Project Coordinator (Integrated project: Grants projects)

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.

ROLE PROFILE

Dimensions of the Role

The Integrated, Protection, Sexual Reproductive health, Education, and livelihood Project Coordinator will be responsible for the integrated implementation of all components of project activities. The incumbent, with the support of the Monitoring & Evaluation, supply chain, finance, safeguarding and security departments to ensure the implementation/operation and overall management of the project. While coordinating and implementing the project, he/she will ensure that implementation is on schedule and within budget. The incumbent will also interface with and support the project team members.

Project Management

– Provide technical advice and capacity for project management, including implementation, monitoring and evaluation of activities;

– In collaboration with the Component Managers, ensure timely and quality implementation of project activities in accordance with Plan International and donor standards and requirements;

– Organize and manage appropriately the planning, implementation and evaluation of the Protection component of the project, as the parent component;

– Design, develop and implement any strategy, mechanism, tool and guidance material to ensure successful implementation of the project’s activities

– Preparation, in collaboration with the different component managers, of financial documents to be submitted to the supervisor for approval;

– Leadership/organization of regular monitoring visits and, if necessary, review and modify project action plans;

– Responsible for the preparation of all narrative and financial reports (with support from the Finance and Grants departments, as well as the CPiE Specialist’s technical review) in accordance with donor and Plan International requirements;

– Ensure compliance with donor requirements (rules, procedures):

• Tracking and management of project budget, including procurement and distribution of resources, time management, work plans and records;
• Timely and accurate monitoring and financial and narrative reporting.

• Develop concepts notes and projects proposals for resources mobilization

Monitoring, Evaluation, Accountability and Learning

– Management of project monitoring and evaluation operations in accordance with Plan International and donor policies and procedures;

– Establish the project memory by organizing the collection, consolidation, and archiving of project-related data, as well as the establishment and operationalization of databases necessary for the capitalization of the project, in collaboration with the Data Management and Monitoring & Evaluation Coordinator;

– Identify and share with the Programme Influencing and Implementation Area Manager, any opportunities, constraints or readjustment needs related to the project;

– Manage project reporting by preparing and submitting to the Programme Influencing and Implementation Area Manager the various required reports on time, namely weekly, monthly and quarterly program reports, as well as any useful report requested by the supervisor and the donor.

– Coordinate with M&E to conduct needs assessments, baseline studies, document lessons learned and share best practices to improve on programme/ project quality.

Information and Coordination

– Management of partnership relations with various stakeholders in the implementation of the project, including state structures, communes, committees,

– Organize monthly and quarterly meetings of the project team, validate reports and action plans of the components;

– Representation of Plan International Cameroon in coordination mechanisms related to the Project’s areas of intervention, including meetings of the protection sector group (child protection working group and SGBV working group).

Human Resource Development

– Facilitation, management, supervision and capacity building of the Project team, partners and communities (community relays and social workers, focal points…) in strategies, approaches and protection of children;

– Mentor and supervise the project team, including performance reviews of all project staff;

– Support the integration of activities across project components.

Resource Mobilization

– In collaboration with Data Management and the M&E Coordinator,  Specialist and/or Livelihood Specialist develop project summaries, lessons learned and best practice documents that could inform new project ideas;   

– With technical support from the CPiE Specialist, the EiE Specialist and/or Livelihood Specialist develop Concept Notes and new funding proposals, particularly in the areas of Protection (Child Protection and SGBV), Livelihoods and Education;

– Perform any other tasks assigned by the supervisor.

Key end results and typical responsibilities:

“Work” done (what) and “why” (why), but not “actions” or “how” (how); include indicators of success.

Monitor the implementation of activities to ensure compliance with project planning, objectives, and donor and Plan International Cameroon strategies and procedures;

Ensure in particular the planning, proper implementation and evaluation of all project components of the project.

