ROLE PURPOSE:
The Educate A Child project manager will be responsible for the overall management and leadership of a large-scale three-year education project that is designed to support out of school or marginalized children in refugee camps and host community in Gambella Regional State. S/he is accountable for effective and timely implementation of the project and efficient utilization of funds to achieve the intended project outcomes.
The incumbent will also be responsible for managing all aspects of the project including meeting the objectives of the project while providing overall technical, administrative, operational, and logistical management, with a focus on achieving the results. The ECA Project manager will ensure adherence to overall technical and programmatic quality in implementation and the timely submission of all deliverables to the donor, including annual work plans, performance-monitoring plans, and periodic reports as required. S/he will act as the key liaison between government, donor, partner agencies, consultants and all other counterparts concerning EAC project in Gambella.
The role holder will also have close working relationship with Gambella field office manager, South West Hub Program Operations Director, country office Senior Education Technical Specialists and Education Thematic Director, country office support team including finance, award, supply chain, HR, Safety and Security as well as international program experts of SC Korea member teams.
Position Detail:
Job Title | Project Manager-EAC |
Place of Work | Gambella |
Program/Unit | Education |
Monthly Salary in ETB | As per the organization scale |
No. of Positions | One(1) |
Length of Contract | 1 year contract with high possibility of extension |
Opening date | 16-September-2019 |
Closing Date | 26-September-2019 |
Key accountabilities
The EAC Project Manager has the following main responsibilities and accountabilities:
Project Management and Monitoring:
– Make sure that the project is implemented in accordance with the donor agreement and requirement, signed LOU and MOU.
– Provide overall technical, strategic, planning, financial and monitoring and evaluation guidance to the project teams in eleven-host community woreda and two refugee camps in Gambella region to achieve timely project results.
– Leading the team of Project staffs, and being responsible for achieving the overall goals and objectives of the project in accordance with project agreements, SCI policies and donor requirements.
– Conduct regular team meetings with project staffs to review and monitor the progress of the project.
– Maintain efficient and effective operating systems, and ensure compliance with Save the Children’s Quality Framework and Minimum Operating Standards
– Lead the preparation, review, and periodic revision of the project Detailed Implementation Plan (DIP), work plan and procurement plan
– Ensure that project staffs prepare coordinated monthly, quarterly and annual work plans linked to project results and the budget.
– Provide guidance and support to all project staff in order to ensure that the grant is implemented effectively, has high impact, and meets donor requirements.
– Support the beneficiary communities through the streamlining of project activities and promoting field coordination with the other sectors and actors.
– Carry out field-based needs assessments and gap analyses, including risk and vulnerability assessments for the project.
– Ensure that an effective monitoring and performance management system is in place and used for achieving prior agreed targets in relation to programme activities, budget allocations and financial expenditures, ensuring that value for money can be effectively demonstrated to the donor.
– Oversee the implementation of the project in the field and monitor the progress on a regular basis through field visits and meetings with project staff, children, communities, partners, local and regional government, and other key stakeholders.
– Prepare programmatic and financial reports for SCI Members, government and Save the Children as required, ensuring these are of a high quality and submitted to the member office in a timely manner.
– As primary budget holder for this project, he/she will be responsible for the overall management and the revision of a realistic budget, authorizing and monitoring expenditure in line with the budget and donor guidelines, Save the Children grant management and financial guidelines and SoD.
Budget Management/ Budget Holding Responsibilities
– Manage and monitor EAC project budget in line with the country office scheme of delegation, ensuring compliance with donor rules and accurate and timely financial reporting.
– Lead the preparation of project phased budget.
– Ensure that budget for EAC project accurately reflects anticipated costs of planned work at all times.
– Ensure that the project budget is entered into Agresso (Financial Management System) and mapped with the necessary budget codes
– Prepare and implement pipeline analyses and quarterly spending targets.
– Ensure the financial records relating to the project budget are accurate and in line with policies and procedures set out in the Finance Manual
– Monitor, analyse and report significant variances between budget and actual expenditure
– Keep a record of all committed costs in relation to procurement of goods and services for EAC project
– Ensure to get prior approval from the Save the Children Korea Member (and/or donor) for incurring costs on any individual budget line that are more than budget line flexibility as per fund summary and review with awards unit for variations 10% above the costs budgeted for that line item.
– Be fully aware of the grant compliance regulations for the donor.
– The post holder will need to ensure all sub-grant holders are also fulfilling their budget holder responsibilities.
– Highlight and prepare, together with the award unit, documentation for any project modifications, amendments or extensions, which require donor and/or Government consent and approval. Ensure such changes are made in close consultation with the Gambella Field office Manager, Award, Finance staff and all relevant project staff and senior managers.
Staff Management, Mentorship, and Development
– Ensure that the project is appropriately staffed across the project sites including the appropriate combination of expertise across technical and operational areas.
– Participate in the recruitment of project personnel in accordance with Save the Children HR policies and procedures.
– Ensure that all project staffs have updated job descriptions, work plans, and clear lines of communication and reporting.
– Ensure that all project staff, including implementing partner staff, comply with Save the Children’s Child safeguarding and other policies.
– Lead, manage and motivate the project team, ensuring that they have clear performance goals and receive meaningful feedback on their performance on a regular basis.
– Create an atmosphere that induces open communication and maximizes skills/experience sharing among the team members.
– Identify staff development opportunities, as per EAC project needs and coordinate the implementation with HR department.
