Job ID
37637
Job Title
Project Coordinator
To work for
Gruppo di Volontariato Civile GVC
Country
Syria
City
Aleppo
Field of Work
R&D | Projects - Humanitarian/Disasters
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Bachelor/ License Degree
Responsibilities
1. Planning:
a. Assist the Project Manager (PM) in creating detailed project work plans, ensuring clear tasks and timelines are defined. You'll work closely with technical experts for guidance.
b. Develop weekly/monthly work plans for field teams, aligned with the project's overall plan. These plans will also request input and coordination from technical experts.
c. Incorporate monitoring activities, working closely with the Monitoring, Evaluation, Accountability, and Learning (MEAL) department. Technical experts will assist in creating tools and reporting processes.
2. Implementation:
a. Collaborate with the technical experts to develop precise Bills of Quantities (BoQs) for project activities within budget limits and on obtaining approval from the respective stakeholders. Technical experts will ensure BoQs meet requirements, approve the final BoQs, and obtain the necessary approvals from WB/DoE accordingly.
b. Collaborate with the technical experts to draft rehabilitation BoQs, and obtain necessary approvals from stakeholders before proceeding with any procurement procedure. Technical experts will lead this coordination with the stakeholders.
c. Conduct technical assessments and prepare damage assessment reports for hard component rehabilitation. Collaborate for guidance from the technical experts on the tools and obtain their approval on the reports before submission to the PM.
d. Monitor daily activity implementation, stepping in as needed, in coordination with the PM. Technical experts will conduct regular spot checks and provide reports with recommendations split between mandatory and non-mandatory. Request final handover visits by the Technical experts before handing over to WB/DoE for hard component activities, and/or for the final revision of results of activities before taking further actions. The milestones requiring the involvement of the Technical Experts can be further elaborated with the PM.
e. Inform the PM of any potential changes related to work plans, technicalities, budget, or monitoring.
f. Ensure and control the technical quality of activity implementation, collaborating with technical experts and referring to point (e) above.
g. Develop and enforce weekly reporting schedules for project teams.
h. Propose and implement solutions to field challenges, with support from the PM and technical experts, and follow the decisions recommended.
i. Lead weekly meetings with project teams, sharing plans, achievements, and challenges, and sharing minutes with the PM and technical experts.
j. Assist in planning, coordinating, and conducting field monitoring missions (internal and external), with technical experts providing insights during discussions with donors. Technical experts should be involved and present for the technical discussion with donors.
k. Draft HO certificates. Obtain stakeholder signatures with support from technical experts when required.
l. Ensure project activities are integrated and collaborate on integration with other projects in the same governorate. Technical focal points should be taking the lead on multi-projects while the PC is for the specific project.
m. Incorporate Accountability to the Affected Population (AAP) principles. Technical experts will monitor this during visits.
n. Ensure abiding by donor and WWGVC’s visibility and communication requirements in all project activities, documenting them in coordination with the Communication Officer.
3. Reporting:
a. Compile regular/activity-specific weekly reports in coordination with the PM, with technical experts involved in the review.
b. Collect Means of Verification for activities in coordination with the PM and MEAL department, aligning with MEAL plans and technical input. Refer to point (1.c) above.
c. Support the PM in reporting on periodic project donor reports, with technical experts assisting in the revisions.
d. Communicate changes/incidents affecting the implementation work plan to the PM.
C. Procurement and Logistics Management:
a. Initiate Purchase Requests (PRs) following the established procedures.
b. Participate in drafting/revising tender procedures upon request.
c. Participate in evaluating tenders/quotations, requesting technical assistance when needed.
d. Ensure material quality during the reception, coordinating with the Procurement team and technical experts as seen necessary.
e. Oversee on-site inspections for construction works, if applicable. Technical experts will conduct regular spot checks and provide reports with recommendations split between mandatory and not mandatory). Technical focal points will also conduct final visits before handing over to WB/DoE for hard component activities, and final revision of results of pre-post tests before taking actions for students for example.
f. Develop Goods Received Notes (GRNs), Goods Delivery Notes (GDNs), and Completion Certificates (CC) for procurement, ensuring the signature of the technical experts.
g. Support the PM in updating the project procurement plan.
h. Share weekly movement plans with procurement and logistics officers.
i. Keep track of all project procurement procedures.
j. Any other activity necessary for the successful implementation of the project.
D. Financial Management:
a. Assist the PM in creating activity-specific financial forecasts.
b. Prepare payment documentation, including reports and payment authorizations, with technical experts signing Completion Certificates when needed.
