Project Coordinator

Job Title: Project Coordinator
Reports To: Project Manager
Location: Saida

Main Responsibilities:

1. Project Planning and Implementation
   • Develop and update a detailed implementation and work plan in collaboration with field team members, the Education team, and stakeholders.
   • Organize an initial team meeting to assign roles and responsibilities and ensure alignment with donor agreements and project objectives.
   • Conduct field visits and regular monitoring to ensure adherence to work plans.
   • Oversee the timely completion of project activities, ensuring alignment with project goals.
   • Ensure all team members understand the grant agreement's requirements and objectives.
   • Set up the project calendar and milestones, including reporting deadlines, and track project progress.
2. Financial and Budget Management
   • Prepare monthly budget forecasts and track financials with the accountant, ensuring accurate financial reporting.
   • Oversee procurement processes and ensure compliance with financial and procurement policies.
   • Verify that expenditures are reasonable, allowable, and necessary for the project.
   • Ensure that 70% of each installment is spent and liquidated before requesting subsequent installments.
   • Submit payment requests, ensuring they meet RMF requirements, and coordinate with the accountant for stamping "PAID" on all reported payments.
3. Human Resources / Capacity Building
   • Support the recruitment process in collaboration with the HR Department and assist in identifying staffing needs.
   • Track HR processes, including service agreements and capacity-building initiatives, and guide team members, especially in the induction of newcomers.
   • Assess training needs and organize capacity-building initiatives to ensure the team’s effectiveness and alignment with project goals.
4. Team Coordination and Supervision
   • Lead regular team meetings to discuss progress, challenges, and next steps.
   • Supervise the Social Worker, Educator, and Trainers to ensure activities align with the project’s goals.
   • Assign specific tasks to each team member, based on their expertise, and monitor the quality of services delivered.
   • Ensure compliance with child protection, safeguarding protocols, and the PSEAH policy within the team.
5. Monitoring, Evaluation, and Reporting
   • Develop and implement a monitoring and evaluation (M&E) plan and tools to assess project success.
   • Collect and analyze data, providing timely updates and reports to RMF and relevant stakeholders.
   • Monitor and document project progress, challenges, and lessons learned.
   • Compile and submit monthly and quarterly reports, ensuring accuracy and completeness.
   • Monitor the project’s impact and outcomes, reporting any significant developments to RMF.
6. Compliance and Procurement
   • Ensure compliance with Abnaa Saida and RMF procurement policies for purchasing materials and services.
   • Prepare procurement documents and manage the tendering process as applicable, ensuring all decisions are documented.
   • Maintain accurate records of all supplies and equipment, specifying their use and end-users.
7. Communication and Visibility
   • Develop and implement a communication plan in line with Abnaa Saida and RMF visibility guidelines.
   • Coordinate with the communication team to develop visibility materials and ensure proper visibility at the center level.
   • Submit all communication materials for Abnaa Saida and RMF approval before dissemination and ensure correct use of Abnaa Saida and RMF logos and branding.
8. Risk and Issue Management
   • Identify potential risks and develop strategies to mitigate them.
   • Report major issues or developments immediately to Abnaa Saida Administration  and coordinate with the Social Worker to address any beneficiary-related challenges.
   • Ensure proper management of financial risks, including exchange rate fluctuations.
9. Documentation and Archiving
   • Maintain comprehensive records of financial transactions, procurement processes, and reports.
   • Archive all project documents, including agreements, reports, and communication records.
   • Prepare final reports at the end of the project, summarizing achievements, challenges, and lessons learned.
10. Relationship Management

• Act as the primary point of contact for RMF regarding project updates and reporting.
• Foster collaboration and maintain strong working relationships with project stakeholders, including Abnaa Saida staff, partners, municipalities, UN agencies, and education sector committees.
• Engage with stakeholders and community members to promote collaboration and support for project activities.

1. Outreach and Referral Activities

• Coordinate internal and external referrals, ensuring smooth communication and follow-up with relevant actors.
• Develop a local mapping of service providers to enhance referral efficiency and follow up on outreach activities to build trustful relationships with beneficiaries.

1. Quality Standards

• Monitor and ensure adherence to organizational policies, including child protection, safeguarding protocols, PSEAH, and code of conduct.
• Ensure that PSEAH and complaint channels are available for all participants in the project activities and facilitate community feedback through satisfaction tools.
• Adjust services based on feedback to ensure high-quality delivery aligned with best practices.

1. Supervision and Coordination

• Coordinate with the Social Worker and team members to design and adapt activity schedules, ensuring the efficient distribution of tasks.
• Oversee logistical aspects such as inventory management, kit distribution, and classroom observations to ensure smooth implementation of project activities.

1. Internal Coordination and Capacity Building

• Participate actively in team and internal coordination meetings to align strategy and information-sharing efforts.
• Monitor contextual updates and collaborate with the Education Department to ensure project alignment with current developments.

Additional Responsibilities:

• Support the development of project proposals in collaboration with the Education Coordinator and Program Coordinator.
• Perform any other tasks related to the education program as needed.