Project Coordinator

Role & Responsibilities

Working as a senior member of a diverse team who are committed to serve Sudan’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.

Project Overview

Medair is planning a new emergency response operation in White Nile, Sudan to provide health, nutrition, WASH and Shelter/NFI services to people in need. The Sudanese health systems and other services have been severely damaged in the intra-military crisis, and there is a significant need for treatment of communicable disease, integrated nutrition services, clean water, safe shelter, food and NFI.

Workplace & Working conditions

Field based position is based in White Nile, Sudan.

Starting Date / Initial Contract Details

April 2024. Full time, 12 months (with possible extension).

Key Activity Areas

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 against project objectives is conducted and reports provided to the relevant in-country or GSO managers or to donors.
• Identify and pursue new project and funding opportunities to expand programming in the targeted states.
• Maintain an overview of the larger Sudan context with a view to the strategic development of new projects both in current sites and in other regions. This may include baseline needs assessments in other regions of Sudan.
• Support the Programme Funding Manager, technical Advisers and the Country Director 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.
• Identify and partner with a local organization for implementation activities.
• 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.
• Attend coordination meetings as needed, the Sector Working Group, and other meetings relevant to the geographical field location.
• Liaise regularly with relevant UN agencies, cluster leads and co-leads, representatives of the 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 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 and 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 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 as the team grows).
• 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 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

• 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 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 and Sharepoint and other 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, CHS, etc.
• Follow the direction of the relevant advisors at GSO 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

• Support the Programme Funding Manager in the preparation and 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.
• 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 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, prayer, 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 or in a relevant technical subject.
• Strong working knowledge of English and French (spoken and written).

Experience

• 5 years post-qualification experience in a management position.
• 3 years post-qualification experience in a complex humanitarian emergency.
• 3 years overseas work experience, preferably with a humanitarian NGO.
• Computer literate with good working knowledge of Microsoft Excel, Word and Outlook.
• Experience in the design, monitoring of implementation and evaluation of humanitarian programmes.
• Experience in dealing with donors and government officials.
• Knowledge of Humanitarian Essentials, Sphere and HAP Standards and humanitarian guidelines.
• Advanced planning, assessment and analytical skills. Good report, negotiation and proposal writing skills.
• Advanced leadership and project management skills. Experience of representation at national and local levels.