Project Coordinator
TITLE: Project Coordinator
TEAM/PROGRAMME: Child Poverty / Kayah Southern Shan Area LOCATION: Taunggyi, Kayah Southern Shan Area
Number of Position: 1
GRADE: NAT 3 CONTRACT LENGTH: Fixed Term
CHILD SAFEGUARDING
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the vetting process staff.
ROLE PURPOSE
Under the direct supervision and coordination of Area Program Manager, the Project Coordinator will be responsible for the successful management and implementation of the short term humanitarian (cash transfer) project for conflict affected households in Southern Shan State. The project aims to increase food consumption of individuals in the targeted areas.
The Project Coordinator will plan and implement the activities related to advocacy, beneficiary selection, verification and providing cash assistance to vulnerable community in target townships. This post holders will support overall management and coordination to be successful implemenatation of project activities and will also have the responsibility to manage performance and develop capacity of project staffs. This position will closely work with APM, PM, HOP and relative operation teams in Southern Shan State.
SCOPE OF ROLE:
Reports to: Area Program Manager based in Taunggyi, dotted line to Programme Manager (Food Security and Nutrition) in Yangon.
Staff reporting to this post: 4 Project Assistants
Budget Responsibilities: Authorise expenditure up to 5,000 USD
Travel: (Frequent over 12-15 days per month)
Role Dimensions: Regular contact of detailed explanations of policy, regulations, programs, services and representation of SCI at the local level or with mid-level counterparts
KEY AREAS OF ACCOUNTABILITY
Assessment / survey
• Support to Area Program Manager with the coordination with Program Manager for, program related assessments , data entry and assist in design of project activities to be in line with agreed work plan
• Supervise PO and PAs in collecting program data for operations research as needed.
Planning and implementation
• Together with the APM ,PM , HoP and Sector Lead, design and implement cash assistance for the targeted community /beneficiaries
• Supervise the Project Assistants in developing monthly work plan and ensure to complete targeted work plan (DIP/APU) on time and quality fully and report to Area Program Manager and Program Manager -Yangon.
• Prepare work plan, distribution plan and budget estimation, in coordination with focals of MEAL, supply chain and Finance.
• Develop the project implementation strategies and operational work plan coordination with line manager and filed project team
• Assist all aspects of expansion for target villages and camps , facilitating in village/camp selection, beneficiaries selection, verification and prioritization with partner and field focal staffs.
• Ensure the good practice for difference type of communities.
• Ensure community members involve at all steps of the project, through consultations, decision making and monitoring of the program
• Responsible for addressing any project-related issue quickly and raise any potential risks or issues to the Area Program Manager and Programme Manager in a timely manner.
• Ensure the active participation of most vulnerable groups and to reach project quality assistance in the targeted areas.
• Ensure the Do No Harm approach for the whole project implemeantion base on community situation.
• Inform Area Program Manager regularly the update of local information and actively participate in the effective adaptation of implementation approach ,with creative idea in the context of updated situation
• Any other duties and tasks assigned by the supervisor.
IEC and Procurement process
• Develop the Procurement Plan and ensure the guideline of Donor and SCI principle.
• Support the Area Program Manager and Programme Manager in ensuring that project inputs are provided in a timely manner; procure/arrange for project supplies and materials as needed.
• Coordination with communication focal and Supply chain team for procurement, printing and design developing under the donor visibility guildline.
• Work with financial, administrative and logistic staffs regarding all programmatic aspect of the project.
• Develop/update the monthly distribution plan for in time distribution and procurement follow up plan in coordination with partner
Documentation and data quality management
• Develop the program activities tracker for beneficiaies information and program activities detail information
• Ensure the quality photo and project developed key documents.
• Filing the program use and community supported data
• Coordination with regional MEAL team for program data tools development and collection
• Assist to Area Program Manager for managing the office documentation system and data security
Reporting
• Provide regular field visit report and updating the Monthly Actual Progress Update of program achievement and planning.
• Prepare to generate monthly distribution reports and completion report on all operations under supervision and coordination with Area Program Manager and Programme Manager;
• Supporting and mentoring the quality program report for partner organization.
• Regular communication and collect the monthly partner achievement report.
• Regular supporting and collecting the partner update achiemvement, key challenges and update local context.
