Project Implementation Coordinator

POSITION GENERAL INFORMATION   Position: Project Implementation Coordinator Based in: Saida   Supervision   Under the direct supervision of:           Deputy Head of Mission for Programs & Field Program Coordinator Supervision of  :                                            Heath Project Manager, Shelter Project Manager, FS&L Project Manager Under the overall supervision of:         Field Program Coordinator     OVERALL MISSION   General objective   The Project Implementation Coordinator ensures the monitoring of qualitative and operational aspects of the base’s programs on a day-to-day basis. He/She contributes to the smooth general functioning of the base. He/She actively participates in the follow up of the humanitarian situation and the design of appropriate responses.   Responsibilities and tasks   Programs : He/She coordinates the project teams and ensures the operational and qualitative aspects of programs are put into practice properly (monitoring of objectives, respecting due dates and budgetary provisions, quality control, synergy of the teams. He ensures, validates and transmits the operational (internal and external) reports done by the project managers under his supervision. Evaluation / Strategy: He/She supports the Field Program Coordinator in creating an operational strategy and suggests new operations according to needs identified in the area, which he/she is responsible for, with the support of the Shelter/Infrastructure, WASH, Food security and Health Coordinators. He/She participates in field assessments and proposal making processes under the authority of the Field Program Coordinator. Human resources: He/She manages the project managers operating in the area under his responsibility (defining objectives, monitoring) and contributes to the recruitment process of the project team members. Program Supply: He/She coordinates the Supply Logistic teams and ensures a qualitative, quantitative and timely provision of all programs material, which includes proper storage, in compliance with PU-AMI Logistics procedures and rules. Safety: He/She participates in the security management of his teams under the direct authority of the Field Program Coordinator. Representation: He/She attends external meetings regarding project implementation and participates (under delegation from the Field Program Coordinator) in the overall external representation within the area under his responsibility. Logistical, administrative and financial monitoring: He/She coordinates with the admin and structure log departments at mission level under the supervision of the Field Program Coordinator in order to ensure appropriate links and work schemes between project teams and support departments.   Specific objectives and linked activities  1.      ENSURING PROJECT IMPLEMENTATION, MONITORING AND REPORTING SCHEMES   He/She ensures that programs (reaching objectives, monitoring of timetables, respecting activity schedules, budgetary monitoring, contractual reporting etc.) are properly carried out and reports to his/her superior who authorizes the information. He/She alerts his/her supervisors in cases where delays in carrying out programs have been identified and suggests adjustments (in terms of activities, operation area, budget, schedule etc.) He/She ensures that project teams’ practices respect PU-AMI’s procedures and formats and are in compliance with the PU-AMI’s operation policy. He/She guarantees the quality and timeliness of all operational reporting (external and internal) following the schedules and formats defined at mission / HQ level. He/She ensure that all activity protocols and lessons learned are transmitted to the Assessment, Monitoring and Evaluation team for capitalization purposes.  2.      PARTICIPATING IN THE FOLLOW UP OF THE HUMANITARIAN SITUATION AND THE DEVELOPMENT OF THE MISSION’S STRATEGY He/She monitors changing humanitarian needs in the area which he/she is responsible for and suggests new operations to his/her superior by ensuring that these subscribe properly to the PU-AMI’s mandate and strategy in the mission’s country, seeking for an improved integration of all programs at base level. He/She suggests to his/her superiors that they identify needs and participates in the identification of these needs, if necessary, in coordination with the Assessment, Monitoring and Evaluation team. He/She centralizes and puts in the required format the entirety of the operational information necessary and available on the field which is relative to the writing of concept notes or proposals, which he/she submits to the Field Program Coordinator, respecting the internal schedules and contractual due dates. 3.      SUPERVISING AND MANAGING LOCAL AND INTERNATIONAL OPERATIONAL TEAMS IN HIS/HER AREA OF RESPONSIBILITY   He/She is the direct manager of the project managers in the area which he/she is responsible for and supervises the entirety of the program staff in this area. Thus, he/she writes and authorizes job descriptions of project staff, which he/she submits for approval to the Field Program Coordinator. He/She carries out or delegates personnel interviews. He/She contributes to work meetings, mediates potential conflicts, defines priorities and activity schedules for all program staff and reports all issues encountered to the Field Program Coordinator. He/She may be involved in the recruitment of the members of his/her team, and he/she participates in making a decision to end the contract of the members of his/her team. He/She ensures and/or supervises the continued training of the international and local members of his/her team (organizational, methodological and potentially technical support); He/She participates to the identification of training needs and recommends training actions internally or externally.   4.      