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Project Manager
Plan International
Plan International

 Vacancy No: 15
 Section/Unit: Program
 Supervisor: Program Area Manager
 No. of Post: 1
 Duty Station: Kassala
 Closing Date: 16 July 2022

 
 Background:

ROLE Purpose

 

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

 

This role exists to lead all aspects of project management for “Provision of SBC services for communities and education opportunities including ALP and ECE for Out-of-School Children” a project aiming to deliver social assistance to vulnerable women and children and contribute to the development of a child-sensitive and gender-responsive social protection system through Social and Behaviour Change approach, also to improve access to quality formal and non-formal education opportunities for Out Of School Children in Kassala State, through ensuring 2,000 out-of-school children are enrolled and retained in ALP and / or primary schools and to improve access to early childhood education in Kassala State, through ensuring 550 children 0-5 years old are enrolled ECE centres in Kassala State

The incumbent will ensure overall success by managing the scope, schedule, project resources, risks, project change justification, and engagement with local authorities and other stakeholders. They will work closely with many individuals - members of the project team, implementing partners including the government, contractors, networks and community groups.

 

DIMENSIONS OF THE ROLE

The position reports to the Program Area Manager, and will supervise 3 technical staff under the project, with performance review to be done in conjunction with area or department heads. The incumbent will have no financial authority delegated to them, although they will have project budgetary responsibility of approximately $1 m, depending on donor approvals.  They will work closely with the Kassala Programme Area Manager (PAM), Programme Leads for Education and Health, MERL team, and Director of Influencing.  Interaction occurs regularly and monthly.



 
 Duties and responsibilities:

Accountabilities

 

In accordance with the project management responsibilities, the incumbent will be accountable for ensuring the performance of all the activities, budget and calendar required to conduct the work associated to the planning, implementation, monitoring, and closure phases of the project. Thus, accountabilities are as follows:

 

Scope and Schedule Management

 

Project Planning

  • Ensure a comprehensive project plan is developed that covers the detailed direct project outputs and the indirect work
    • Launch activities plan – interim staffing, systems, security, transportation
    • HR & training plan - recruiting, hiring, onboarding, coaching, skill-building
    • Communications plan - reporting, stakeholder meetings, project publicity
    • Monitoring, Evaluation & Research plan - Base-line surveys, issue surveys/research, site visits, etc.
    • Risk management plan
    • Procurement plan
    • Detailed project scope plan, schedule, and expenditure forecast
    • Close-out activities
  • Complete all the project set-up processes to recruit and hire staff, for initial activities, and spend on procurements regarding key purchases
  • Update the project and MERL global system with project detailed plans, and ensure all modifications are done timely
  • Complete all authorisation including by Government, partner NGO related agreements or memoranda of understanding
  • Ensure a reiterative regular process of planning is maintained throughout the life of the project
  • Develop project schedule recovery measures in case of delays to ensure outputs are delivered to donor expectations

 

Project Governance & Accountability

  • Ensure voices and perspectives of girls, boys, youths, marginalised groups are heard throughout implementation of the project
  • Ensure project participants and beneficiaries have access and utilise the child-friendly feedback and reporting mechanism

 

Project Implementation

  • Formally launch the project to introduce it to stakeholders, and ensure consistent understanding
  • Support the project team in activity execution in a timely fashion and in consideration of emergency contexts including prevention of COVID-19 for project participants
  • Follow-up on timely & effective budget utilisation, including full cost recovery in accordance with Plan policies and guidance, and donor regulations
  • Conduct & document monthly detailed transaction reviews and budget versus actual analysis, and modify forecast expenditure according to organisational deadlines
  • Ensure project issues/ problems are recorded and resolved timely
  • Implement risk mitigation measures and ensure the project risk register is maintained throughout implementation
  • Maintain timely and accurate communication to meet donor compliance needs, and keep the project team informed
  • Lead the timely production and submission of project reports per contractual grant and Plan International management reporting schedules, including for aggregated reporting to the thematic programmes
  • Facilitate adequate preparation for and participate in project audits
  • Introduce team collaboration spaces and keep updated the project information
  • Ensure close follow-up on procurement, logistics, and asset management required to support project progress

 

Monitoring, Evaluation, Research & Learning

  • Ensure there is continuous review and regular site visits to monitor project progress and determine if planned activities are actually delivered as expected, including taking corrective action when needed, and keeping a close eye on project assumptions
  • Ensure schedule and contract monitoring to keep outputs on track
  • Ensure evaluations are done as scheduled to measure project effectiveness, achievement of outcomes and elicit lessons for future improvements
  • Regularly review how systemically the project team is measuring progress, and ensuring quality beneficiary, output and outcome indicator tracking
  • Allocate and monitor utilisation of time and funds allocated for all M&E tasks
  • Identify responsibilities, involve stakeholders and project beneficiaries in participatory processes to gather verify & process data
  • Ensure a full data cycle where data is consistently and regularly collected, reviewed, summarised, analysed and feedback to relevant stakeholders
  • Manage project data in accordance with organisational procedures, ensuring data integrity and proper storage