• Solve immediately the problem of any field level implementation and Reporting to FOM and Program Manager on time;
• Prepare donor report, community feedback mechanism, and MEAL relative report in coordination with Area Program Manager and Programme Manager
• Ensure regular Case study/ success story collection practices
Budget Management
• Assist funding needs, managing cash flow and cash request to Area Program Manager;
• Manage Project Assistants to implement activities within budget and in accordance with the agreed work plan and donor compliance.
• Coordination with Finance team and supply chain team for smoothly implementiaton and intime expenditure based on regular monthly cash forecast plan.
• Assist to Area Program Manager and Programme Manager for monthly Budget Variance Analysis and workplan development.
• Support/Coordination with partner and regional management team for budget management and key issues of program expenditure based on monthly forecast amount.
Project Quality Managrment
• Facilitate preparatory work for monitoring and evaluation (M&E); directing specific data collection exercises including identification and documentation of case studies for documentation by M&E unit.
• Coordination with regional MEAL team for IPTT, QB and KPI data analysis.
• Ensure the regular PDM data collection by project/partner staffs to understanding the community situation and program achievement.
• Ensure the community based FRM system for quality base program implementation.
• Develop and updating the IPTT (Indicator Performance Tracking Table) for regular monitoring the Program achievement and relevant approach of implementation.
• Coordination with MEAL and Accountability focal person for capacity building training and progam quality maintainance.
• Ensure the Sustainability and Scalability approach in project implemation activities.
• Ensure community participation in target area based on feedback from community
• Coordination with other implementation sectors, Partner and agencies for effective assistance for communities.
Staff Management
• Assist in the recruitment of program staffs and conduct orientation training for new staff with Area Program Manager;
• Ensure the effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations.
• Conduct regular evaluation of program staffs , and set their annual performance targets;
• Technical support and capacity building for program staff for project implementation at financial sector in respective township.
• Conduct regular staff and project meetings.
• Technical support for quality data collection to project staffs.
Coordintion and Liaison
• Assist the Area Program Manager in coordinating with stakeholders and local authorities, in their area of jurisdiction (e.g., township or villages, as the case may be).
• Represent for project as the field focal staff to Local Authorities and donors
• Coordination with other CSO and relative stakeholders.
• Ensure the internation coordination with WASH, Nutrition sector for effective program support and value for money.
Child Safeguarding Responsibilities
• Ensure that your staff is providing all beneficiaries of your programme with ongoing, age-appropriate verbal or written information in relevant languages about Save the Children’s Child Safeguarding Policy and Code of Conduct.
BEHAVIOURS (Values in Practice)
Accountability:
• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically and on a global scale.
Collaboration:
• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.
Creativity:
• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.
Integrity:
• Honest, encourages openness and transparency; demonstrates highest levels of integrity
• Always acts in the best interests of children
PERSON SPECIFICATIONS
• A minimum of 4 years’ experience in working with international organizations implementing humanitarian projects implementing food distribution, cash and voucher assistance, and other related sectors.
• Bachelor Degree (3 years + education post secondary school). May be undertaking a professional qualification in Master degree (preferrable)
• Experience working in a humanitarian program within a conflict setting is preferred
• Working knowledge of English language.
• Good knowledge of project management cycle.
• Good people management skills/experience and proven ability to create an environment which encourages team-working and motivates a team across various geographical areas.
• Ability to work well in a team and train other staffs and demonstrate experience efficiently managing a team.
• Ability to work under stressful situation independently or as a part of a team
• Good interpersonal communication and presentation skills.
• Experience in conducting needs assessments, project design, monitoring, and evaluation.
• Demonstrated skills, experience, and knowledge of community development; working with children and on children’s issues.
• Ability and willingness to travel remote area as assigned.
General:
• Ability to work collaboratively with colleagues across the organisation developing effective working relationships to deliver outstanding results for children
• Commitment to and understanding of Save the Children’s aims, values and principles.
• Willingness and capability to comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies, including the Child Safeguarding Policy
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
All staff has an obligation and a responsibility to:
• Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
• Conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
• Ensure the way they are carrying out their work is not putting children at risk (or further risk) – this means constantly scrutinizing their work through a child safeguarding lens and talking to children about possible design/implementation “flaws”.
• Promote the message of child safeguarding to colleagues in other organizations and government ministries, children in their own and beneficiary families, and community members in general.
• Be vigilant about observing possible child abuse/harm in their personal and professional lives.
All managers have the above responsibilities as well as ensuring
• Their staff are doing the above.
• That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
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