Project Coordinator

Location

Starting Date & Initial Contract Details

1st December 2023. Full time, 3 – 6 months depending on visa availability and funding.

Role Overview

Leading a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care, the PC oversees all programme activities in-country. Representing Medair in issues relating to the programme, the PC plays a key role in donor relations and management of projects and the project implementation in with field managers. Providing leadership, strategic direction, management, and evaluation of all aspects of the Medair projects, the PC also plays a key role in liaison with local authorities and other relevant stakeholders, team leadership, and security.

Project Overview

Medair’s emergency response team was deployed to Turkiye in February 2023 with objectives of responding to largest earthquake in country’s recent history. The Government were quick to declare a state of emergency, offering fast tracked opportunities for non-registered foreign organisations to apply for country registration and to re-establish relationship with government authorities, donor agencies, UN partners, and INGOs. Medair has partnered with National NGOs in the response and currently has MHPSS and Shelter projects with plans to do further MPCA if funding is secured.  Funding streams are reducing in Turkey and the Government is keen to take back responsibilities for the response so Medair does not plan to remain in Turkey long term.

Our Culture

Key Activity Areas

Project Management

• Oversee the overall implementation of the designated project(s) in consultation with relevant Manager(s) and in accordance with project proposals, ensuring objectives are met within required time frame and budget. Where necessary ensure preventative and corrective action is taken.
• Manage comprehensive activity plan for designated projects i.e. resource needs analysis, covering project proposal timings.
• Support relevant Manager(s) of sector focal points in day-to-day decision-making as needed.
• Ensure regular monitoring & evaluation vs project objectives is done & reports provided to relevant managers or 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 Programme Funding Manager, Advisors & Country Director developing & producing new concepts and proposals.
• Develop with other senior field managers, implementation strategy appropriate to country context and strategy.
• Ensure complete and timely reporting of activities to Medair, donors, line managers, and any other relevant bodies.
• Ensure all relevant designated projects documents 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.
• Attend coordination, Sector Working Groups and other meetings relevant to the geographical field location. 
• Liaise regularly with cluster leads and co-leads representatives of the Government of Turkiye and other emergency response partners in discussing potential or current emergencies. 
• Accompany donors on field trips and ensure programme details are transmitted in a timely and professional manner.

Financial Management

• Plan and construct designated projects budgets, w/relevant Manager(s) & Sector Advisers in accordance w/donor guidelines.
• Working with the relevant 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 Country Director.
• 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, sign off on expenditures up to USD 10,000.

Staff Management

• Line manage three to five positions (this could increase if the team grows):  currently 3 managers.
• 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 Human Resources Manager.
• Ensure staff receive appropriate & adequate training, provide mentoring & coaching and promote capacity building.
• 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

• Guide the process, monitor and review security assessments for new locations and the security status of the area(s) of operation on a regular basis, liaising as applicable with local authorities, other NGOs, the UN, the NGO Forum and INSO, or other relevant security bodies. Make reports, as appropriate, to the Country Director.
• Ensure all staff members 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 & protocols for operation areas are updated & implemented in response to security situation changes.
• Train and support relevant Project Manager(s) in security planning, management, implementation, and monitoring.

Quality Management

• Promote, use Medair elibrary, server & other operating procedures, ensure standardised formats & 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, CHS, etc. Follow the direction of the relevant advisors at GSO regarding quality, strategy, and technical guidelines.
• Regularly assess, provide programmes & interventions quality feedback/recommendations during field visits, …

Delegated Responsibilities

• Support Programme Funding Manager in the preparation and writing of donor proposals and reports in collaboration with relevant Sector Managers and other senior in-country and GSO managers.
• 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 USD 10,000.
• 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).

Team Spiritual Life

• Reflect Medair values with team members, local staff, beneficiaries, and external contacts.
• Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.

Qualifications

• University degree in a relevant subject: Management, Business Administration, Intl Development/Relations, Political Science 
• Strong working knowledge of English (spoken and written)

What is the ROC and why is it required?

Experience

• 2 years post-qualification experience in a management position, in a relief environment
• Computer literate with good working knowledge of Microsoft Excel, Word, and Outlook
• Strong Christian commitment
• Self-motivated, energetic, hard-working, servant-hearted
• Team-player with good inter-personal skills
• Capacity to work under pressure and manage personal stress levels
• Humanitarian Essentials, Sphere and CHS Standards and other international humanitarian guidelines and protocols knowledge
• Advanced leadership and project management skills
• Finance / Accountancy
• Project Management