– Work with the Gambella Field Operations Manager to ensure effective performance management of matrix managed staff team ensuring that all staff understand and are able to perform their role effectively
– Manage direct reports; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly
Construction related responsibilities
– Organize in-house program operation support and facilitate external support required by the team
– Conduct stakeholders’ consultation (community & local authorities) regarding the project, maintenance plans & responsibilities
– Ensure SCI construction procurement policies and procedures are regularly maintained
– Act as voting member on committee
– Check that complete documents are organized, distributed and kept for use and review by the stakeholders
– Coordinate and manage the overall EAC project construction activities
– Consistently do follow up on the actual construction related progresses to meet deadlines
– Conduct joint project site visit and give feedbacks to key project stakeholders regularly the EAC Project Manager (or delegate) must check each milestone against the agreed work plan
– Take actions on findings observed during supervision and feedbacks received from key project stakeholders
– Review construction progress report received during project site visit and monthly report(construction trucker update) and give feedback; comment and recommendation if any
– EAC project Manager should sign off and submit documents to supply chain unit any form of supplementary agreement, contract amendment, MoU and variation order
– Ensure the advance payment is paid on time.
– Submit complete document required by SC to facilitate interim and final payment; T-off, SOM, Payment certificate, provisional handover certificate, progress report and pictures for physical work
– Arrange preconditions for the stakeholders (Contractor, SCI, Community and Gov’t representatives) and coordinate taking over i.e. for provisional handover, similarly oorganize final handover process and compile provisional handover certificates signed and stamped by all parties.
– Refer the status in the construction progress tracker and take necessary actions on time. i.e. retention, maintenance plan vs defect liability period
Partnership Management
– Ensure effective joint working with partnerships are maintained and functioning properly as per signed contract agreement with partners
– Ensure the project has approved government agreements and adheres to government reporting requirements in a timely manner.
– Undertake advocacy with Government partners and officials as well as donor representatives and other external visitors. In particular ensure there is a system for networking and communication with local government partners, relevant line departments and community representations in the project area(s). Be able to clearly explain project activities and objectives, related policy issues and the project’s contributions to wider Save the Children goals and objectives.
– Nurture strong relationships with Save the Children’s partners working on the same and various sector.
Coordination and Representation
– Represent the EAC project and Save the Children at different fora.
– Coordinate and liaise with the government, NGOs, Civil Society organizations and other agencies.
– Coordinate effectively with other NGOs and UN agencies that are working in education on marginalized children.
– Build a productive working relationship with relevant Ethiopian government bodies at the local, district and regional levels.
– Work with the finance, supply chain and award departments in order to ensure the effective management of the project budget, with full compliance to the donor regulations.
– Build a productive working relationship with relevant departments such as PDQ, HR, Finance, Award, Supply Chain, etc.
– Liaise with the Monitoring, Evaluation, Accountability and Learning (MEAL) unit in order to measure the qualitative impact of the project.
– Coordinate with the Communications Department for the publication of best practices and lessons learned for a variety of external stakeholders and audiences.
Reporting and Documentation
– Develop and implement an effective and efficient reporting system
– Play a leading role and eensure preparation of timely and high quality periodic progress reports as well as in documenting case studies of successes, challenges, lessons learned, and other project-related feedback.
– Prepare a monthly written update to the Field Operations Manager, report on project progress, and discuss project implementation on monthly meetings.
– Share/disseminate best practices and lessons learned from the project internally and externally
– Assist organizational learning for education best practices that can be used in manuals, booklets, and brochures.
– Collate incoming data from field activities, baselines, end lines, and other assessments.
– Create EAC project virtual team for regular follow up and monthly monitoring calls.
– Ensure proper documentation of the project
– Perform any other activities based on line manager’s assignment
SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
– Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
– Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
– Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
– Widely shares their personal vision for Save the Children, engages and motivates others
– Future orientated, thinks strategically
Collaboration:
– Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
– Values diversity, sees it as a source of competitive strength
– Approachable, good listener, easy to talk to
Creativity:
– Develops and encourages new and innovative solutions
– Willing to take disciplined risks
Integrity:
– Honest, encourages openness and transparency
Job Requirements
– Bachelor’s degree in Education, development studies, project management, social science or equivalent.
– Recommended a minimum of 6 years’ experience in a corporate or NGO environment managing education projects. And out of each 2 years in managerial position
– Substantial experience in all aspects of project management within the NGO development and humanitarian sectors including refugee response program and camp coordination.
– Excellent knowledge and understanding of the Ethiopian education policy, strategies and programs.
– Experience working with the regional education bureaus at regional and woreda level
– Highly developed interpersonal and communication skills including influencing, negotiation and coaching
– Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
– Demonstrated experience of developing and managing relationships and funding from prominent donors such as Educate A Child, and Save the Children members.
– Experience of working within a complex and matrix organization structure
– Experience of managing and shaping programmes to deliver greater efficiency and effectiveness, and of strengthening implementation of financial control processes
– Solid budgeting skills and proven experience in financial management.
– Ability to present complex information in a succinct and compelling manner
– Fluency in English, both verbal and written,
– Willingness to travel extensively and to work in harsh and difficult physical conditions in areas of potential insecurity around Gambella region.
Desired;
– Master’s degree
– Experience on field based education project management
– 2-3 years progressively advanced management experience in project management specially management of Educate A Child (EAC) or similar projects as well as proven ability to work in culturally diverse and challenging environments.
This role is offered on the basis of national terms and conditions only.
The Organisation
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.
We are working towards three breakthroughs in how the world treats children by 2030:
– No child dies from preventable causes before their 5th birthday
– All children learn from a quality basic education and that,
– Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.
More Information
- Job City Gambela