Project Coordinator

Overall purpose of the role: The Project Coordinator will be ultimately accountable for ensuring the implementation and reporting of the awarded projects as per the minimum quality standards and donor agreements. S/he coordinates with all the operational location and shares the plans and relevant update reports with relevant support functions, donors and senior leadership team.  S/he will work with Area Managers, Field Technical Managers, Team Leaders, and Technical Coordinators to ensure timely and quality execution of the project activities.  S/he will also coordinate with MEAL and Finance team members to ensure that spending and implementation captured accurately.  This position is a Roving position with 85% field travel to Upper Nile, Unity and Abeyie Administration Area, and 15% Juba-level coordination of project.

Responsibilities:

Project Management:

• Ensure strong coordination with grants unit on management of the grant including reporting and donor compliance.
• Ensure that staff receive, understand and use project documents and plans.
• Lead the drafting of the project operational work plan in coordination with Area Manager and filed project team for annual, quarterly and monthly workplans.
• Proactively lead the exchange of information between the field teams and the other Project team members.
• Ensure staff have the equipment and resources (transportation, communication, etc.) to conduct their work safely and effectively.
• Draft and participate actively in DRC Project Management processes (I.e. Proposal planning meeting, Project review meeting, project closing meeting, evaluation, lessons learned and response action plans).
• Responsible for addressing any project-related issue quickly and raise any potential risks or issues to the Area Managers, Technical Coordinators and Head of Program in a timely manner.
• Promote and share ideas for improvement and necessary changes in the
  activities.
• Ensure the Do No Harm approach for the whole project implementation base on community situation.
• Develop procurement plan and ensure the quality and timely provision of the project supplies and materials.
• Assist in the recruitment of project staffs and conduct orientation training for new staff in collaboration with the technical and Area/Field Managers.

Financial Management:

• Manage overall budget for the project including liaising with finance and grants on progress on all budget lines, forecasting and reviewing the BFU daily, weekly and coordinate the monthly consolidated budget review meeting before the Project Management Meeting.
• Facilitate monthly budget follow-up meetings (BFUs) with special attention on the implementation of activities and contribution to project outcomes.  
• Ensure project field activities are supported by a spending forecast plan, to align the activity plan and budget spending of budgets per the approved project in the respective area.
• Accurately plan, purchase and report on the expenditures for project products and services to maximize cost efficiency
• Prepare and maintain a procurement plan for all project resources, including inputs, services and consultancies
• Facilitate monthly budget follow-up meetings (BFUs) with special focus on accuracy of monthly expenditures and donor reporting
• Work with Supply Chain team to ensure a) timely purchase and b) delivery of supplies to field locations as well as c) payment of invoices.

Monitoring and Reporting

• Prepare weekly progress updates and monthly narrative reports.  
• Write donor reports, including development and sharing of success stories and keep project information.
• Coordinate timely and quality reporting amongst Area Offices, the Mobile Response Team and the Grants team to finalize accurate donor reports
• Contribute to and support effective monitoring, evaluation, and learning processes and initiatives, and ensure effective data and information management and contribute to regular reporting on project activities
• Work with MEAL teams to ensure timely tracking of project progress through monthly indicator tracking table.
• Monitor and evaluate results and impact of project outputs.
• Prepare all necessary documentation for each activity including travel request, field trip reports, activity reports and reconciliation of any expenses spent during each trip
• Develop TORs for assessments and evaluations
• Regularly travel to monitor the quality of the implementation of activities
• Capture photos, stories and lessons learned to be shared internally, with the donor and with partners.

Coordination and External Engagement

• Maintain daily communication with technical Program Managers in each participating DRC Area Office and the MRT through
• Proactively engage with national and state-level protection cluster (and relevant AoRs) as well as other coordination mechanisms as appropriate; this includes sharing information on protection concerns,

Experience and technical competencies:

• At least five years’ protection project management experience of which at least 3 years should be at an international level in a conflict affected context
• Understanding of and experience in engaging the cluster system in IDP contexts
• A degree in political/social sciences, law, development studies, social work, international development or equivalent work experience;
• Ability for rapid analysis of very complex issues, strong decision-making, and translation of programmatic learning and priorities into operational strategies;
• Excellent interpersonal skills and cross-cultural communication;
• Good team leadership and conflict resolution skills, consensus team building, and adaptability; 
• Experience delivering programs to tight deadlines;
• Good computer and IT skills and strong communication and writing skills; 
• Fluency in written and spoken English language;
• Ability and willingness to work in remote and isolated location with limited access to services and changing security scenarios;