Project Coordinator - Tripoli

Reporting Line

The Project Coordinator reports to the Programme Manager.

S/he supervises a team designed in accordance with contractual engagement with the donor(s)

Place of Work

S/he is based in the project implementation place with frequent travel to Beirut

Under the direct supervision of the Programme Manager, the Project Coordinator is responsible to:

General Responsibilities

• Implement, manage, coordinate, and achieve all activities and expected outcomes of RET International’s project in the country; 
• Prepare all required reports destined to RET’s HQ and/or donors, based on quality data collected in the field by the team s/he manages.

Specific Responsibilities

Project Implementation

• Organize and plan meetings with project staffs and key partners to develop the first draft of the Work-Plan (where not already produced) with clearly stated milestones corresponding to the project outputs, in compliance with the contractual expectations; 

• Provide technical support for the design and implementation of the activities agreed within the Work-Plan; 

• Lead the updating of the Work-Plan; 

• Once the Work-Plan is finalized and validated by the hierarchy, organize periodic planning meetings with the project staff to distribute the roles and make sur that the project, way forward, and the activities are well understood by all;
• Under the supervision of the Programme Manager, lead the identification of main local actors and build relationship with them; 

• Provide technical support and directions to the project staff for the design and timely implementation of the activities agreed within the Work-Plan;
• Provide guidance to the project staff and follow up on a daily basis on the activities implemented;
• Monitor project progress against annual and quarterly Work-Plan and budget plan; 

• Follow up and monitor the work of the different field project staff and officers in the different locations of the project;
• Organize workshops and training events, as contractually agreed;
• Ensure compliance with RET International Operations Manual policies and procedures;
• Develop and maintain project records such as databases, reports and records of decisions; 

• Maintain close communication over all operational issues as well as strategic opportunities arising from project implementation; 

• Undertake frequent visit to the field activities, ensuring that their implementation complies with the contractual expectations;
• Report to the Programme Manager, in a timely manner, any discrepancy, challenge, or difficulty met during the planning and implementation of the activities, especially when it could affect the achievement of RET’s objectives.  

Finance, Administration and Logistics

• Ensure compliance with RET International policies and procedures (Finance, HR, Procurement, etc.);
• Implement the financial and administrative systems necessary for the execution of the project in the field;
• Develop monthly budget plans against the activities planned within the Work-Plan and against the general budget contractually agreed with the donor(s) for validation, in a timely manner, by the Programme Manager;
• Ensure that her/his subordinates comply with RET’s administrative processes and procedures;
• Ensure that all proper documentation is submitted, in a timely manner, to the Finance, Administration and Logistics departments, ensuring thus that the necessary resources are made available for the implementation of the planned activities;
• When required, participate in the HR procedures (recruitment, performance management, staff development, etc.). This will include ensuring that her/his subordinates have performances objectives and are fairly managed according to performance;

Monitoring, Evaluation, and Reporting

• At the beginning of each project, participate to the development, led by the Regional Technical Director or equivalent, of the necessary M&E tools;
• Together with Reporting Officer, ensure that data on programme beneficiaries, processes, progress and performance are effectively collected, entered, analysed and documented, using the proper tools designed under the supervision of the Regional Technical Director;
• Closely follow up, on a daily basis, on the implementation of the M&E Plan;
• Ensure that all field staff submit their periodic reports on time, in line with M&E Plan, and in accordance with internal deadlines fixed by the Project Coordinator;
• Review all submitted field reports (Education Officer, Livelihood Officer, etc.), ensuring that information is consistent with completed M&E forms;
• Coordinate with the Reporting Assistant, as needed, to ensure the proper and continuous use of M&E forms;
• Prepare monthly consolidated project report capturing all activities conducted during the reporting period, and share it with Programme Manager and Reporting Officer;
• Upload the softcopies of scanned M&E forms (shared by Reporting Assistant) to Dropbox, and inform the Programme Manager and Reporting Officer of such updates on a rolling basis;
• Address queries and questions raised by the Programme Manager and Reporting Officer concerning the submitted monthly report(s), in a timely manner;
• Ensure that the M&E system created by Reporting Assistant is in line with M&E Plan requirements;
• Serve as a liaison (focal point) between the Programme Manager and the Reporting Officer, on the one hand, and field staff, on the other, in matters related to M&E, relaying feedback and requests for additional information as needed;
• Address any inconsistency, highlighted by the Reporting Officer, between monthly reports and M&E forms.

Security

• Ensure compliance and controls environment is effectively managed by the project team;
• Take the necessary measures to ensure, as much as possible, the safety of all staff and implement emergency security evacuation plans as appropriate;
• Regularly report to line manager, and security Focal points on safety and security issues;
• Develop and maintain management risk register, and regularly report to line manger on it; proactively put in place risk mitigation measures against potential high-risk areas (e.g., staff security, theft, etc.)
• Support annual internal programme audits that are carried out and ensure that key risk areas are managed well.

Secondary Responsibilities

• Participate in the elaboration of project proposals (narrative, operational and financial);
• If requested by the Programme Manager, participate to coordination meetings with the authorities and/or partners;
• Complete any additional task, as requested by the Programme Manager.

In addition, like all RET Staff

• Comply with internal policies, ensuring that activities and their performance comply with what is established in RET's Code of Conduct and other Policies;
• Work as a team to achieve RET’s goals;
• Manage in a transparent way RET’s resources, fulfilling effectively and efficiently the tasks entrusted;
• Propose, constructively, alternative solutions to problems that arise in the work area.

Core Competencies Required

• People and Management Skills: Ability to work independently and in a team, demonstrate management skills and leadership;
• Communication Skills: Well developed written and oral communication skills both in English/French and Arabic. Able to communicate clearly and sensitively with relevant institutions and organizations, internal and external stakeholders as a representative of RET international. These skills include effective negotiation and representation;
• Integrity: Work with trustworthiness and integrity and has a clear commitment to RET International core values and humanitarian principles.
• Resilience/Adaptability and flexibility: Works and lives with a flexible, adaptable and resilient manner in line with the humanitarian nature of RET International’s core activities;
• Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to gender and diversity. Have experience and the ability to live and work in diverse cultural contexts in a culturally acceptable manner;
• Knowledge and skills: Knowledge of Sphere and the Red Cross/ NGO Code of Conduct. Requires general finance, administration, reporting, monitoring and evaluation, project management, and information management and telecommunication skills;
• Confidentiality: Appreciation and understanding of confidentiality and use of discretion when dealing with employment/staff matters.

 Technical Competencies

• Bachelor degree, preferable in Humanities and Social/Political Sciences or project management;
• Strong communication and interpersonal skills, proficient level of local official language and English language both in writing and speaking;
• Excellent word processing and IT skills, including knowledge of a range of software packages and comprehensive capabilities in Microsoft Office (Word, Excel, PowerPoint);
• Management of people, administration, project management, reporting, monitoring and evaluation, general finance knowledge, experience with working and interpretation with data (preferable presentation of the documentary evidence);
• Flexibility to manage different tasks effectively and willingness to put in extra hours when required.