Project Coordinator – The Alliance for International Medical Action (ALIMA) Vacancy Announcement

Main Task

The Project Coordinator (PC), above all, must:

• act in accordance with ALIMA’s mandate, humanitarian principles, and the “do no harm” principle.

• Respect the operational strategy defined with the other coordinators (collaborate with other humanitarian, international, and governmental actors present in the intervention zone).

  1 – Definition and strategic planning

• Analysis of the context (environment, actors, security, access negotiations…) and humanitarian issues.

• Identifies and analyzes medical and humanitarian needs in collaboration with the Medical Referent, in order to propose a relevant operational strategy for the area of intervention, in line with ALIMA’s mandate, humanitarian principles, and the “do no harm” principle.

• Proposes an operational setup and relevant planning (timeline, budget, supply plan…) according to the operational strategy defined with the other coordinators (head of mission, medical coordinator, logistics coordinator, financial coordinator, and HR coordinator).

• Assess risks and constraints, and propose adaptations to the strategy and action plan in the event of unforeseen developments after consultation with the country coordination (head of mission, medical coordinator, logistics coordinator, financial coordinator, and HR coordinator) and other humanitarian, international, and governmental actors present in the intervention zone.

  2 – Program Implementation

  A. Project management and monitoring

• Applies project management tools provided by the project leader

• Controls the respect of the established timetable and the fixed objectives.

• Evaluates the objectives of the project and their implementation (financial, human, logistical…) through the elaboration of regular synthetic and relevant reports for the coordination (SITREP)

• Follows up on each department present on his base and ensures the proper implementation of activities according to the set objectives.

• Ensures effective communication within the team and a smooth flow of information (operational objectives, tools, timeline, context…).

• Organize, lead and document coordination meetings with his/her team, according to the frequency defined with the country coordination (weekly or daily in case of emergency intervention)

• Organizes the memory of the project by keeping a written record of its evolution.

  B. Representation

• Participates in coordination meetings in its area of intervention (sub-cluster, response meetings…).

• Collaborates with humanitarian and medical actors to ensure good coordination of activities and teams in the intervention zone and the pooling of resources.

• After validation by the Head of Mission, may be asked to carry advocacy messages to local actors and/or authorities.

• Maintains close relations and regular exchanges with the administrative and health authorities for the proper conduct of the project (signing and compliance with the MoU, negotiation of resources allocated to activities, joint implementation of activities …).

• With the support of the country coordination (head of mission and/or medical coordinator), organizes the visits of technical and financial partners in its area of intervention.

  C. Management of material and financial resources

• Controls the budget of its base and makes each department responsible for controlling its budget lines

• Supervises and validates the proper use of the resources made available by ALIMA for the project, all orders (medical and logistical), and purchases of the project.

• Checks that the monthly monitoring of the status of project expenditures and commitments is done and participates in the analysis of financial data with the administrative manager of his/her base

• Ensures compliance with standards in the administrative management of the project.

• Controls that the monthly monitoring of the status of the project logistics is done and participates in the analysis of data with the RLP of the project(s) in its area of intervention (monitoring of stocks, equipment, vehicle fleet, communication …).

• Responsible for the implementation and monitoring of the procurement plan in collaboration with the Project Logistic Manager.

3.    Data analysis and reporting

• In collaboration with the project medical team and the coordination (head of mission and medical coordinator), he/she proposes SMART and relevant programmatic indicators in order to evaluate, monitor and guarantee the quality of the project according to ALIMA protocols and international standards (SPHERE, WHO…).

• Oversees the implementation of a medical data collection and analysis and epidemiological surveillance system (with the support and validation of the medical coordinator) and its evolution according to needs.

• Consolidate reports from all departments and analyze data for sharing with the coordination according to the mission timeline (SITREP).

• Contributes to the writing of projects and future projects in his area of intervention as well as to the internal and operational reporting of all projects in the same area.

4.    Team management and leadership

• Follows individually each team member for whom he/she is directly responsible: coaching, support, advice, and evaluation.

