Project Coordinator

Location

Starting Date & Initial Contract Details

January 2024. Full time, 6 months.

Role Overview

Working as a senior member of a diverse team committed to serving Sudan’s most vulnerable with practical and compassionate care, the Project Coordinator (PC) manages implementation and coordination of designated field projects. Providing leadership, strategic direction, management, and evaluation of all aspects of projects, the PC plays a key role in liaison with local authorities and other relevant stakeholders, team leadership, and security.

Project Overview

Medair is planning a new emergency response operation in Khartoum to provide health and nutrition services to people in need in the capital city. The Sudanese health systems have been severely damaged in the intra-military crisis, and there is a significant need for treatment of communicable disease, as well as reproductive health, mental health and integrated nutrition services.

Our Culture

Key Activity Areas

Project Management

• Oversee overall implementation of designated project(s) in consultation with relevant Project Manager(s) and in accordance with project proposals, ensuring objectives are met within required time frame and budget
• Manage a comprehensive activity project plan (i.e. resource needs analysis, project proposal covering time frame
• Support relevant Project Manager(s) in day-to-day decision making as requested
• Ensure regular monitoring & evaluation against objectives, reports shared w/in-country, GSO managers or donors
• Keep Sudan overview context with view of new projects strategic development in current sites & surrounding areas
• Support Programme Funding Manager, technical Advisors and CD in development of new concepts and proposals
• Develop, with 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 documents related to project(s) are produced and filed according to Medair and donor guidelines

Representation

• Develop and maintain relationships with relevant stakeholders and represent Medair at relevant meetings in order to facilitate and ensure cooperation and partnerships
• Attend coordination meetings as needed, the Sector Working Group, and others relevant to the field location
• Liaise regularly with relevant UN agencies, cluster leads and co-leads, representatives of Government of Sudan, Humanitarian Aid Commission and Council for Refugees and other emergency response partners in discussing potential or current emergencies
• Accompany donors on field trips and ensure programme details are given in a timely and professional manner

Financial Management

• Plan and construct designated projects budgets, in collaboration with relevant Project Manager(s) and Sector Advisers and in accordance with donor guidelines
• Working with 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 Country Director
• Monitor the spending of 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 as the team grows)
• Ensure all personnel related issues for staff of project(s) are carried out in accordance with Medair guidelines
• Ensure staff receive appropriate and adequate training, mentoring, coaching, promoting
• 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 staff of designated project(s) by ensuring the application of security guidelines, such as health and safety in the workplace, healthy living conditions and practices

Security Management

• Guide process, monitor and review security assessments for new locations and security status of 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
• Ensure all staff members and all visitors receive appropriate briefings & 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 area, are updated & implemented according to security situation
• Train and support Project Manager(s) in security planning, management, implementation, and monitoring

Quality Management

• Promote & use e-library, server and other operating procedures, ensuring all standardised formats are used and guidelines are followed
• Ensure 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… 
• Regularly assess and provide feedback and recommendations on quality of programmes & interventions during field visits and at other relevant times

Delegated Responsibilities

• Support Programme Funding Manager in preparation & writing of donor proposals and reports in collaboration with the 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
• Represent Medair at meetings & through relationships with external partners (e.g. community leaders, local and national government officials, UN agencies, and other NGOs)

Team Spiritual Life

• Reflect the values of Medair 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.
• Encouraged to join and contribute to Medair’s international prayer network

Qualifications

• University degree in a relevant subject such as Management, Development Studies, Business Administration, International Development, Relations, Political Science 
• Strong working knowledge of English (spoken and written)

What is the ROC and why is it required?

Experience

• 3 years’ experience in project management
• 3 years working in a field-based humanitarian context
• Team-player with good inter-personal skills
•  Capacity to work under pressure and manage personal stress levels