Ensure the development of initiatives and strategies to ensure a good fit with the humanitarian context and the effective and efficient implementation of activities of all project components;

Ensure full participation of stakeholders in all stages of the Project and maintain good relations between them;

Conduct visits, host communities and partners to monitor and supervise the implementation of project activities;

Organize the meetings of the project team, validate the reports and action plans of the different components of the project;

Animate, supervise and monitor the Project team and ensure capacity building as needed;

Write and submit weekly, monthly and quarterly Project reports in a timely manner, as well as any useful reports requested by the supervisor and the donor;

Organize monthly project management meetings with the team and quarterly progress meetings with donors, beneficiaries and partners;

Facilitate the evaluation of the project according to the principles and procedures of the donors;

Ensure that the results of evaluations and recommendations from management and partners are taken into account in the implementation of the Project;

Review the financial reports of the Project in accordance with the narrative reports;

Coordinate the elaboration of the ToR of the activities with the component managers;

Facilitate the collection, consolidation and archiving of data related to the Project;

Ensure the establishment of a database on the achievements of the Protection component; as well as the operationalization and exploitation of all the databases set up within the framework of the project, in collaboration with the Data Management and Monitoring & Evaluation Coordinator;; 

Ensure the management of partnership relations with the various parties;

Represent Plan International Cameroon in coordination mechanisms and working groups related to the Project’s areas of intervention, with a particular focus on the Protection sector working groups

Ensure that gender, child protection, risk reduction, resilience and conflict sensitivity issues are taken into account in the implementation of the Project;

Contribute to the mobilization of additional resources through the development of Concept Note and Proposal

Carry out any other task assigned by the hierarchy.

Managing Problems:

Application of the knowledge required for the position, complexity of the problems managed and the degree of investigation, analysis and creative thinking required to solve them.

The major challenge will be to ensure ownership of the approaches promoted by the donor and Plan International in terms of protection (including child protection and the fight against GBV), early childhood care and development, and empowerment of displaced persons (both refugees and IDPs), and community mobilization. To do this, the Project Coordinator will demonstrate

Proactivity resulting in a strong capacity to analyze and propose solutions;

A high sense of discernment;

Ability to work under pressure;

Ability to work under pressure; Ability to meet deadlines of the established schedule;

Team spirit and coordination.

Communication and working relationships:

Working contacts inside and outside the organization; Includes purpose and level (high, medium, low) of contact.

Internal

– Maintain high level contact with the, Programme Influencing and Implementation Area Manager as well as Plan International Cameroon’s Technical Advisors involved in achieving project results (Child Protection in Emergency Specialist, Livelihood Advisor, Education Advisor, Gender Advisor,)

– Maintain relationships with the Component Managers, the Accountant, the Data Management and Monitoring & Evaluation Coordinator and all project staff for discussions, planning and evaluation of project activities.

External

– Collaborate with communities, refugee committees and leaders, IDP representatives, traditional leaders of host communities, and other community leaders to facilitate monitoring of project beneficiaries;

– Collaborate closely with donor focal points;

– Collaborate with United Nations agencies and other NGOs involved in assisting refugees and IDPs and maintain an exemplary partnership with the decentralized services of the State, particularly with the regional and departmental delegations of the : MINAS, MINPROFF, MINEDUB, MINADER, MINADT).

Technical expertise, skills and knowledge

Essential

– Masters or University degree in social sciences, Education, legal sciences, rural economics, rural development, project/program management or similar fields;

– At least 5 years of experience in the design and planning of projects on Child Protection, Education, Sexual and Reproductive Health, and/or Gender Based Violence as well as the management and implementation of this type of project, with a perfect knowledge of the planning, programming and monitoring/evaluation procedures of projects;

– The candidate should hold a PMP, CAPM or Prince 2 certification (mandatory)

– Have experience in the implementation of integrated projects with several components;

– At least 5 years of continuous experience in humanitarian project management;

– Practical and relevant experience in emergency interventions;

– Solid experience in project management with large budgets;

– Strong experience working with vulnerable people;

– Skills in statistical data analysis, evaluations, social impact assessments, or similar;

– Bilingual (well read and written English or French) plus experience working with one of the two languages)

– Be computer literate and have good reporting skills;

– Have a good knowledge of international texts on children’s rights and the rights of displaced populations (refugees and IDPs);

– Knowledge of the texts on refugee status, Plan International’s policy on protection, community mobilization, gender, the fight against GBV, education and health would be an additional asset;

– Good knowledge and understanding of established humanitarian principles, the humanitarian code of conduct and international child protection standards.