• Identifies training for its teams.

• Produces the POPs (performance objective plans) for the team members under his/her direct responsibility in collaboration with their technical referents and ensures that they guarantee the POPs for their teams.

• Carries out the end-of-mission evaluation of team members in collaboration with their technical referents and shares it with the head of mission and the administration

• Prevents and resolves conflicts within the team in collaboration with the administration and the tools at his/her disposal.

• Ensures that safety and health constraints are understood by all.

• Plan and lead working meetings with the team and partners: project progress, security, team meetings, ensure that minutes are shared with the desk and archived in the drive

• Transmits to the teams’ information and directives given by the coordination and/or the ALIMA headquarters.

• Plans replacements for project personnel.

• Contributes to the drafting of job profiles.

• Participates in the composition of teams.

• Responsible for welcoming and briefing new expatriate arrivals Alima.

• Define job profiles and performance objectives for team members

• To carry out the assessments of its team in an approach of professional course

• Facilitating training actions to develop/reinforce team skills on HR and cross-functional themes.

• Propose and support job changes in accordance with ALIMA policies

• Propose and anticipate secondments

• Promote staff mobility (internal and external) within the framework of the policies in force

• Identify the skills that team members need to acquire to master their jobs and organize training to reinforce them

• Organize and lead team meetings

5.    Security analysis and management

• Responsible under the mentorship of Emergency Coordinator for the safety of ALIMA employees and partners in the projects in his/her area of intervention

• Assesses the risks and threats associated with the implementation of activities.

• Establishes the security rules for his area of intervention, under validation of the country coordination, distributes them to the staff, and ensures that they are respected by all the project teams.

• Identifies and develops a network to ensure team security and access to vulnerable populations targeted by the project. This may involve direct or indirect negotiation with armed groups and humanitarian actors (e.g. UN) in the intervention area.

• Collects, centralizes, and analyzes information related to the security environment and shares with the Head of Mission to facilitate decision making

• Informs the country coordination of individual or collective behaviors in contradiction with the safety rules and if necessary participates in the disciplinary process

• Informs the country coordination of any security incident or threat that may impact the security of ALIMA personnel and/or assets

• Ensures with the administrative manager of the project the security of the cash and the update of the cash management guide.

• Ensures that the ALIMA procedure is respected and applied in the event of a major incident.

  6. Development of computer tools

• Encourages the use of the drive for information sharing and archiving

• Gives ALIMA employees the means to train in the use of these tools

  7. Implementation of preventive measures against abuse of power, gender-based and sexual violence:

• Ensures that his/her team, partners, and community members are aware of ALIMA’s policy and have access to information (complaint reporting mechanism, focal point, etc.).

• Facilitates the organization of training and awareness sessions

• Implements standards for the prevention of abuse of power, gender-based violence, and sexual violence.

• Ensures that the members of his/her team and those of the partners involved in the project (Ministry of Health, national partners, etc.) follow the training and awareness sessions and apply the rules of abuse prevention.

• Contributes to creating and maintaining a nurturing and protective environment for the team, community members, and partners involved in the project.

EXPERIENCE

• Previous experience in an equivalent position in an international NGO.

• Previous experience in degraded security and emergency contexts.

• Medical or paramedical qualification or experience in medical project management is an asset

• Previous experience in managing a multicultural team.

SKILLS

• Ability to analyze the context, understand medical and humanitarian issues.

• Animation and motivation of teams.

• Ability to identify and anticipate problems and risks.

• Problem-oriented mindset.

• Organization of roles and delegation of tasks within a team.

• Ability to set priorities.

• Establishment of networks of contacts and ability to maintain a neutral posture with opposing actors in the same armed conflict.

• Autonomy.

• Sense of responsibility.

• Ability to take initiative and make decisions.

• Good stress management.

• Flexibility.

• Mastery of computer tools (GSuite and pack office).

Languages :

• Oral and written fluency in English is essential

• Knowledge of a local language (Somali and Oromo) is an asset