Project Coordinator, South Sudan

Position type and closing date

Status: Single Posting

Location: Jamjang

Contract length: one year with possible extension

Starting date: 15 January 2025

Deadline for application:22 November 2024

Lutheran World Federation (LWF) World Service (WS)

LWF World Service is the humanitarian and development arm of the Lutheran World Federation. We are a widely recognized, international, faith-based organization working in over twenty countries. We seek to bring people of all backgrounds together in the common quest for justice, peace, and reconciliation in an increasingly complex and fragmented world.

A commitment to the human rights of every individual, regardless of their status, guides our work, actions, and operations. We are particularly known for our timely, compassionate, and professional humanitarian work, and for our field presence in hard-to-reach areas. Our work is people-centred and community- based. Above all, we work with the most vulnerable, and in order to claim and uphold their rights, we engage proactively with local government and community structures.

For additional information, please see www.lutheranworld.org/WorldService.

Purpose

This position forms part of the Jamjang Field Office Management Unit and reports to the Area Coordinator. The Project Coordinator will be responsible for the overall supervision, implementation, and management of the Education, Child Protection, and other planned projects in refugee camps and host communities in the Ruweng Administrative Area. The incumbent will report to the Area Coordinator in the Jamjang Field Office. Working closely with the Area Coordinator, Education Manager, Child Protection Manager, M&E, and all other relevant functional teams including finance and procurement, and logistics, the incumbent will ensure compliance with donor guidelines and requirements in accordance with the projects goals and objectives, donor regulations and LWF policies and procedures. S/He will conduct regular monitoring visits to refugee camps and host communities to assess implementation progress, identify emerging issues, document best practices and lessons learned, and offer technical guidance and support to the project teams. He/she provides regular updates to the Area Coordinator and field management abreast with emerging issues and their likely impact on the project. He/she works as Acting Area Coordinator when required in the absence of the Area Coordinator.

Required qualifications

Bachelor’s degree in either Education, Social Sciences, Protection, project management, or any other relevant degree from a reputable university. An advanced degree will be an added advantage.

Knowledge, skills and experience

A minimum of 7 years of relevant work experience, with a strong preference for experience from an International NGO and/or humanitarian work.

Demonstrable understanding and experience in multi-sectoral programming, including but not limited to education, protection, youth engagement, livelihoods, and MHPSS frameworks in humanitarian settings.

Practical work experience in implementing UNHCR and PRM-funded projects, including financial oversight, reporting, and compliance with reporting and financial regulations.

Experience managing projects with an annual budget of more than USD 1 million in complex, multi-stakeholder environments, including field-based roles.

Strong computer skills in basic standardized software (MS Office).

Excellent communication and presentation skills.

Proven leadership skills, fostering collaboration and driving performance in challenging environments.

Strong analytical and problem-solving abilities.

Positive attitude and approach, which will help colleagues to overcome challenges.

Ability to work under minimal supervision, under pressure, and on potentially irregular working hours.

A demonstrated ability to multi-task, meet deadlines, and process information in support of changing program needs is necessary.

An impeccable professional standard of ethics, commitment to humanitarian principles, as well as the willingness and ability to enforce compliance with the LWF and donor policies and procedures is essential.

Demonstrate experience with different donor finance compliance and reporting, especially UNHCR and PRM.

Demonstrated experience in the management of projects with other NGO partners as subgrantees.

Commitment to train staff and local partners to increase their capacity.

Demonstrated leadership and very good interpersonal skills.

Language Skills

English: advanced verbal and written skills.

LWF Core Skills

Analytical thinking - Level resource*

Initiative - Level advanced

Leadership - Level advanced

Achieving results - Level resource

Accountability - Level resource

Working effectively with others - Level advanced

LWF Functional Skills

Communication - Level advanced

Capacity-building/training - Level resource

Advocacy - Level resource

Facilitation / Negotiation - Level advanced

Innovation - Level advanced

Stakeholder Management / Partnership - Level advanced

Networking - Level advanced

LWF 3 skills levels are: basis - advanced – resource.

