Project Senior Officer

Job Title Project Senior Officer

Line Manager Projects Coordinator

Department Program

Duty Station: Gaziantep

ABOUT THE WHITE HELMETS

The white helmets (The Syrian Civil Defense) save people’s lives and enhance the role of civil society organizations. And is committed to neutrality, objectivity, and human values, and declares its non-dependence on any political party or party to the conflicts, where it is committed to serving all the Components of the Syrian people, which is the people and is available to serve.

SCOPE OF WORK

The Project Senior Officer (Sr. Officer) will lead all the project’s operational aspects, reporting to the projects coordinator of the projects management unit (PMU) will manage Livelihoods and WASH projects. The project Sr. Officer will be responsible for the day-to-day implementation of the project to achieve results-based set outputs and outcomes, and management of the project budget to ensure timely expenditure, reporting, and compliance with donor regulations. The position will have key responsibilities of ensuring high-quality implementation of all project activities, project management according to donor requirements and international accounting standards, timely donor and other stakeholder reporting, capacity building of staff, and representation of White Helmets in crucial meetings with the donor. The Project Sr. Officer will be responsible for sharing the required deliverables with different stakeholders timely and with high quality and archiving all project documents. Also, will ensure the right compliance with the agreement, internal and external regulations, and policies.

Responsibilities

Administrative tasks

• Contribute to the project’s team capacity building in project management.
• Ensure project implementation is within the planned time, scope, and budget.
• Submits periodic reports to the relevant program coordinator/ projects coordinator.
• Supervises directly, administratively, and technically, one or more project officers.
• Other tasks related to project management and related to the organization’s goals.

Technical tasks

• Prepare the project implementation plan in cooperation with the Program Coordinator/Projects Coordinator.
• Coordinate with the Line Manager, programs, sector leads, finance, and administration staff to ensure operational systems are in place to support field activities.
• Timely completion of annual work plans, and reports and ensure grant management compliance for the WH project in alignment with donor and WH regulations.
• Engage directly with field staff/ partners, local communities, donor representatives, and other stakeholder in regards to the project planning and implementation.
• Prepare and submit output reports and performance progress reports detailing achievements against plans and variance regularly in liaison with programs and MEAL.
• Take the lead in coordination and communication among team members as a means to effectively achieve program objectives.
• Establish and maintain effective project management tools for implementation, work plan management, procurement, budget management and spending planning, quality assurance monitoring, beneficiary accountability, and programmatic and financial reporting.
• Develop project Detailed Implementation Plans (DIPs), procurement plans and purchase requisitions for the project.
• Work closely with procurement and logistics to make sure project materials (if any) are procured and delivered to project sites promptly to meet the project objectives.
• Work with other Technical Advisors, Field Supervisors, and MEAL to ensure timely, high-quality project implementation, reviews, and oversight.
• Work with programs & technical advisors to review the project design and budget revision requests if necessary.
• Attend relevant cluster meetings if necessary and any other ad-hoc external meetings to ensure effective coordination and networking with authorities and other agencies working in the relevant sector.
• Making proactive efforts to improve the quality of implementation based on reflections and learnings.
• The ability to analyze data to assess needs and work on preparing and writing project concept notes and proposals.
• Direct supervision of the implementation of sub-contracts and memorandums of understanding and ensure the optimal integration with the project.
• Coordinate and cooperate with the staff of the relevant directorates to ensure the optimal implementation of the project in accordance with the time, scope, and planned budget.
• Ensure integration between the various components of a single project in multi-project programs.
• Pre-planning project activities at the level of the activities implemented in Turkey (financially, supplies, human resources, …. etc.) and integrating activities with the representative in Syria in one project plan and updating the plans, when necessary, in coordination with directorates. The project coordinator is primarily responsible for achieving integration between the various implemented projects.
• Carrying out periodic field visits to Syria in coordination with the project management representative in the relevant directorate to ensure the quality of outputs and implementation.
• Manage the change processes that occur during projects’ implementation with all stakeholders, internally and externally, and ensure stakeholders’ inputs are regarded.
• Follow up the relevant inputs in the project with the concerned departments to prepare the required reports (narrative, financial, procurement, human resources, security and safety, … etc.), and share them with the donor in the specified time and required quality.
• Ensure the implementation of the corrective recommendations received from the relevant departments and units to ensure internal and external compliance.
• Ensure adherence to work standards approved in the organization during the implementation of projects (Gender Equality, Conflict sensitivity, protection mainstreaming…).
• Carry out periodic evaluations of project management unit staff in accordance with the human resources management plan.
• Completely close the project and ensure that there are no outstanding issues internally or externally

Note: the above-mentioned responsibilities are illustrative ones. Other future responsibilities/accountabilities may be assigned to the job depending on the department’s organizational chart or title.

Qualification (Education/Work Experience)

A. Essential:

• University degree holder and preferably have a Bachelor’s degree in Civil Engineering, Architecture, Mechanical, and Environment or any related specialty.
• Basic knowledge (MEAL).
• Arabic language is the mother tongue and Advanced level in English.
• A minimum of three years experience in project management development.
• A minimum of three years’ experience in humanitarian work, and principles, donors’ policies and procedures, and NGOs clusters.

A. Desirable:

• Master degree.
• At least 5 year’s experience in a humanitarian context with a focus project management.
• PMD PRO1 certified.

Core & Managerial Competencies & Technical

Core Competencies:

• Solving problems.
• Making decisions.
• Stakeholder Orientation.
• Communication skills.
• Presentation skills.
• Negotiation skills.
• Managing Teamwork.

Technical Competencies:

• Advanced skills and experience with MS Office Products with the ability to learn additional software packages.
• Good knowledge in Google Earth and AutoCAD applications.
• Managing BOQ (Bill of Quantities) and technical specifications books.
• Basic knowledge in AutoCAD
• Remote management tools and techniques.