Job title: Project Coordinators

Location: North: Sana'a with regular visits to Al-Hodeidah, Hajjah, Taiz and Ibb. South: Aden with regular visits to Hadramawt (coastal), Hadramawt (valley), Lahj, Marib and Ta'iz.

Number: 2

Start date: ASAP

Duration: 10 months

Deadline: 16 October, 2022

About YDN

Yemeni Development Network (YDN) for NGOs is ,non-governmental and non-profit established in 2003. In 2014, YDN was obliged to utilize its accumulated experiences and sophisticated resources to respond to the devastating humanitarian situation developing as a result of the ongoing conflict. This was interpreted in the provision of live-saving services through the implementation of various humanitarian projects in the most affected areas optimally by including local communities in decision-making and reflecting their opinions, as possible, in the interventions.

In addition to the persistent advocacy toward cardinal issues, and involving emerging NGOs in the implementation of the humanitarian interventions to help build their capacities in a way that doesn’t affect the substantial goal.

JOB PURPOSE:

The Project Coordinator will be responsible for overseeing the management of the project at the national and local levels (South/North) and providing operational and technical support to field staff. S/he is also responsible for All project inputs, in consultation with the Project Manager who leads the overall project, to support program strategy, external representation and coordination with the project’s counterparts - UNDP, Government authorities of Yemen, and at cluster level.

The Project Coordinator will ensure quality and timely implementation of all planned activities, in line with the given budget to ensure quality, effectiveness and efficiency of YDN work. The coordinator will work closely with Project Manager to give support and guidance to the strategic direction of the project, as well as the training field assistants and support team on the ground to ensure smooth implementation S/he will also facilitate coordination with the government bodies and partner organization and conduct field visits

Main Duties and Responsibilities:

Planning

• In collaboration with the Project Manager, to lead the project’s strategic, technical, financial, and operational planning, including the development of an appropriate exit strategy.
• Ensure robust planning and project management processes are in place, following YDN program methodology and UNDP guidelines and good practices.
• In collaboration with the Project Manager and Project Officers, to develop detailed implementation plans and ensure that the plans are being implemented according to budget, time, and quality parameters of YDN.
• Develop a weekly and monthly work plan for the project, and support Project Officers in preparing individual weekly work plans and review their performance on a weekly and monthly basis.
• Actively contribute to procurement planning, ensure all Procurement Requests are submitted on time, and follow up Procurement Requests avoiding potential delays in coordination with respective operational and technical departments.
• In coordination with Finance department and consultation with the Project Manager, ensure accurate phased budgets are prepared, monitor financial and accounting transactions making sure everything in line with budget, and reported in time and according to UNDP and YDN relevant templates and system.
• Ensure that activities are appropriately planned, and that delays and constraints are documented on a timely basis and that solutions identified and challenges beyond them are escalated to the Project Manager.
• Develop weekly transportation and field trips plans and supervision checklists and reports in advance of the trips and report back to the Project Manager.

Program management and reporting

• Oversee the timely and quality submission of all deliverables to the Project Manager, including monthly, quarterly and annual narrative progress reports, work plans, performance indicators, and regular results reporting as needed in addition to overall quality control and reporting of the project.
• Coordinates all activities related to project, including but not limited to trainings, Coordination with the relevant authorities and ensures timely achievement of project’s milestones and objectives.
• Ensures quality filing and reporting systems for project activities, feeding into reports to donors on implementation progress and achieved results.
• Play a leading and substantive role in developing and implementing program activities.
• Coordinates M&E data, activity results, and documentation with Search DM&E Coordinator and Project Manager.
• Keeps Project Manager informed of progress achieved and challenges faced (through regular reports).
• Prepares regular reports and documentation of activities conducted.
• Draws up reports and presentation documents in relation to the project’s activities and achieved results.
• Formulates appropriate input for various project reports including annual reports and specific reports.
• Ensures implementation of activities as per the work plan and all related documents and logistics are prepared and approved.
• Carries out frequent field visits to targeted districts to manage and supervise project’s activities and gives feedback and guidance to implementing local partners, facilitators and consultants.

Coordination and representation

• Coordinate with relevant local authorities, governorates-level, and other relevant key stakeholders such as INGOs, local NGOs, and community-based organizations in the implementation of the project at the national and local level (South, North).
• Work closely with the coordinators, officers and assistants to ensure all the SIERY trainings and activities are reported to the UNDP SIERY project.
• In collaboration with all relevant field coordinators and training personnel, engage with the participants of TOT trainings at the central, governorate and district levels to effectively monitor the implementation and impact of the SIERY project on accountability standards, including issues of training quality and effectiveness.
• Pursue and promote the principle of multi-sectoral integrated programming both within YDN and with other development agencies working in Yemen.
• Foster collaborative, transparent and accountable relationships with partners.
• Represent YDN in a professional manner in programming matters with local authorities, relevant clusters, INGOs/NGOs and communities and participates in relevant meetings with these partners.
• Collaborate with YDN’s different departments and thematic sectors, and other team members to ensure synergies and consistency in our programming approaches