 

Project Closure & Transition

  • Ensure the project sustainability strategy is fully implemented and concluded with the end of the project
  • Ensure project closure activities are completed excellently with clear output or outcome handovers to relevant stakeholders, including partner organisation if appropriate
  • Verify the project scope completion and confirm with beneficiaries the acceptance of deliverables
  • As the need may be, ensure timely no-cost or additional cost continuation of the project to finish activities
  • Identify and recommend what elements of the project to replicate, including new target areas or populations
  • Ensure administrative closure processes are complete, including releasing or reassigning staff, project files archived, and project equipment, facilities, vehicles and other assets are disposed of or reallocated
  • Monitor that with the project accountant that all donor funding is received, all receivables liquidated, and all payables paid
  • Follow-up with relevant department heads that all contracts are closed out, and that the donor receives, reviews & accepts the deliverables

 

People Management

  • Participate in the recruitment, selection and induction of project staff
  • Develop the capacity of the team including partner staff, by reviewing competence levels, and determining capacity development options to support project delivery and outcomes
  • Manage the project team by identifying staff assignments, and promoting and assessing performance
  • Ensure timesheet records are maintained for all staff working on the project
  • Ensure timely staff performance reporting in accordance with organisational requirements

 

Stakeholder Management

  • Maintain and manage stakeholder relationships, communication, and roles and responsibilities, and monitor overall participation in project implementation
  • Involve key project stakeholders often and at key decision points to ensure control, ownership, and project success
  • Manage partnership, technical and any other agreements with various key stakeholders related to the project in the field and at the country office level.
  • Ensure the project is coordinated with other state and national programmes or alliances

 

Risk and Issue Management

  • Continuously manage project risks by reviewing, identifying new risks, prioritising, assigning ownership, taking mitigation actions, tracking, and reporting risks
  • Ensure all concerned are accurately and promptly informed about the status of project risks
  • Maintain an issue log and ensure timely resolution
  • As part of risk and issue management, ensure change requests are recorded and made timely, and with the participation of key stakeholders

 

Safeguarding Children & Young People and Gender Equality and Inclusion

  • Ensure that Plan International’s global policies for safeguarding children and young people, and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policies 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
  • Apply do-no harm principles for beneficiaries, and conflict sensitive measures to protect staff

 

Key relationships

Internal Communication:

  • PAM – High level reporting, seeking approvals, sharing views to strengthen the project & ensure continues support.
  • Education Program’ Leads: Technical support to design & implement project activities
  • Deputy CD and Head of Programmes – High level strategic support and decision-making
  • Head of Influencing and Gender – strategic and tactical direction for influencing, gender, and advocacy
  • Communication and Campaigns coordinator – Technical support to design & implement communication and campaign activities
  • MERL Specialist
  • Operational support – for finance transactions and reporting, logistics, security and supply chain support services

External Communication:

  • Partners (Community and Government) – high level of communication to share and understand progress of the program.

Plan International NO – high level interaction for project management and donor compliance on various deliverables.


 
 Minimum Qualification, Skills and Experience Required:

Technical expertise, skills and knowledge

 

Experience & Knowledge

  • A bachelor’s degree in social studies, human rights, or reproductive health, master’s degree is added advantage
  • Minimum of 5 years’ working experience in project management at field level with at least 2 years in a similar position
  • Knowledge of gender equality, education, reproductive health, lobbying, and advocacy programming
  • Previous experience working with international development and or humanitarian NGOs
  • Work experience in participatory community-based programming, protection, and civil society strengthening is preferred
  • Proven experience leading project teams, being a team player, and demonstrably co-operative with members of other teams
  • A proven record of effective management of and commitment to agreed M&E indicators
  • Proven experience in managing complex and sensitive relationships and partnerships
  • Good understanding of community emergency issues, with experience of working directly with local NGOs or communities
  • Good understanding of development project management and governance and related methodologies and tools

 

Skills

  • Promotes innovation and learning
  • Ability to work in a challenging, post-conflict complex environment
  • Excellent inter-personal, written and verbal communication skills in both Arabic and English languages
  • Strong planning, organisational skills, time management and attention to details
  • Comfortable managing multiple tasks, works well under pressure
  • Significant capacity building skills and demonstrated leadership skills
  • Demonstrates openness to change and ability to manage complexities
  • Ability to work in a multi-disciplinary and multicultural environment
  • Strong negotiation, facilitating and influencing skills
  • Excellent networking, partnership, and coordination skills
  • Strong strategic independent thinker
  • Financial management and budgeting skills
  • Computer proficiency (MS Word, Excel)

Strong analytical and practical problem-solving skills.


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.

 









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