet

 



 
 Duties and responsibilities:

Dimensions of the Role.

 

Under the direct supervision of the Program Area Manager , the Project Coordinator will perform the following functions:

 

  • The Project coordinator will work collaboratively with the respective finance and operation ,M&E and security staff within PI at Program Area and Country Office levels , including other Joint Response coordinators/team members, likewise the incumbent is mandated to supervise the project national partner and provide all the technical support required.
  • The project coordinator will coordinate substantial and operational issues, and undertake day to day management of the project, including smooth project implementation and efficient use of resources.
  • Provide direct technical guidance during the project execution and ensure efficiency in the processes and effectiveness in achieving the planned objective to reach the desired outcomes and objectives.
  • Ensure that Plan’s and the donor policies and procedures are continuously adhered to in the project’s planning, implementation, monitoring and evaluation phases.
  • Provide leadership and guidance to the Partner team to ensuring that the global program quality framework and other relevant policies (e.g child protection, security and gender equality policies) are embedded within the PA day to day operations and staffs are competent, committed to move forward with their implementation. 

 

Accountabilities

 

  1. Project Stakeholder Management
  • Develop all technical guidance according to GoS policies and strategies and ensure staff and local partners are familiar with and use it during implementation.
  • Manage the partnership agreement, Technical agreement and agreement related to the project
  • Have solid working relationship with all the key relevant project stakeholders at state, and country levels that may include, Community Based Organizations, CSOs and LNGOs, government line ministries, UN, and INGOs within the project sectors
  • Manage communications and ensure all stakeholders are aware of project objective and activities and progress and are in able position to accept project deliverables.
  • Manage information flows between country office/Program department and program lead where relevant.
  • Manage project related security matters and ensure keeping all concerned are accurately and promptly informed about the status of project security at any point in time during the project period.
  • Develop and maintain effective partnerships and alliances that facilitate proper implementation of the project at community level
  • Management of project representation matters and ensures attendance of all relevant coordination forums and event at Khartoum.
  • Maintain coordination and close relationship with Plan’s relevant departments (program management, Resource Mobilization, Accounts and the relevant function, Support services

 

  1. Project Management:
  • Develop detailed annual work plans and enforce adherence of all to the plan and subsequently approved amendments.
  • Produce timely reports as per the agreed timeline, include, weekly, monthly, quarterly and annual as well as progress reports as required by the PIS and donor reporting requirements
  • Manage project risks, funding, and ensure keeping all concerned are accurately and promptly informed about the status of project.
  • Manage all the project related key documents and agreements and ensure the proper documentations and filling for the project is in place based on Plan International   policy
  • Lead the project team including partner develop their knowledge and skills of appropriate nature to the project; guide and motivate them towards excellence performance all through the project period and ensure continuous appraisal of the performance of each.
  • Integrate child protection and gender measures into all processes, practices and activities that the project engages in.
  • Develop the project mapping and create and manage the PO in the SAP system, ensure all modifications and SAP related reports is updated in timely manner.
  • Conduct regular site visits, monitor implementation and submit monthly reports on project progress, and ensure effective communication system is developed and maintained.
  • Responsible for project level administration, procurements, project office establishment, recruitment of project staff and other related human resources issues.
  • Comply with the donor reporting requirements-which are stated in the FAD and other project and donor agreements-are met properly and timely.
  • Do proper documentation of the project’s interventions, that include all project designs, planning and implementation documents are in place and properly filed (hard & soft): MER Framework, PIP, Output/outcome tracker, workplans.
  • Have in place project closing process in terms financial of audit, final evaluation (internal and external) project completion report (PCR), financial commitment, partner advances are all cleared before close the project.
  • Facilitate and participate effectively in project audits, reviews and evaluation
  • Establish master project files with all key project documents, memo, communications, reports and stories are well documented and archived  

 

  1. Budget Management
  • Manage the project budget, including project procurement management, and ensure avoidance of over/under expenditure as per donor guidelines.
  • Manage project costs in such a way that the project budget is managed with cost effectiveness and demonstrate value for money in the outcomes and impact of the project.
  • Ensure that PIS rules and donors regulations concerning finance, procurement and human resources are adhered to;
  • Submit Budget versus Actual (BVA analysis) with explanation for variances; including PO modification when needed, and develop monthly f=cash forecast
  • Ensure financial reports, Budget versus actual, and quarterly reports monitoring, are revised and all related accounting documentation are done as required by Plan International policy and the project donor requirements
  • Submit Cost Recovery reports (admin/HR analysis from each project).

 

  1. Technical Skills
  • Develop technical and strategic papers on how the project milestones will be implemented and approved by Plan International Head of Program.
  • Proven experience and skills in implementing multi sector projects that include FSL, child protection at protracted community and emergency settings with special attention on community-based interventions and community development.   
  • Demonstrated knowledge of Community mobilization, and technical knowledge on FSL, child protection, project coordination and understanding of general protection issue will be an advantage
  • Demonstrated experience in negotiating technical priorities and developing tools to define and focus on priority outcomes
  • Demonstrate the ability and fulfil his/ her roles and responsibilities in line with Plan International code of conduct, Child Protection Policy, values and principles, and to report to the line-manager regularly on the basis of defined key performance indicators (KPIs).
  • Ability to work with different people from different backgrounds and willing to travel to deep field locations.
  • Skills to solve problems and create common ground with ability to make project related decisions.
  • Support proposal development to increase Plan’s portfolio in the sectors by submitting gender transformative concept notes and proposals.