Partnership management

• Act as primary focal point for the government bodies and stakeholders, ensuring that all the activities are supported, implemented and monitored effectively to achieve the project goals
• Facilitate regular meetings with the government stakeholders and relevant bodies to ensure all activities are well planned and coordinated
• Carry out frequent monitoring of training activities and ensure technical and operational support is provided as required

People Management, development and capacity building

• With guidance from the Project Manager, strategically plan staffing needs to implement the program, supporting the timely recruitment, orientation, and training of new staff as required especially for project officers, assistants and the community volunteers.
• Manage and supervise direct reports to ensure that they have clear objectives and received meaningful feedback on their performance.
• On job support and training for the Project’s Officers and Assistants and with the support of the Project Manager ensure they are supported to undertake regular trainings and other technical trainings with respect to their duties, with a special focus on accountability standards.
• Develop a clear detailed implementation plan of the project outlining clear roles and responsibilities for the team members with timelines.
• Facilitate training for staff according to identified and prioritized needs.
• Ensure staff and volunteers understand YDN policies and report any concerns.
• Give constructive feedback to team members especially the direct reports in order enhance capabilities and responsibilities of the team.
• Work to ensure that the workplace is inclusive, and the talents of individuals are guided to achieve synergies and individuals and organizational success.

Monitoring, Evaluation and Accountability and learning

• Lead project coordination meeting with relevant team members to monitor the progress, identifying actions and adapting the work plans on bi-weekly/ monthly basis.
• Support the MEAL staff in drafting and finalization of the MEAL deliverables (Monthly report. MEAL plans, baseline & end line reports, jointly with MEAL team.)
• Working closely with MEAL team, implements M&E systems in project sites s/he is responsible for and ensure that the agreed tools are used properly.
• Conduct regular field monitoring visits according to requirements and plans, ensure quality of project reporting and flag any concerns to the Project Manager.
• Support the Project’s Officers and the data management staff to ensure that the project has reliable, verifiable and timely data.
• Ensure MEAL data is received from the government stakeholders in a timely way and that MEAL support is provided as required
• Coordinate regular and timely updating of the Project’s data on the YDN databases and MEAL plan.
• Ensure accountability systems are in place, accessible, and that feedback is responded to.

General

• Comply with YDN’s policies and practices with respect to safeguarding, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.
• Take appropriate, coordinated, and consistent actions to handle situations of personal risks and risks for others.

Additional job responsibilities

• The role of the Project coordinator is not limited to the specific duties mentioned above. It is subject to change with the evolution of the situation on the ground and in accordance with YDN’s vision and mission. As such, the Project coordinator is required to manage all unforeseen issues and circumstances in relation to YDN’s project management and should remain adaptable to perform responsibilities that may not be mentioned above, as and when required.

Qualifications and Requirements:

Education and Professional Experience Required::

Essential:

• A minimum of a bachelor’s degree in good governance, social sciences, Public Administration, Project Management, or other relevant discipline or equivalent field experience.
• At least 3-5 years' experience in Projects management and field coordination, a plus if related to Accountability Standards.
• Experience with project management cycle, budgets, and donor requirements.
• Previous experience in a humanitarian/ development setting.
• Excellent interpersonal and representative skills (written, oral, cross-cultural)
• Experience working with governments, UN bodies, INGOs and local NGOs
• Experience in donor relation.
• Ability to take initiative where appropriate to deal with difficulties encountered in daily work
• Ability to adapt, change priorities according to the changing situation within a mission or the organization
• Ability to work within a fluid situation (changes within the team, location of programs, etc.)
• Ability to conduct work in a professional and mature manner.
• Ability to deal with relations with local authorities as a representative of YDN.
• Ability to manage local staff in a mature and impartial manner.
• Commitment to the aims and principles of YDN.
• English and Arabic language proficiency (speaking, reading, writing).
• Computer skills in word and excel, preferably full Microsoft Office Suite.

Desirable:

• Excellent written and oral communication skills
• Flexible and able to work well under pressure
• Capable of working collaborative with team members to achieve results
• Relates and works well with people from different cultures, genders, religions and backgrounds
• Proven expertise in the following areas: coordinating with government bodies, capacity building, TOT training facilitation and coordination
• A sound understanding of COCA systems and programs coupled with experience of working with COCA and other government ministries and agencies at both national and sub-national levels

Personal Skills

Accountability

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling YDN 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.
• Creates a managerial environment to lead, enable and maintain our culture of Do No Harm.

Ambition

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Future orientated, thinks strategically and on a global scale

Collaboration

• Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, members and external partners and supporters
• Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives; knows when to lead and when to follow and how to ensure effective cross-boundary working.
• Communicates clearly and confidently with others to engage and influence; promotes dialogue and ensures timely and appropriate messages, building confidence and trust.
• Invests time and energy to actively develop self and others to help realize their full potential, and to build the organization’s capability for the future.

Creativity

• Applies the required technical and professional expertise to the highest standards; promotes and shares best practice within and outside the organization.
• Develops and implements innovative solutions to adapt and succeed in ever-changing and uncertain global and working environments.
• Takes effective, considered and timely decisions by gathering and evaluating relevant information from within or outside the organization.

Integrity

• Honest, encourages openness and transparency, builds trust and confidence.
• Displays consistent excellent judgement.