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Project Coordinator
Plan International
Plan International

 Travel required: Frequently travel to the Field (50%)
 Section/Unit: Programmes
 Supervisor: Program Area Manager
 Duty Station: Elfasher – Darfur
 Duration: One Year will be renewed based on permeance
 Closing Date: 25 Oct 2021

 
 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 Break Free! a project at PA level  aimimg to  supporting adolescents to exercise their right to live free from teenage pregnancy, female genital mutilation/ cutting, and child, early, and forced marriage.  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 At Darfur PA level . 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 Darfur Program Area Manager based in Elfasher with dotted technical reporting to the Break Free Project Manager and Child Protection Lead based in Khartoum CO. The PC will work directly with the relevant project stakeholders and line ministries, as well as the project targeted community. The incumbent will have financial authority delegated to them as project holder  based on Plan International Policy.  They will work closely with the Area Finance Coordinator, Support Services Coordinator, Logistics and Security Coordinator and other program staff based in Darfur PA.



 
 Duties and responsibilities:

Accountabilities

In accordance with Plan International regulation and project management policy , the incumbent will be accountable for ensuring the performance of all the Break Free project activities, budget and calendar required in North Darfur to conduct the works associated of project management faces implemented that etc. include planning, implementation, monitoring, and project closure phase at North Darfur Sate level . Thus, accountabilities include 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
    • 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, 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
  • Coordinate and 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
  • 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
  • Regularly review how systemically the project team is measuring progress, and ensuring quality beneficiary, output and outcome indicator tracked
  • Allocate and monitor utilisation of time and funds allocated for all M&E tasks
  • Coordinate as well as  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

 

Project Closure & Transition

  • In Condition with the PM Ensure the project sustainability strategy is fully implemented and concluded with the end of the project
  • In coordination with the PM ensure project closure activities are completed excellently with clear output or outcome handovers to relevant stakeholders, including partner organisation if appropriate
  • 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
  • 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

  • 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 at PA level
  • 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, with various key stakeholders related to the project at PA level .
  • Represent the project in relevant coordination forums and events at PA North Darfur state.

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.
  • Break Free Project Manager  for support and consultation needed  on project implementation
  •  Head of Influencing and Gender – strategic and tactical direction for influencing, gender, and advocacy
  • Child protection lead
  • MERL Specialist
  • Operational support – for finance transactions and reporting, logistics, security and supply chain support services

External Communication:

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

Local community and local authorities and SCOs– Low level of communication in form of sharing program outcomes


 
 Minimum Qualification, Skills and Experience Required:

Experience & Knowledge

  • A bachelor’s degree in social studies, human rights, or reproductive health, master’s degree is added advantage
  • Minimum of 4 years’ working experience in project management at field level with at least 2 years in a similar position
  • Knowledge of gender equality, education, protection and reproductive health 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 of managing project, being a team player, and demonstrably co-operative with members of other teams
  • A proven record of effective management 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

 

Skills

  • Promotes innovation and learning
  • Ability to work in a challenging, post-conflict complex environment
  • Good  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
  • Good  networking, partnership, and coordination skills
  • Financial management and budgeting skills
  • Computer proficiency (MS Word, Excel)
  • Strong analytical and practical problem-solving skills

Physical Environment:

Typically, combination of community and office environment with significant field visit demands.

 

Level of contact with children:

High: Frequent interaction with children and young adults









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