Job Porpuse

This is a full-time, grant-funded Project Coordinator post based in (Herat) Province. The Coordinator will be responsible for providing the leadership for implementation of (Child Rescuer Project) funded (Health, FLS and Protection) project in selected locations. Working under the leadership of Zonal Manager and guidance of (FSL and Health/nutrition) Sectors, the Project Coordinator will provide supervision to (9) staff responsible for implementing the various activities of the project. S/he will ensure that all project targets are reached, plans, reports and documentation of evidences are in place and coordination with stakeholders are done.

Major Responsibilities 

1. Leadership:

• Demonstrate World Vision’s core values, vision and mission in all aspects of the role.
• Build a team of highly committed and competent staff, ensuring cooperation and coordination among relevant staff within the Project.
• Provide leadership and direction to the overall project.
• Create a learning environment in which staff regularly reflect, learn from mistakes and use lessons for personal growth and to revise work plans to improve ministry impact.
• Ensure that staff and partners understand and follow the World Vision (WV) child protection policy and that awareness-raising on child protection, response and incident reporting is occurring.

Project Management (Quality Implementation)

• Coordinate with program, finance and administration staff to ensure operational systems are in place to support field activities.
• Ensure that the program systems and staff are working to achieve the project goals and objectives and that the project is maintaining World Vision and donor accountability standards.
• Ensure appropriate structures, internal and external standards, staffing, resources and policies as well as all grant requirements are adhered to.
• Ensure clear understanding of project assumptions by all project staff to aim at effective and timely achievement of project goals, outcomes and outputs.
• Ensure that all terms and conditions agreed in the signed MoUs with donor and government departments are adhered to throughout the life of the project. Ensure that all project activities meet core humanitarian and government standards.
• Manage and mitigate any risks within the Project that could have financial, Human Resources (HR) or Legal consequences or negatively impact ministry or World Vision reputation.
• Ensure that proper community development practices and “Do No Harm” practices are incorporated and upheld throughout the planning and implementation of the project.
• Provide managerial guidance and support to the project staff in order to implement the project components timely and smoothly.
• Prepare and submit procurement plan in close coordination with the team.
• In coordination with WV Afghanistan’s Programs Department, regularly monitor and evaluate the progress of the project.

2. Documentation

• Ensure proper documentation of project processes is upheld, i.e. distribution plans, beneficiary lists, voucher requisition, distribution reports, working with all stakeholders.
• Prepare and submit timely and period reports (monthly, quarterly), management reports, and other reports as needed.
• All information, data and reports generated in this project belong to WVI. Therefore, it is mandatory to take care all the information especially the key documents and back up the information on regularly basis.
• File all contracts and agreement with communities.
• Under the guidance of MEAL Coordinator, establish the Complaints response mechanisms (CRM) at community level.
• Handle community complaint promptly and responsibly. Ensure all complaints are registered and filed. Record action taken to resolve complain.

3. Liaison and Networking

• In coordination with the Zonal Manager, establish and maintain liaison with relevant government departments.
• Represent World Vision in local coordination forums and liaise with government officials and donors, UN-bodies and other partners wherever appropriate and required.
• Create an enabling environment for dialogue, information sharing, partnerships and, and cooperation between local communities, government structures and project partners when delivering project interventions.
• Maintain excellent working relations with partners and other contractors.
• Coordinate closely with other NGOs in the area to ensure complementary programming.
• Effectively represent WV operations and mission when accompanying visitors, e.g. donor and/or Government representatives, journalists and other delegations to project sites.

4. Reporting and Administration

• Ensure accurate quality narrative and financial reports are submitted in a timely manner and according to donor requirements. Work closely with Program Officer in ensuring that all reports meet donor requirements.
• Track the performance of the project activities and outputs against expected results and adjust implementation processes to ensure the project is progressing towards the intended outcomes.
• Analyse the impact of project and promote learning by documentation of best practices. Use this information to support decision- making processes.
• Track project progress, project
• expenditure against approved budgets, anticipate any deviations and recommend and take action on relevant and required adjustments.
• Track project risk in order to timely adjust and implement the existing contingency plan.
• Travel regularly to all project sites to ensure proper implementation of project activities.
• Create and present monthly summaries of project activities and future plans to World Vision Afghanistan leadership.
• Submit necessary information/progress update for the FSL and health sector for updating the respective cluster report hubs

5.   Personnel Management

• Manage project staff across (Health, FSL and Protection) Sectors.
• Coordinate and oversee the hiring process for project staff.
• Coordinate and implement new employee project orientations and trainings.
• Monitor staff performance and raise any issues with Human Resources if necessary.
• Initiate and perform, with support from others, staff performance appraisals.
• In coordination with P&C, maintain accurate employee data files and oversee completion of routine issues such as contract renewals, leave, salary adjustments.
• Identify staff capacity needs and undertake pro-active on-the-job training to strengthen their capacity to deliver interventions.

6. Financial Management

• With support from WV Afghanistan’s Finance Department, assume primary responsibility for budget reviews and monthly financial reports, highlighting concerns as they arise.
• Ensure high standards of stewardship and accountability for all resources. Work with the Regional Finance Officers, Administration Officer and other departments to build a strong internal control environment, ensuring compliance with WV and donor financial policies and procedures and promoting a culture of transparency and accountability.
• Ensure proper coding and budget availability of all project expenses.
• Oversee the submission of monthly cash requests for project operations.
• Ensure contractors and creditors are paid in a timely manner.
• Review and approve expenditures and contract according to assigned levels of authority.

7. Security

• Ensure that organizational security measures and directives are integrated into project.
• Alter project methodologies as necessary to accommodate changing security situations, and ensure the donor is informed/modifications are requested.
• Monitor the security situation daily, report as necessary and adjust national staff travel plans as required.

Other

• Adhere to WV Child and Adult Safeguarding policy and standards.
• Adhere to WV accountability standards.
• To be aware and prepared to implement WV Afghanistan Humanitarian and Emergency Affairs plan in targeted province/s.