SUPERVISING AND MANAGING THE PROCUREMENT PROCEDURES RELATED TO PROGRAM   He/She is the direct Manager of the Supply Logistic Manager in the area which is responsible for and supervises the entirety of the Supply Logistic staff in the area, He/She ensures a qualitative, quantitative and timely provision for all programs in full compliance with the PU-AMI’s logistic procedures and rules. He/She anticipates, identifies and reports any change or delay impacting the programs, and makes sure that all information regarding the procurement is communicated in due time to the Field Program Coordinator, He/She ensures a proper coordinated planning of programs and procurement, through the early preparation and constant update of Purchase Plans. He/She is responsible for the effective communication between Supply Logistics and programs teams, He/She is responsible for the program material in his area, which includes the management of all program storage facilities, in full compliance with the PU-AMI’s logistic procedures and rules. He/She guarantees the quality and timeliness of all Supply Logistics reporting following the schedules and formats defined at mission / HQ level.   5.      PARTICIPATING IN THE MANAGEMENT AND SAFETY OF GOODS AND PEOPLE IN HIS/HER OPERATION AREA   He/She participates to the collection of safety information and makes sure that alerts or useful information are communicated in an appropriate way to the Field Program Coordinator and to project staff on the field. He/She makes sure that PU-AMI safety rules are respected by the project staff.  He/she also alerts the Field Program Coordinator if gaps are observed in order that corrective actions are taken.    6.      ENSURING THE CIRCULATION OF INFORMATION AND THE REPRESENTATION OF PU-AMI He/She ensures information is efficiently communicated between the project staff and the support teams. He/She ensures that all information regarding the project implementation and program procurement is communicated to the Field Program Coordinator and to the relevant Technical Coordinators. At the request of his/her supervisor, he/she participates in coordination meetings and is an active attendee of these meetings. He/She coordinates the field level sector representation (with his/her teams) of PU-AMI among partners, donors and different authorities for the area which he/she is responsible for.    7.      MAKING SURE PROCEDURES ARE RESPECTED AND FACILITATING THE LOGISTICAL, ADMINISTRATIVE AND FINANCIAL MONITORING OF HIS/HER OPERATION AREA   In terms of logistical, administrative and financial monitoring, he/she is involved to the extent at which his/her involvement effects the realization of programs. All the same, his/her involvement is limited to making sure information is communicated to the Field Program Coordinator and Technical Coordinators. He/She makes sure that logistical, administrative and financial procedures linked to program implementation are established and alerts the Field Program Coordinator and the Technical Coordinators if gaps are observed in order that corrective action may be taken. He/She participates to budget follow-up meetings, monitors the efficiency in the implementation of the projects (adequacy between means and resources allocated) and informs the Field Program Coordinator in case of gap.   Focus on 3 priority activities related to the context of the mission   The first priority of the Project Implementation Coordinator is to make sure that the ongoing and starting projects are being implemented in a timely and qualitative manner (finalize recruitment of project staff, finalize design of project implementation and monitoring tools, …), which includes the setting up of new program teams. The second priority is to participate to the setting up of a well-organized, integrated, effective and efficient project cycle management approach for all program aspects on the base The 3rd priority is, under the guidance of the Field Program Coordinator and the Mission’s coordination team, to participate in humanitarian situation assessments (developing tools, collecting information,…) and proposal making processes.   QUALIFICATIONS Mandatory requirements Language Skills: Fluent in English (speaking/ reading/ writing). French and Arabic are a plus Education Degree: Project Cycle Management, Humanitarian Standards, Humanitarian Methodologies (LFA, evaluation,…) Work experience: Minimum 2 years as a manager of humanitarian projects. Successful experience in large team management and the management of multisectorial programs Computer skills: Good skills in networking and Internet. Very good knowledge in Microsoft Office (Word, Excel, Outlook, PowerPoint) Other  requirement -       Knowledge of Shelter / Infrastructure / Community / WASH and Health programs -       Excellent writing skills -       Knowledge of project management -       Team management   Assets Other knowledge: -       Detailed knowledge of donors(BPRM, ECHO,  UN agencies etc) -       Experience in assessing needs -       Experience in emergency type and development type programming -       Experience with PU-AMI -       Experience in security management -       Ability to work in unstable circumstances Interest: Work in relief Transversal skills -       Leadership skills and an ability to make decisions -       Ability to show authority, if necessary -       Analysis  (discernment, pragmatism) and synthesis abilities -       Adaptability -       Organization, rigor and respect of due dates -       Great ability to listen and to negotiate -       Good people person and good communication skills -       Ability to remain calm and level-headed -       General ability to resist stress and in unstable circumstances particularly -       Ability to manage substantial workload for long periods -       Willingness and voluntarism to go beyond the strict job requirements when requested by hierarchy