 

  1. Monitoring, Evaluation and Reporting:
  • Develop and apply project MER tools that allow (i) proper planning of project activities, milestones and reporting dates and (ii) and tracking of girls and children reached.
  • Monitor the project as pe the M&E framework and attend project review meetings.
  • Document lessons learned cases studies properly and archived by carrying out regular project/program reviews.

 

  1. Capacity Building:
  • To identify the needs and support development of staff and partners to increase their competence in project delivery.
  • To participate in the recruitment, selection and induction of staff when asked to do so.
  1. Representations:
  • Management of project representation matters and ensures attendance of all relevant coordination forums and events at locality levels.
  • Develop and maintain processes to ensure exert of high value liaison effort with Government Authorities, the donor, humanitarian community etc. on matters related to the project.
  1. Others
  • Any other functions and responsibilities of appropriate nature to project coordination assigned by the supervisor.

 

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Key relationships

Internal Communication:

  • Program Area Manager  – High level of Communication to report, seek approvals, sharing views to strengthen the program areas and to ensure continues support for the project/ program.
  • Occasional  communication with JR Manager at CO for technical support , coordinate and seeks other support  
  • Programme Quality – High level of communication to seek support and provide hand holding support to understand the policy and to respond to queries as well as implementation of feedback mechanisms at the community level.
  • Support services – Daily communication for better coordination, integration and team work to achieve inclusive integrated organizational strategy, objectives and goals
  • M&E Coordinator, Area finance coordinators, Security Coordinators, Support services coordinators- frequent level of communication seeking support and coordinate the project implementation
  • Ability to communicate professional; internally with peer coordinators within the Program area, (PA) and other Plan PAs, Plan CO , while externally with stakeholders within the state , at community level plus local authorities. 

 

External Communication:

  • Partners – high level of communication to share and understand progress of the program.
  • Line ministries high level of communication to coordinate, share and understand progress of the project
  • Relevant INGOs sectors meetings to participate, reflect , coordinate and share project progress and lesson learned
  • Advisory\steering Committee – Low level of communication in form of sharing program outcomes on quarterly basis.

 

 


 
 Minimum Qualification, Skills and Experience Required:

Technical expertise, skills and knowledge

  1. Skills Required:
  1. A bachelor degree in field of Development Studies, Agriculture, Management, Rural development  or related field, or a three years Diploma with up to 7years of experiences in project management within emergency and development context
  2. Minimum of up to 5 years’ experience in the project management at field level with at least up to 1 year in a similar position, with a track record of success and results achieved
  3. Previous experience with an international humanitarian NGO is a critical advantage.
  4. Work experience in community-based program or project management in the humanitarian FSL &  protection and community management sectors is preferred.
  5. Strong analytical and practical problem-solving skills, and possess presentation skills
  6. Very good inter-personal and writing communication skills in both Arabic and English languages
  7. Ability to organize work efficiently and deliver assignments in a timely manner often under time constraints, and Proficiency in written and spoken English.
  8. Good skills of people management , team building and understanding of decision-making process
  9. Good report writing skills and someone committed to organisations and donors’ policies
  10. Good skills in spread sheet and word processing computer application
  11. Ability to communication via internet, emails and Microsoft team
  12. Ability to respond and solve challenges at first stage.
  13. Ability to document program knowledge.
  14. Ability to think creatively for development of new ideas and for presenting them to others.
  15. Strong interpersonal skills to cope up with stress and managing work effectively.
  16. Demonstrated Leadership skills to maintain team work and to build capacity of team members.
  17. Demonstrate high integrity, budget management skills, project motoring and tracking of project expenses  
  18. Someone oriented and familiar with program system such as SAP, & YODA would be an advantage and ready to engage and adapt to new system
  19. Possess strong knowledge and skills in humanitarian standards, sphere standards, representing Plan in relevant sector coordination mechanisms etc
  20. Have good knowledge and understanding of Gender issues, girls equality and aware with gender marker would be a huge advantage  

 

  1. Knowledge and expertise:
  • Demonstrated ability to work independently and coordinate effectively with a wide variety of stakeholders, including national and local government, donors, community-based organizations, and the private sector.
  • Established relationship with and/or substantive knowledge of FLS, Child protection,  and community mobilization   

 

  1. Essential
  • Please add the minimum requirements that an applicant must possess before being considered.
  • Spoken and written proficiency in English. Strong Microsoft Word and Excel skills.
  • Excellent verbal and written communication skills in English.

 

  1. Desirable:
  • Understanding and commitment to Plan International values, mission and mandate.

Proven ability to influence change at an operational and strategic level based on Plan

 


Plan International’s Values in Practice

We are open and accountable

  1. Promotes a culture of openness and transparency, including with sponsors and donors.
  2. Holds self and others accountable to achieve the highest standards of integrity.
  3. Consistent and fair in the treatment of people.
  4. Open about mistakes and keen to learn from them.
  5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

  1. Articulates a clear purpose for staff and sets high expectations.
  2. Creates a climate of continuous improvement, open to challenge and new ideas.
  3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
  4. Evidence-based and evaluates effectiveness.

We work well together

  1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  2. Builds constructive relationships across Plan International to support our shared goals.
  3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
  4. Engages and works well with others outside the organization to build a better world for girls and all children.

 

We are inclusive and empowering

 

  1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  2. Builds constructive relationships across Plan International to support our shared goals.
  3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
  4. Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment

  • Must work in busiest environment outside the office with multi stakeholders.
  • Must work outside in an extremely hot and humid climate to perform tasks related to program.
  • Able to cope with work volume sometime under stress.
  • Must work off hours after daily working hours when ever requirement arises

Level of contact with children

 

Min contact: medium direct interaction with children

 

 









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