– Demonstrable technical expertise in the implementation of child protection responses at the community level;

Personnel management:

• Practice excellent human resources management, supporting the development, promotion and retention of a motivated team, made up of qualified and experienced personnel.

• Team building and maintenance: establish, agree, communicate and monitor standards of performance and behaviors for the operations support unit. Team’s JDs, objectives, and key performance indicators (KPI’s) are agreed annually, and monitored and updated quarterly
• Identify gaps in staff and / or skills and ensure that these gaps / needs are met, support the recruitment of all staff in the supply chain area and oversee the department on a day-to-day basis.
• Provide feedback through regular performance reviews.
• Ensure that the disciplinary rules imposed on staff follow a progressive methodology that allows for clear and structured improvement.
• Develop a long-term, sustainable quality leadership plan, by implementing staff development plans and succession plans.

Compliance and management of country operation related policies:

• Policies and procedures: coordinates with relevant heads of Department/Section so that systems and processes are in place to comply with Plan global policies, standards and procedures and legal requirements in the areas of finance, administration & logistics, ICT and security.
• Security: oversee security planning and management in the country and ensure that all Plan offices (CO and PIIAs) have developed standard operating procedures (SOPs) and contingency plans consistent with global security policy and procedures.
• Health and Safety: oversees the development and implementation of health and safety standards in compliance with the host country laws and Plan’s global health and safety policy;
• Loss and Incident reporting: report timely and consistently all losses and incidents, including updates, to the International Headquarters

Strategic planning, reporting and support to programs delivery

• Strategic planning: contribute to the strategic development and management of the country Support to programs: Oversee the planning and delivery of all general services and logistical requirements of program work in line with established procedures e.g.: procurements, storage, transportation and distribution;
• Ensures there is an effective procurement plan designed and implemented for each project, from planning stage, to procurement and distribution to final beneficiaries.
• Budgeting: Participate in the coordination of the preparation, consolidation, analysis and submission of country and PIIAs budgets.
• Reporting: coordinate the reporting process, in particular quarterly and annual reports, including timely submission of all required reports and implementation of follow-up actions and recommendations.
• Dealing with Problems/Problem solving : Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them
• Ability to quickly understand and assimilate the complexity of Plan’s business model, systems and procedures, organizational structures and decision-making processes;
• Legal and regulatory: oversees the review of agreements and contracts and ensure compliance with the host country laws and regulation, ensure the interface with the legal advisors, timely report all potential legal cases to legal advisors as relevant;

Skills

– Communication Skills;

– Great planning and organizational skills;

– Influence and persuasion;

– Strong analytical and problem-solving skills;

– Excellent writing skills (English and French);

– Strong synthesis skills;

– Ability to work in a team environment;

– Ability to work independently and under pressure;

Behaviors

– Promote the spirit of high performance;

– Be open to criticism;

– Lead by example and respect partners;

– Be focused on achieving program objectives;

– Have a good approach to time and priority management;

– Communicate in a style that inspires confidence and professionalism and builds credibility with current and future employees;

– Be discreet and maintain confidentiality;

– Be flexible and dedicated.

Physical Environment and Requirements:

This may be a “typical administrative environment”; Note if the position includes heavy lifting, climbing, extensive travel, etc.

– Mature and personally balanced to deal with distress, patient and optimistic;

– Be able to handle discontent;

– Be available and physically fit to perform the job;

– Ability to work in a multicultural environment.

– Ability to work under pressure and at any time of the day or night.

– Work both in the office and in the field through frequent visits: the Project Coordinator will spend at least 60% of his/her time in the field coordinating and monitoring activities during the period.

– Ability to work in multiple locations and on the move.

Plan International’s Values in Practice

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.

We work well together

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

5. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
6. Builds constructive relationships across Plan International to support our shared goals.
7. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
8. Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment

The position holder will work in a typical office environment with some of his/her colleagues in the same office environment and others in the field.

Level of contact with children

Mid contact- the job responsibilities of this position does will require the post holder to occasionally have any one-to-one contact with children.

We strongly encourage female applicants.

Location:  Bertoua

Closing Date: 04th August 2022

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.