Main duties

Planning and design

a) Develop project activity plans and costed work plans for projects in consultation with the project managers.

b) Follow up and ensure that weekly, monthly, and quarterly plans are developed and shared timely.

c) Compile and share monthly cash projections.

Planning and design

a) Develop project activity plans and costed work plans for projects in consultation with the project managers.

b) Follow up and ensure that weekly, monthly, and quarterly plans are developed and shared timely.

c) Compile and share monthly cash projections.

d) Work closely with the Area Coordinator, Project Team, and Program Development Quality unit in Juba to initiate and develop project concept notes and proposals.

e) Manage changes to the project scope, project schedule, and project costs using appropriate verification techniques in collaboration with the Area Coordinator project team and functional units. 

f) Coordinate project modification as informed by needs on the ground.

Implementation

a) Lead and ensure implementation of multi-sectoral project activities following approved time schedules, and budget and as per the LWF and donor guidelines and requirements.

b) Provide technical leadership and support to the multi-sectoral team for the quality and timely implementation of the project activities.

c) Conduct visits to beneficiaries in project sites to assess and verify project implementation against project standards and donor requirements.

d) Certify requests project project-related procurement and ensure that items are delivered timely as per the request and with the required quality.

e) Ensure project activities are delivered on time and within scope and budget.

f) Ensure systematic implementation of monitoring and evaluation (M&E) systems to increase the quality of the response over time and ensure an appropriate level of accountability.

Budget tracking and reporting

a) Participate in the budget-making process ensuring funds allocation as per the donor guidelines.

b) Meet budgetary objectives and lead budget adjustments based on financial analysis to achieve objectives and ensure compliance.

c) Monitor budget expenditure and advise field teams on the rate of implementation for the same.

d) Share Budget Variance Analysis with field teams and make recommendations for budget re-allocation.

PMER, Research and Learning

a) Work with the M&E manager and project M&E Officers to track project performance, assess completion of outcomes, and adjust for improvements.

b) Ensure there is a detailed project plan to monitor and track progress with the assistance of the M&E Manager and project M&E Officer.

c) Lead compilation of the draft quarterly narrative and indicator reports for LWF and partners, under the guidance of the Area Coordinator.

d) Prepare and share weekly and monthly update reports for donors as required.

e) Conduct regular project site visits monitor progress identify gaps in project implementation, and compliance, and draw action plans for the successful completion of projects.

f) Participate in and contribute to needs assessments in the field to identify PoC needs for program design.

 g) Assist  &E in developing adequate ToRs for studies and evaluations of projects support the team in conducting assessment and review of assessment/ study reports and lead action on recommendations and new programming.

h) Document case studies, best practices, and lessons learned.

Human Resources

a) Support and ensure that staff under his/her supervision develop annual performance objectives and conduct regular performance appraisals.

b) Review and update the JDs for the project staff as deemed necessary

c) Support the project team and the HR in the recruitment of staff by setting interview questions and sitting on the recruitment panel/committee.

d) Ensure recruited staff are provided with proper induction and tools for work.

e) Regularly follow up and support the data assistant to update teachers' profiles.

Capacity building and training

a) Conduct staff needs assessment and organize need-based capacity-building training for the project staff to build their skills and competencies necessary to deliver high-quality services in the quality services program area.

b) Oversee and support technical training relevant to the staff, refugees, and host community,

c) Provide onsite induction and training to field teams on practices and approaches.

d) Develop training content and materials for use by staff to improve project performance.

Specific duties – As may be assigned by the direct supervisor.

Major challenges

To ensure high levels of accountability and integrity within the LWF Project Team due to the limited staff capacity.

Ensure deliberate integration of the various projects within the Area Based Program and support integrated approach in planning and implementation.

Meeting the needs and expectations of the refugee and host communities due to limited resources.

Applicants are required to uphold the core values of our organization.