The Project Manager is responsible for the planning, implementation, closing and evaluation of all projects, a role which requires excellent project management skills. The project manager is also responsible for donor reporting, managing project finances, cultivating relationships with donors and relevant stakeholders, attending national and regional coordination meetings, and contributing to the development of new projects.
Primary Duties and Responsibilities
1. Plan the project
o Plan the delivery of the overall Project and its activities in accordance with the proposal/project scope
o Create a detailed work plan which identifies and sequences the activities needed to successfully complete the project in a timely and efficient manner
o Plan all required resources for the project implementation
o Develop a MEAL framework, in addition to all other MEAL tools required for the effective implementation of the project including measurable indicators
o Develop a budget tracker to support the project
o In consultation with the Executive Director, recruit, interview and select well-qualified Project staff in-line with the human resources policies, procedures and practices of the organization
2. Implement the Project
o Execute the project according to the project plan in direct coordination with the project team;
o Ensure all team members are trained and well informed of their tasks/responsibilities
o Develop forms and records to document project activities as per the donor’s requirement
o Set-up files to ensure that all project information is appropriately documented and secured;
o Monitor the progress of the project and make adjustments as necessary to ensure the successful completion of the project;
o Establish a communication schedule to update stakeholders including project staff in the
organization on the progress of the project;
o Review the quality of the work completed with the project support team on a regular basis to ensure that it meets the project standards;
o Ensure the project implementation is in compliance with all donors’/partners’ procedures and regulations (procurement, financial, etc...);
o Develop budget spending plan and ensure cost-efficiency
o Monitor and approve all budgeted project expenditures;
o Monitor cash flow projections and report actual cash flow and variance to senior management on a regular basis (monthly/bimonthly);
o Manage all project funds according to established accounting policies and procedures;
o Ensure that all financial records for the project are up to date;
o Work closely with the financial officer to prepare financial reports and supporting documentation for donors as outlined in funding agreements;
o Prepare payment requests, floats as needed;
o Implement a performance management process for all Project staff
o Engage volunteers for appropriate Project activities using established volunteer management practices
o Ensure that Project activities operate within the policies and procedures of the organization
3. Monitoring, Evaluation, Accountability & Learning
o Monitor the progress of the project against set indicators in a timely manner;
o Lead and supervise on data collection (baseline/endline, PDMs etc.)
o Draft data finding/analysis reports on the collected data
o Contribute to the periodic monitoring of the project as well as learning reviews and ensure proper documentation;
o Monitor any potential risks to avoid any delay or challenges that might affect the effectiveness of the project implementation;
o Ensure that the project is implemented in accordance with accepted international humanitarian standards, including those for SPHERE and protection mainstreaming
o Capture learning and document the work of successful stories, to ensure that the projects’ inputs are producing positive results in the lives of the targeted vulnerable population;
o Write reports on the project for management and for donors;
o Ensure that the project deliverables are on time, within budget and at the required level of quality;
o Ensure that accountability mechanisms are embedded in the program with functioning communication methods and feedback handling mechanisms in place
4. Representation and Coordination:
o Represent Jafra at relevant cluster and coordination fora.
o Help to build and maintain professional relations with relevant organizations including UN working groups, Government Departments, humanitarian organizations and donors as appropriate.
o Accompany donors, monitoring trips and visitors to project sites and carry out promotional work as required, in consultation with the Head of Programmes.
o Communicate with donors as outlined in funding agreements;
o Conduct weekly visits to the project sites
o Fulfil other reasonable duties and responsibilities, as requested by the Head of Programmes.
o Respond to internal Jafra requirements, such as developing communication materials, as required.
o Contribute to the revision/updating of Jafra’s Strategy.
SKILLS AND COMPETENCE:
Minimum of three years of experiences (NGO is a must)
University degree in social science or related discipline
Proven track record of working in a similar capacity with the national and/or international NGOs in the region;
Knowledge of project cycle management and humanitarian work;
Experience in managing projects, monitoring and follow up;
Highly skilled in report writing in both languages (Arabic and English);
Excellent oral and written communication skills in English and Arabic including demonstrable ability to work with others and as part of a team;
Knowledge and skills in computer usage including word, excel, power point, and social media;
Good organizational skills;
Effective member of team and role model; demonstrates creativity in seeking better ways to do things and shares with team, and promotes high standards.
Takes responsibility for own work and delegated project/processes (including some leadership);
Anticipates problems and regularly provides solutions.