E. Coordination:
a. Actively report to the Technical Experts the needed information prior to any relevant sector coordination meetings related to project implementation, with technical experts leading the representation of the organization in front of sector leads.
b. Coordinate with stakeholders on regular day-to-day implementation of the project if agreed with the technical experts. Technical experts remain the leaders of the design, kick-off, and completion of the project with respect to coordination with stakeholders.
c. Report on sector information using coordination tools 4Ws, with technical experts in copy.
d. Attend and report on the project during regular meetings led by the Local Coordinator.
e. Coordinate with the local coordinator/technical experts to address major challenges.
f. Collaborate with procurement, logistics, and admin officers in the field.
g. Coordinate with the MEAL officer to conduct monitoring activities according to project plans.
h. Foster open communication and feedback among project teams.
i. Represent the project in internal and external meetings as required.
F. HR Management:
a. Participate in recruiting project field staff.
b. Conduct inductions for newly recruited project field staff.
c. Develop, monitor, and follow up on the team's objectives.
d. Track the attendance and leaves of the project team.
e. Address conflicts positively among team members.
f. Promote open communication and feedback among project teams.
g. Ensure adherence to guidelines and propose a capacity-building plan.
a. Assist the Project Manager (PM) in creating detailed project work plans, ensuring clear tasks and timelines are defined. You'll work closely with technical experts for guidance.
b. Develop weekly/monthly work plans for field teams, aligned with the project's overall plan. These plans will also request input and coordination from technical experts.
c. Incorporate monitoring activities, working closely with the Monitoring, Evaluation, Accountability, and Learning (MEAL) department. Technical experts will assist in creating tools and reporting processes.
2. Implementation:
a. Collaborate with the technical experts to develop precise Bills of Quantities (BoQs) for project activities within budget limits and on obtaining approval from the respective stakeholders. Technical experts will ensure BoQs meet requirements, approve the final BoQs, and obtain the necessary approvals from WB/DoE accordingly.
b. Collaborate with the technical experts to draft rehabilitation BoQs, and obtain necessary approvals from stakeholders before proceeding with any procurement procedure. Technical experts will lead this coordination with the stakeholders.
c. Conduct technical assessments and prepare damage assessment reports for hard component rehabilitation. Collaborate for guidance from the technical experts on the tools and obtain their approval on the reports before submission to the PM.
d. Monitor daily activity implementation, stepping in as needed, in coordination with the PM. Technical experts will conduct regular spot checks and provide reports with recommendations split between mandatory and non-mandatory. Request final handover visits by the Technical experts before handing over to WB/DoE for hard component activities, and/or for the final revision of results of activities before taking further actions. The milestones requiring the involvement of the Technical Experts can be further elaborated with the PM.
e. Inform the PM of any potential changes related to work plans, technicalities, budget, or monitoring.
f. Ensure and control the technical quality of activity implementation, collaborating with technical experts and referring to point (e) above.
g. Develop and enforce weekly reporting schedules for project teams.
h. Propose and implement solutions to field challenges, with support from the PM and technical experts, and follow the decisions recommended.
i. Lead weekly meetings with project teams, sharing plans, achievements, and challenges, and sharing minutes with the PM and technical experts.
j. Assist in planning, coordinating, and conducting field monitoring missions (internal and external), with technical experts providing insights during discussions with donors. Technical experts should be involved and present for the technical discussion with donors.
k. Draft HO certificates. Obtain stakeholder signatures with support from technical experts when required.
l. Ensure project activities are integrated and collaborate on integration with other projects in the same governorate. Technical focal points should be taking the lead on multi-projects while the PC is for the specific project.
m. Incorporate Accountability to the Affected Population (AAP) principles. Technical experts will monitor this during visits.
n. Ensure abiding by donor and WWGVC’s visibility and communication requirements in all project activities, documenting them in coordination with the Communication Officer.
3. Reporting:
a. Compile regular/activity-specific weekly reports in coordination with the PM, with technical experts involved in the review.
b. Collect Means of Verification for activities in coordination with the PM and MEAL department, aligning with MEAL plans and technical input. Refer to point (1.c) above.
c. Support the PM in reporting on periodic project donor reports, with technical experts assisting in the revisions.
d. Communicate changes/incidents affecting the implementation work plan to the PM.
