Project Coordinator

Role & Responsibilities

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 management.

Project Overview

Medair has reestablished our offices in Chad given the current refugee crisis due to the war in Sudan and is setting-up to provide multi-sectoral emergency response in the camps in the east of Chad. Programming will provide support to refugees and vulnerable people through the sectors of shelter, NFI, health, nutrition and WASH within camps and host communities. The project requires an agile program that can quickly respond to the establishment of new camps and support with existing needs given the flow of refugees has continued due to the ongoing conflict in Sudan. The role will deliver multi-sectoral projects, whilst scoping out needs in new locations and sectors thus the PC role will be instrumental in helping to carry out research, leading assessments and applying for funding in response to changing humanitarian needs. A key aspect of the role will be building partnerships with local organisations.

Workplace & Working conditions

Medair field-based position in eastern Chad, Adré. Living conditions are very basic.

Starting Date / Initial Contract Details

April 2024. Full time, from 6 to 12 months.

Key Activity Areas

Project Identification and Design

• Support the team in identifying suitable areas for intervention, carrying out research and making recommendations for project responses.
• Liaison and collaboration with other INGOs, UNHCR and potential local partners.
• Facilitation of project design in close collaboration with the team and coordination with other organisations and authorities.

Project Management

• Oversee the overall implementation of the designated project(s) in consultation with the relevant Project Manager(s) 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 sectoral Project Manager(s) and staff in day-to-day decision making as required.
• Ensure that regular monitoring and evaluation assessments against project objectives are conducted and reports made to the relevant in-country or head-quarters managers or to donors.
• Maintain an overview of the regional context with a view to the strategic development of new projects both in current and surrounding camps.
• Support the Programme Funding Manager and Country Director in the development and writing of new concept notes and proposals. Develop, in consultation with the other senior field managers, an implementation strategy which is appropriate to the country context and strategy.
• Ensure complete and timely reporting of activities and beneficiary numbers to Medair, donors, line managers and any other relevant bodies while ensuring documents are produced according to guidelines.

Representation

• Develop and maintain relationships with relevant stakeholders (e.g. beneficiaries, community leaders, local and national government officials, donors, UNHCR, UN agencies and other (I)NGOs) and represent Medair at relevant stakeholder meetings in order to facilitate and ensure cooperation and partnerships.
• Seek out and actively participate in relevant local networks or task groups on specific humanitarian aid issues.
• Accompany donors and stakeholders on field trips and ensure programme details are shared in a professional manner.

Financial Management

• Plan and construct the budgets for the designated projects, in collaboration with the relevant Project Manager(s) and sector advisors 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.

Staff Management

• Ensure all personnel related processes 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 and support the relevant Project Manager(s).
• 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

• Lead, monitor, and review, in collaboration with the Project Managers and senior security and liaison officer, security assessments. Also review the security status of the area(s) of operation on a regular basis, liaising as applicable with local authorities, other INGOs, the UN or other relevant security bodies. Report an changes 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. Ensure security plans and protocols for the area(s) of operation are updated and implemented in response to changes in the security situation.
• Oversee and monitor staff adherence to security protocols, including security incident reporting.
• Train and support relevant Project Manager(s) in security planning, management, implementation, and monitoring.

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used, and guidelines are followed. Ensure robust AAP mechanisms are put in place and being actively used.
• 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 CHS standards, WHO recommendations, 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.

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. Contribute to the spiritual life of your team, including team devotions, prayers, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

• University degree in a relevant subject such as Management / Development Studies / Business Administration.
• Fluent French (spoken and written) is essential.
• Strong working knowledge of English (spoken and written).

Experience

• Two years post-qualification experience in a management position, preferably in a relief environment.
• Overseas work experience with a relief and rehabilitation NGO.
• Knowledge of the Red Cross Code of Conduct, Sphere and CHS Standards and other international humanitarian guidelines and protocols.
• Advanced planning, assessment, and analytical skills. Good report and proposal writing skills.
• Good negotiation skills; problem solving ability and security management.