Project Manager

Background: African Initiative for Relief and Development (AIRD), is a non-political, non-religious and not for profit international Non-Governmental Organization (INGO), founded in 2006 in Kampala, Uganda, by a small group of individuals who envisioned an African initiated organization that could deliver a world class humanitarian support for those displaced by conflict or other disasters.

AIRD’s objective is to offer operational support, including but not limited to supply chain, logistics, construction, infrastructure, environment, livelihoods, WASH, Non-Food Items, and Third-Party Monitoring (TPM) programs for communities affected by affected by displacement, disaster or poverty. We work in partnership and collaboration with national and local government authorities, relief and development organizations, communities, UN agencies, and donors including UNHCR, UNICEF, WFP, UNOCHA, and USAID/BHA to achieve these objectives.

Presently, AIRD actively operates in 12 sub-Saharan African countries, namely Uganda, Tanzania, Burundi, Democratic Republic of Congo (DRC), Central African Republic (CAR), Cameroon, Chad, Niger, Liberia, Burkina Faso, South Sudan, and Ethiopia. Through its various programs, AIRD has positively impacted over 10 million refugees, Internally Displaced Persons (IDPs), Asylum Seekers, returnees and host communities annually.

AIRD has been operating in South Sudan since October 2022 and has a country office in the capital Juba and field offices located in Maban and Renk countries, in Upper Nile State, respectively. AIRD is UNHCR’s implementing partner for construction of infrastructure and shelter in Maban and Renk counties. With the ongoing influx of refugees and returnees from Sudan into Renk country of South Sudan, AIRD is expanding its shelter and infrastructure program activities for refugees and asylum seekers in Renk county in partnership with UNHCR. AIRD implements its program activities in close collaboration with other humanitarian organizations, UN agencies, local government authorities, and communities in Maban and Renk.

Purpose of the Project Manager Position:

Reporting to the Country Program Director (CPD), the Project Manager is responsible for the development, supervision and effective management of AIRD operations and project activities in Upper Nile State, South Sudan, Maban and Renk in accordance with AIRD Sops and project objectives. He/she will oversee the logistics part of the project implementation (WASH/Shelter/Infrastructure/Road Maintenance) including the repair & maintenance of the equipment if this shall be necessitated. He/she will create and oversee the implementation of tools utilized in the field with the aim of enhancing operational effectiveness. He/she also regularly monitors and analyses the humanitarian context and emerging needs in Upper Nile State, and updates and advices the Country Program director (CPD) about the situation and potential areas of response intervention by AIRD.

The Project Manager is also responsible for networking, representing AIRD and be the main contact person for UNHCR, local government authorities, local and international organizations, other stakeholders.

1. General Duties

• Build and maintain a strong, innovative senior leadership team and ensure AIRD Policies and Code of Conduct are followed.
• Promote AIRD’s Vision, Mission, Core Values and key Partnership Standards and Practices among the staff and partners and ensure these are the core foundation of AIRD strategies and work.
• Direct the mobilization, management, and accounting of all resources within the framework of project implementation locations.
• Provide leadership, strategic direction and support in the development and implementation of an effective Resource Development Strategy.
• Ensure people issues are front and center, promoting an office and work environment that embraces diversity, gender balance and engagement with all Partnership staff.
• Implement AIRDs SOPs and partnership agreements signed with donors.

2. Specific duties

Strategy, Coordination and Representation

• Ensure proper registration and compliance with statuary regulations related to INGOs in Upper Nile State and the country.
• Assit in the development and execution of high-quality country strategy for AIRD in the Country Program in light of political, economic and humanitarian context.
• In consultation with the CPD, assist in the development and design of new projects, including undertaking needs assessments, proposal writing, and budget preparation.
• Representing AIRD and acting as key contact with the head office, local partners, NGOs, UN agencies, local government authorities, and donors regarding AIRD operations in Upper Nile State.
• Be responsible for ensuring that AIRD policies and procedures are fully implemented and adhered to in Upper Nile State by all AIRD staff and partners.
• Lead the process of networking, developing and managing strategic partnerships with government departments, non-governmental organizations, donors and other stakeholders for effective implementation of the project in accordance with the project proposal and plans.
• Playing an active role in preparing for internal and external audits, while ensuring recommendations related to operations are followed and necessary measures to address audit findings are taken.
• Supervising and mentoring direct-reporting staff, including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and providing documented annual performance reviews

Operational/Project Management:

• Defining the project with a coordinated team and ensuring achievement of the project’s objectives.
• Developing, implementing and reviewing monthly project monitoring plans, and track progress of implementation of activities against targets.
• Ensuring a follow up of the project cycle in all AIRD programming in the Upper Nile State.
• Ensuring that all staff understand the AIRD SOPs and that they fully adhered to and implemented within the projects.
• Developing and maintaining good relationships with all partners and potential donors in the area of operation.
• Supervising support staff to improve quality and efficiency of the provision of administrative and operational support for effective program implementation.
• Ensuring the organization has adequate resources; responsible for the appropriate management and good stewardship of all resources in a transparent manner.
• Endeavors to ensure that a strong and functional participatory management system is in place and that the image of AIRD in the country is consistent with AIRD’s mission, vision and values and protects AIRD’s interests and assets. Maintaining regular and transparent communication with CPD and CMT in a spirit of shared successes and joint problem solving.
• Be responsible for the preparation and submission of high-quality, accurate, and timely monthly, bi-annual and annual internal and donor narrative project reports and updates.
• Identifying and evaluating the risks associated with project activities and taking proactive appropriate actions to control the risks.

