Projects Coordinator

Job Title Projects Coordinator

Line Manager Programs Manager

Department Programs

Job Purpose

The Project Coordinator will lead on all the operational aspects of project starting from launching the project, to the closure of it. He/she will oversee effective management and relationships with relevant internal and external stakeholders, oversee the interventions throughout the project cycle, including budget oversight together with the Programs Manager, lead in preparing and developing high-quality project plans, including Monitoring, Evaluation, Accountability, and Learning (MEAL) and procurement plans, progress and donor reports, ensure appropriate monitoring and project quality, and enhance internal and external learning and representation. He/she will be responsible for sharing the required deliverables with different stakeholders timely and with high quality.

Also, he/she will ensure the right compliance for the agreement, internal and external regulations and policies.

Responsibilities

Administrative tasks

• Contribute to the project’s team capacity building in project management.
• Ensure project implementation is within the planned time, scope and budget.
• Submits periodic reports to the relevant program coordinator/ coordinators.
• Supervises directly, administratively and technically, one or more project officers.
• Other tasks within the organization.

Technical tasks

• Develop a monthly plan for the implementation of the project or projects he/she is responsible for.
• Provide development recommendations on a monthly basis in line with project development.
• Direct supervision of the implementation of sub-contracts and memorandums of understanding and ensure the optimal integration with the project.
• Coordinate and cooperate with the cadres of the relevant directorates to ensure the optimal implementation of the project in accordance with the time, scope and planned budget.
• Participate in project kick offs in Turkey which are organized by the Program Development and Grants Management teams. Receipt of all documents, information and supplies necessary for the implementation of the project.
• Ensure integration between the various components of a single project in multi-projects programs.
• Follow-up the work of the representative of the project management unit in Syria and provide her/him with the necessary technical support to ensure the achievement of the required outputs in-line with the requirements of the grant and the donor.
• Pre-planning project activities at the level of the activities implemented in Turkey (financially, supplies, human resources, .... etc.) and integrate activities with the representative in Syria in one project plan and update the plans when necessary, in coordination with directorates. The project coordinator is primarily responsible for achieving integration between the various implemented projects.
• Implementation of central activities (if any) that are at the level of Turkey, including purchase and employment requests, and follow-up on all project procedures for each project separately, including overlaps with central departments and projects narrative reports.
• Carrying out periodic field visits to Syria in coordination with the project management representative in the relevant directorate to ensure the quality of outputs and implementation.
• Attending internal meetings with relevant departments and external meetings with donors and following up on agreed action points.
• Manage the change processes that occur during projects’ implementation with all stakeholders, internally and externally, and ensure stakeholders’ inputs are regarded.
• Periodic communication and follow-up with the directorates, and sharing the required updates and information related to project progress and any change in the activities and services of the project.
• Follow up the relevant inputs in the project with the concerned departments to prepare the required reports (narrative, financial, procurement, human resources, security and safety, ... etc.), and share them with the donor in the specified time and required quality.
• Ensure the implementation of the corrective recommendations received from the relevant departments and units to ensure internal and external compliance.
• Manage the project archiving process in coordination with the concerned program coordinator, the information department, and the monitoring and evaluation department.
• Track lessons learned during project implementation and provide plans to develop policies, procedures and tools used based on lessons learned.
• Ensure adherence to work standards approved in the organization during the implementation of projects (Gender Equality, Conflict sensitivity, protection mainstreaming...).
• Contribute to the stage of developing project proposals and ideas by sharing inputs with the Program Development Department.
• Carry out periodic evaluation of project management unit staff in accordance with the human resources management plan.
• Completely close the project and ensure that there are no outstanding issues internally or externally.

Note: the above-mentioned responsibilities are illustrative ones. Another future responsibilities/accountabilities may be assigned to the job depending on the department's organizational chart or title.

Qualification (Education/Work Experience)

A.Essential:

• Appropriate university degree fields.
• Fluency in English and Arabic.
• PMD Pro 1 Certificate.
• BBR (Building Better Response) training certificate.
• At least 5 years in humanitarian sector in projects Managing.

B. Desirable:

• PMD Pro 2 Certificate
• Humanitarian work principles
• Experience in project management funded by institutional donors (ECO , USAID….etc).
• TOT certificate.
• Good Knowledge/ certificate in Rules of compliance with internal and external laws and regulations

Core & Managerial Competencies & Technical

Core Competencies:

• Communication
• Creativity
• Stakeholders Orientation
• Teamwork
• Planning and Organizing
• Accountability
• Commitment to Continuous Learning
• Technological Awareness.

Managerial Competencies:

• Leadership
• Building Trust
• Vision
• Managing Performance
• Empowering Others
• Judgment/Decision-making.

Technical Competencies:

• Computer skills (Microsoft Word, Excel, Access, Outlook, PowerPoint).**
• Familiar with Donors Regulations.
• Monitoring and Evaluation basics certificate.

How to apply

If you are interested in applying for this position, please fill out the application form on this and attach your CV and a covering letter explaining your background, suitability for the role, and interest in what we do.

Link

Closing date for application: 17 May 2023.

The Syrian Civil Defense believes in achieving diversity in its workforce, by encouraging all qualified applicants, male and female, to apply for the vacancies announced.

The Civil defense's employees and volunteers are obligated not to practice sexual exploitation and abuse, in exchange for the services they provide, in addition to assuming their responsibilities to protect children from harm and abuse and to ensure a safe environment for them, and to work to create a safe work environment for everyone free from any form of harassment, abuse, exploitation or misconduct during work that diminishes the dignity and safety of the volunteer or employee.

Only shortlisted applicants who meet the required job qualifications will be contacted.