Project Coordinator, Moldova

Description

Duty Station: Chisinau, with periodical travel to other project destinations throughout Moldova

Duration: 1 year

Start: asap

Position Summary

The Project Coordinator (PC), part of the Civil Society and Good Governance Programme Sector within the Relief and Development Department (RDD), takes overall responsibility for all aspects of project cycle management (PCM), including identification of needs, decision to intervene, planning and formulation of the project, implementation, monitoring and evaluation, and ensuring project feedback loops are in place and lead to adaptations to improve programming in real time. With support and guidance from the Country Director and/or Head of Programmes, Senior Management Team, and HQ teams, the PC is responsible for achieving project results and indicators, and fulfilling the contractual obligations of the project. The PC champions an approach that puts Accountability to Affected Populations (AAP) at the centre of PIN’s response, in line with Core Humanitarian Standards (CHS).

The PM sets an example to others through adhering to, and actively promoting PIN’s Code of Conduct and Core Policies (including Safeguarding, Anti-Corruption, Whistleblowing policies) with all the personnel working under his/her supervision.

She/he together, with the project team, is responsible for overall project implementation cycle, monitoring and evaluation, reporting and other on demand tasks of the Country Programme.

Reporting Relations & Interdependencies with Other Functions

The Project Coordinator will work under the supervision of the Programme Manager. Some on demand tasks can be assigned directly by the senior management (namely Country Director, Head of Programmes and Head of Systems and Operations) of the Country Programme.

Duties & Responsibilities

Project Design & Proposal Development

• Oversees needs identification and assessments to understand context, needs, capacities, vulnerabilities and risks for target communities and PIN staff; updates the needs assessments when the context changes;
• Analyses existing governmental, donor and other relevant strategies to build project rationale and design;
• Participates in identification and appraisal of potential project partners;
• Develops or contributes to Log frames and project proposals in line with the Country Strategy, donor and PIN guidelines with support from Country Programme (CP) management, HQ, Knowledge and Learning Department colleagues (KLD).

Project Launch and Implementation

• Analyses donor’s contract and guidelines and ensures project planning, controls and documentation are aligned with these;
• Develops and regularly reviews project work plans that set out project activities, including MEAL activities, procurement and project-related HR, advocacy, visibility and communication;
• Establishes and leads coordination mechanisms with support departments at the CP, the HQ desk and KLD, and with project partners, including through leading monthly or bimonthly project review meetings;
• Identifies, manages and reports on project-related risks.

Technical Quality Assurance

• Ensures quality and timely implementation of the project in line with PIN’s sectoral guidelines, best practices and applicable international standards;
• Effectively mainstreams cross-cutting issues in the project, including protection, gender, and environment across project planning, implementation and MEAL;
• Leads quarterly or bi-annual learning review meetings with relevant departments to track progress against targets, review project outputs and outcomes, and make necessary adjustments to ensure that the project meets its stated objectives.

Monitoring, Evaluation, Accountability & Learning

• Ensures that the project-specific Community Feedback and Response Mechanism (CFRM) is functioning & accessible to all project stakeholders;
• In cooperation with the MEAL team, oversees the development and monthly updating of MEAL plans in the Project Management Plan, including Results Frameworks (RF), Indicator Tracking Tables (ITT), M&E workplan, CFRM database, etc.);
• Collects & consolidates data which demonstrates implementation of activities;
• Regularly reviews MEAL Reports & recommendations and integrates all feedback and recommendations into the Feedback Tracker;
• Plans mid-term and final evaluations.

Staffing, Human Resource Management

• In cooperation with relevant colleagues (HR, Head of Systems and Operations - HoSO), responsible for relevant HR processes related to the project team, including recruitment, performance management, professional growth, capacity building and mentoring of national PIN and partners’ staff, including the identification of training needs, development of training plans and ensuring the delivery of appropriate training;
• Responsible for day-to-day team management such as Leave and Time management of the team (planning, approval of leave requests, time / attendance sheets approval process), handling disciplinary issues in cooperation with HR;
• Appropriately delegates duties to the responsible project staff.

Financial Management

• In cooperation with the Finance team, responsible for financial management of direct costs (project staffing, activities, national and international partners’ costs etc.);
• Reviews and approves key project documentation in a timely manner to facilitate financial payments to vendors, beneficiaries, cash transfer agents, etc.;
• Leads the development and monthly updating of budget vs. actual (drawing) forecasts for project activities and staffing to ensure accurate and timely financial management, flagging potential over/under spending to senior management.

Logistics & Procurement

In cooperation with relevant colleagues (Logistics Manager, HoSO, Finance and Logistics Officers) ensures that:

• project procurement planning is integrated into the project work plan and Country Programme procurement plan, and tracked monthly;
• all procurement-related documentation is properly processed by the project team and adequately coordinated with the procurement and finance team;
• all procurement processes are carried out in compliance with PIN’s procurement guidelines, and any donor-specific procurement requirements;
• project logistical needs are communicated and planned.

Project Administration & Compliance

• Ensures compliance with all financial and administrative rules and regulations and provides coaching and capacity building to promote team compliance;
• Ensures that project documentation is properly generated, approved & archived in the internal databases – ELO, Navision, Sharepoint etc., according to PIN and donor guidelines.;
• Initiates and oversees the ELO workflow for income contracts related to the project.

Reporting

• Develops and regularly updates the Internal Project Report;
• Ensures that requirements regarding donor (both institutional and private donors) reporting are fulfilled;
• When working through/with partners, responsible for the review of partner narrative and financial reports and for raising the quality of partners’ report (local and international).

Communications, Visibility, Media & Advocacy

• Ensures that requirements regarding communication and visibility are fulfilled in line with PIN Media Policy and donor requirements;
• If the project entails advocacy, ensures advocacy activities are planned, budgeted and implemented in cooperation with relevant colleagues at the CP and the Communication and Advocacy Department (CAD)

Requirements:

• 2-3 years of project management experience;
• Analytical Thinking: Capacity to analyze project data, identify trends, and make data-driven decisions;
• Multitasking adaptability: Flexibility to adjust to evolving project requirements, priorities, and organizational changes.
• Background of studies in management, public administration, international relations, social work, and education; proven practical experience and commitment to the values and goals of civil society and good governance area.
• Knowledge of English
• Knowledge of Russian/Romanian
• We are looking for nationals that have an entry-visa free regime with Moldova or nationals that already hold a valid a multi-entry Schengen visa (for more information see the link here).

What We Offer:

• Work experience with professional and largest NGO in Central-Eastern Europe;
• Flexible and challenging working environment with room for personal growth;
• Starting salary defined by PIN salary scale 2,250 – 2,400 EUR/month
• Subsistence Allowance of 1350 Eur/month
• Accommodation allowance;
• 25 days of paid annual leave;
• 10 sick days per year;
• Travel Medical Insurance;
• Travel to/from place of assignment and flight ticket for annual leave after every 6 months of completed work;
• Reimbursement of costs of visas and assistance with the visa application procedure;
• Reimbursement of vaccinations;
• Free psychological support and coaching available online
• Global PIN Induction Training
• Internal e-learnings and webinars; PIN Training Hub

How to apply:

Are you interested in this position? Great. Send us your CV and short cover letter via our application form.

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and is committed to promoting the welfare of children and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.