C. Procurement and Logistics Management:
a. Initiate Purchase Requests (PRs) following the established procedures.
b. Participate in drafting/revising tender procedures upon request.
c. Participate in evaluating tenders/quotations, requesting technical assistance when needed.
d. Ensure material quality during the reception, coordinating with the Procurement team and technical experts as seen necessary.
e. Oversee on-site inspections for construction works, if applicable. Technical experts will conduct regular spot checks and provide reports with recommendations split between mandatory and not mandatory). Technical focal points will also conduct final visits before handing over to WB/DoE for hard component activities, and final revision of results of pre-post tests before taking actions for students for example.
f. Develop Goods Received Notes (GRNs), Goods Delivery Notes (GDNs), and Completion Certificates (CC) for procurement, ensuring the signature of the technical experts.
g. Support the PM in updating the project procurement plan.
h. Share weekly movement plans with procurement and logistics officers.
i. Keep track of all project procurement procedures.
j. Any other activity necessary for the successful implementation of the project.
D. Financial Management:
a. Assist the PM in creating activity-specific financial forecasts.
b. Prepare payment documentation, including reports and payment authorizations, with technical experts signing Completion Certificates when needed.
E. Coordination:
a. Actively report to the Technical Experts the needed information prior to any relevant sector coordination meetings related to project implementation, with technical experts leading the representation of the organization in front of sector leads.
b. Coordinate with stakeholders on regular day-to-day implementation of the project if agreed with the technical experts. Technical experts remain the leaders of the design, kick-off, and completion of the project with respect to coordination with stakeholders.
c. Report on sector information using coordination tools 4Ws, with technical experts in copy.
d. Attend and report on the project during regular meetings led by the Local Coordinator.
e. Coordinate with the local coordinator/technical experts to address major challenges.
f. Collaborate with procurement, logistics, and admin officers in the field.
g. Coordinate with the MEAL officer to conduct monitoring activities according to project plans.
h. Foster open communication and feedback among project teams.
i. Represent the project in internal and external meetings as required.
F. HR Management:
a. Participate in recruiting project field staff.
b. Conduct inductions for newly recruited project field staff.
c. Develop, monitor, and follow up on the team's objectives.
d. Track the attendance and leaves of the project team.
e. Address conflicts positively among team members.
f. Promote open communication and feedback among project teams.
g. Ensure adherence to guidelines and propose a capacity-building plan.
Qualifications
- At least 3 years of experience working in settings with high social complexity;
- Previous project management experience;
- Previous experience in any of these sectors: Education, WASH, Early Recovery and Livelihood, Shelter and NFI (please indicate it clearly in your job application)
- Knowledge of PCM and humanitarian aid principles;
- Fluent in Arabic and English
- Previous project management experience;
- Previous experience in any of these sectors: Education, WASH, Early Recovery and Livelihood, Shelter and NFI (please indicate it clearly in your job application)
- Knowledge of PCM and humanitarian aid principles;
- Fluent in Arabic and English
Salary and Benefits
- Salary will be established according to GVC salary scale
- Only pre-selected candidates will be contacted The applications will be reviewed as they are received, and the position may be closed before the deadline
- Only pre-selected candidates will be contacted The applications will be reviewed as they are received, and the position may be closed before the deadline
About us
Gruppo di Volontariato Civile, GVC - a non-governmental, and independent organization, founded in 1971 in Bologna (Italy).
Since its foundation, GVC is active in international development aid projects, humanitarian aid to populations suffering from conflicts and natural disasters to reconstruction, hygiene, and food security; from rural development to education, to the protection of women's and children's rights.
In over forty years of activity, GVC had operated in all parts of the world, carrying out thousands of projects. collaborating with public institutions, cultural associations, cooperatives, and Italian and European NGOs,
In Syria, among 2010 and 2011, GVC implemented a project in Syria, in the city of Aleppo, strengthening the educational system in public schools taking in consideration presence of Iraqi students refugees.
At the end of 2013 GVC obtained the authorization from the Syrian Ministry of Foreign Affairs to work in humanitarian aid in the crisis.
Since its foundation, GVC is active in international development aid projects, humanitarian aid to populations suffering from conflicts and natural disasters to reconstruction, hygiene, and food security; from rural development to education, to the protection of women's and children's rights.
In over forty years of activity, GVC had operated in all parts of the world, carrying out thousands of projects. collaborating with public institutions, cultural associations, cooperatives, and Italian and European NGOs,
In Syria, among 2010 and 2011, GVC implemented a project in Syria, in the city of Aleppo, strengthening the educational system in public schools taking in consideration presence of Iraqi students refugees.
At the end of 2013 GVC obtained the authorization from the Syrian Ministry of Foreign Affairs to work in humanitarian aid in the crisis.
Required employees number
1
Posted On
Nov 30, 2023
Expiry Date
Dec 30, 2023
Photo
Required
CV Language
English