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Project Coordinator

Medair Ukraine
1 год назад
31 августа 2022
Киев

Overall Purpose: Working as a senior member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care the Project Coordinator manages the implementation and coordination of the designated field projects. Providing leadership, strategic direction, management and evaluation of all aspects of the Medair projects, the Project Coordinator also plays a key role in liaison with local authorities and other relevant stakeholders, team leadership and security.

Major Duties and Responsibilities

Project Management

  • Oversee the overall implementation of the designated project(s) in consultation with the relevant Project Manager(s) and in accordance with the project proposals ensuring objectives are met within the required time frame and budget. Where necessary ensure preventative and corrective action is taken
  • Manage a comprehensive activity plan for the designated project(s), including resource needs analysis, covering the time frame of the project proposal
  • Support relevant Project Manager(s) in day-to-day decision making as requested
  • Ensure that regular monitoring and evaluation assessments against project objectives are conducted and reports made to the relevant in-country or HQ managers or to donors
  • Maintain an overview of the regional context with a view to the strategic development of new projects both in current sites and in surrounding regions. This may include baseline needs assessments
  • Support the Country Director and Programme Funding Manager in the development and production of new concepts and proposals
  • Develop, in consultation with the other senior field managers, an implementation strategy which is appropriate to the country context and strategy
  • Ensure complete and timely reporting of activities to Medair, donors, line managers and any other relevant bodies
  • Ensure all relevant documents related to the designated project(s) are produced and filed according to Medair and donor guidelines

Representation

  • Develop and maintain relationships with relevant stakeholders (e.g. beneficiaries, community leaders, local and national government officials, donors, UN agencies and other NGOs) and represent Medair at relevant meetings (e.g. state and local government, sector-coordination and security) in order to facilitate and ensure cooperation and partnerships
  • Seek out and actively participate in relevant local networks or task groups on specific humanitarian aid issues
  • Accompany donors on field trips and ensure programme details are transmitted in a timely and professional manner

Financial Management

  • Plan and construct the budgets for the designated projects, in collaboration with the relevant Project Manager(s) and Sector Advisers in accordance with donor guidelines
  • Working with the relevant Project Manager(s), ensure that budgets are spent according to donor proposals and regulations and within the appropriate timeframe, making any budget adjustment recommendations to the Deputy Country Director, Programmes
  • Monitor the spending of the designated project(s) to ensure they operate in line with Medair and donor guidelines for financial accounting and reporting practices

Staff Management

  • Ensure all personnel related issues for the staff of the designated project(s) are carried out in accordance with Medair guidelines. This includes recruitment, appraisal, objective setting, development and training, disciplinary action, etc. If applicable, work with the relevant Project Manager(s) and the Project Support Manager
  • Ensure that staff receive appropriate and adequate training by providing mentoring and coaching and through the promotion of capacity building of local staff
  • Hold regular team meetings and, through a consultative leadership style and a transparent, honest and supportive communication structure, develop and build an effective team
  • Promote the health and security of the staff of the designated project(s) by ensuring the application of security guidelines, health and safety in the workplace and healthy living conditions and practices

Security Management

  • Monitor and review the security status of the area(s) of operation on a regular basis, liaising as applicable with local authorities, other NGOs, the UN or other relevant security bodies. Make reports, as appropriate, to the Country Director
  • Ensure all staff members working for the designated projects and all visitors receive appropriate briefings and on-going training in security-related topics
  • Oversee and monitor staff adherence to security protocols, including security incident reports
  • Ensure security plans and protocols for the area(s) of operation are updated and implemented in response to changes in the security situation
  • Train and support relevant Project Manager(s) in security planning, management, implementation and monitoring 

Quality Management

  • Promote and use the Medair e-library, knowledge base, portfolio and operating procedures, ensuring that all standardised formats are used and guidelines are followed
  • Ensure designated project(s) are implemented in line with donor proposals and requirements and in accordance with Medair, donor, country and international standards e.g. Sphere and HAP standards, WHO recommendations, etc. Follow the direction of the relevant advisors at HQ regarding quality, strategy and technical guidelines
  • Regularly assess and provide feedback and recommendations on the quality of the programmes and interventions during field visits and at other relevant times

Delegated Responsibilities

  • Implementation of the assigned project(s) within budget and the agreed time frame
  • Management of the applicable budget(s) for the assigned project(s)
  • Authorisation of expenditure on applicable budget lines up to XXXXX
  • Line management of assigned staff, including recruitment, performance monitoring, disciplinary action, etc.
  • Responsibility for security of assigned project staff and Medair assets
  • Representation of Medair at meetings and through relationships with external partners (e.g. community leaders, local and national government officials, UN agencies and other NGOs)


Qualification / Experience 

Vocational qualification 

  • University degree in a relevant subject such as Management / Development Studies / Business Administration 
  • Post-graduate degree in the humanitarian sector 
  • Security management training
  • Leadership training

Work experience 

  • 2 years post-qualification experience in a management position, preferably in a relief environment                                    
  • Overseas work experience, preferably with a relief and rehabilitation NGO 

Languages 

  • Excellent English (spoken and written) 
  • Polish 
  • Ukrainian 


IT 

  • Computer literate with good working knowledge of Microsoft Excel, Word and Outlook         


Motivation 

Self-motivated, energetic, hard-working, servant-hearted


Team-building

  • Team-player with good inter-personal skills 
  • Committed to team-building and able to develop and support other team members
  • Conflict management skills

Adaptability 

  • Capacity to work under pressure and manage personal stress levels
  • Creative, open-minded, flexible, self-learner
  • Able to cope with basic living conditions in the field and during field trips
  • Willing to cover for several roles in the team during absence of staff members
  •  Willingness to be stretched professionally, personally, and spiritually 
  • Able to persevere in the face of difficulties and discouragements
  • Actively looking for ways to improve the quality of Medair’s work

Technical expertise

  • Knowledge of Humanitarian Essentials, Sphere and HAP Standards and other international humanitarian guidelines and protocols 
  • Advanced planning, assessment and analytical skills 
  • Good report and proposal writing skills 
  • Good negotiation skills
  • Problem solving ability
  • Experience in the design, monitoring of implementation and evaluation of humanitarian / emergency programmes 
  • Networking and advocacy skills 
  • Experience in dealing with donors and government officials
  • Good knowledge of UN and other humanitarian actors and of current humanitarian debates and issues
  • Trained in quantitative and qualitative data analysis programmes

Management and leadership 

  • Advanced leadership and project management skills 
  • Committed to consultative and servant leadership 
  • Excellent communication skills 
  • Experience and willingness in training/mentoring staff
  • Dynamic, mature
  • Experience of representation at national and local levels

Areas of expertise

  • Finance / Accountancy 
  • Management Security 
  • Senior Management

Yanina Ivanytska

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