Grant Management:

• Responsible the project financial feasibility of the project, overseeing the grant management of the project and ensuring that expenditures are within the approved budget.
• Carry out monthly and quarterly budget variance reviews and in consultation with the Country Program Director (CPD) and Finance Manager, develop and implement actions to address any potential challenges in a proactive manner.

People Management:

• Ensuring the management of human resources in conformity with applicable laws and internal regulations.
• Taking all necessary measures to motivate staff and build strong team spirit at all levels.
• Overseeing the recruitment, orientation, and management of performance of project-based staff and development of middle management staff; demonstrating healthy engagement, strong senior management teams, culture of innovation, and effective talent management.
• Be responsible for ensuring that AIRD policies and procedures including Code of Conduct, safeguarding policies, etc. are rolled out in the program locations and adhered to by all AIRD staff.
• Ensuring people issues are front and center, promoting an office that embraces diversity, gender balance and engagement with all Partnership staff.
• Responsible of the security and safety of project staff and property. This include being a focal person for security and safety in Upper Nile State, ensuring that AIRD security and emergency guidelines are understood and adhered to by all staff.
• Monitor the security and safety context in the local operating environment, alert the CPD and field-based staff, and provide necessary advice and support, in case of impending danger.

Project Delivery:

• In consultation with the Construction Manager and the project team, develop and implement clear project implementation plans ensuring that the plan is aligned with the project design as well as AIRD and donor compliance.
• Overseeing as well as coordinating assigned engineering, planning, design, and also construction works and other project activities.
• Overseeing and coordinating the administration and approval process; providing updates schedule information as necessary.
• Overseeing the negotiation, development and preparation of third-party contracts for a variety of constructions projects and other services, including ensuring transparent and accountable tendering processes.
• In consultation with the Country Program Director (CPR) be responsible for the planning, developing, negotiating, and administrating formal agreements as well as permits with third parties, including UN agencies, local and international organizations, local government authorities and service providers in Upper Nile State.
• Negotiating service agreements and managing associated costs and revenues
• Working within collaboration and coordination with partners and other stakeholders to ensure proper and comprehensive project implementation.
• Oversee the effective planning, implementation and review of project activities including construction of infrastructure, fleet management, fuel management and workshop management in Upper Bnile State.
• Overseeing the scheduling, procurement and timely delivery of materials and equipment to project implementation, ensuring compliance with AIRD and donor procurement policies and procedures.
• Conducting regular monitoring visits to project sites and write up site visit notes for each visit.
• Assessing the sustainability and environmental impact of projects
• Producing and submitting to the CPD, monthly reports and regular updates including project progress in %.
• Undertake operational analysis, identify gaps and areas requiring improvement, and develop and implement action plans.

3. Other Duties:

• Undertake any other appropriate level duties as may be assigned by the Country Program Director (CPD).
• Contribute towards the development, implementation and review the country strategic plan, and work closely and collaborative to assist AIRD South Sudan achieve its objectives.
• Deputize for the Country Program Director (CPD) as requested.

Required Languages:

Must be conversant in English, and Arabic (spoken) and Knowledge of local dialects is an advantage.

Minimum Qualifications:

• Bachelors or master’s degree in Operations and Logistics Management, Project Management or related field.
• A minimum of 7 – 10 years of field experience in Operations and Logistics Management with 5 years of managerial or supervisory experience.
• Good working knowledge and experience in warehouses, fleet, fleet and workshop management.
• Experience and knowledge of procurement of goods and services.
• Proficiency to use MS Office suite of applications and other IT systems
• Ability to write clearly articulate proposals, reports, and correspondence
• Experience working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset.
• Experience and knowledge in safety and security management with the ability to work in and support staff in volatile and insecure environments.
• Experience with South Sudan and its operational context is a valuable asset.

Knowledge, skills and abilities:

• Knowledge of project management.
• Knowledge of donor groups and/or issues related to the program area.
• Strong management, analytical, communication and problem-solving skills is necessary along with capacity to identify and articulate potential problems and provide possible solutions in concise and clear manner.

Personal characteristics:

The Project Manager should demonstrate competence in some or all of the following:

• Analytical Aptitude: Possess excellent analytical skills and continually examine things and think of ways to help things work better. Should be naturally inquisitive.
• Attention to Detail: Pays meticulous attention to detail. The slightest error can cause an entire structure to fail, so every detail must be reviewed thoroughly during the course of completing a project.
• Creative: Should be creative and can think of new and innovative ways to develop new systems and make existing things work more efficiently.
• Think Logically: Has top-notch logical skills. Should be able to make sense of complex systems and understand how things work and how problems arise.
• Mathematically Inclined: Possess good math skills.
• Technical Knowledge: Possess a vast amount of technical knowledge; understand a variety of computer programs and other systems that are commonly used in operational and project management.
• Behave Ethically: Understand ethical behavior and practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization
• Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
• Focus on Donor Needs: Anticipate, understand, and respond to the needs of internal and external donors to meet or exceed their expectations within the organizational parameters
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
• Lead: Positively influence others to achieve results that are in the best interest of the organization
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions, in conjunction with the C.P.D., which are timely and in the best interests of the organization as authorized
• Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem
• Ensuring value for money i.e. program/project monitoring
• Ability to work under hardship environment and with minimum supervision