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Project Planning

• Develop annual, quarterly and monthly workplans together with the team for all PRM-funded project activities in line with the approved project activities and signed cooperation agreement as per the project documents in line with LWF/DWS policies and procedures

• Close collaboration with the Procurement Unit to develop the project procurement plan based on the procurement plan, requests for/initiates procurement of required project items/supplies for the assigned sector(s) in line with LWF policies, guidelines and procedures.

• Ensure all the relevant stakeholders and persons of concern (PoC) of the project are involved in the planning process for ownership

• Prepares periodic project work plans and budgets in conjunction with the other section heads (Sub-Program Accountant and Administrator) to ensure appropriate utilization of project resources.

Implementation

• Ensure that the Project’s objectives/outputs are achieved according to the work plans and within the project period according to donor guidelines.

• Ensure that monthly field research involving the collection of qualitative and quantitative data is conducted and analyses/compiles the data to measure progress against project objective/results/indicators/activities, to assess project impact on beneficiaries and, if need be, to make recommendation for appropriate action

• Ensure data collection and appropriate filing of documents of the project, including but not limited to, in end of activity reports, weekly and monthly reports, assessments, verifications and processes (selection criteria, notes to file, procurement etc.)

• Conduct visits to beneficiaries in project sites to assess and verify project implementation against project standards and donor requirements

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

Budget monitoring and control

• Develop accurate annual, monthly and quarterly budgets and budget revisions for the sectors according to standards of the donor; tracking of expenditures and initiating budget reviews for the entire project when need arises.

• Develop and monitor cash flow projections, and reports actual cash flows and variance to Sub program and Grants Managers on a regular basis (monthly).

• Keep track of all the sector budgets and ensure that the project activities are within assigned budgets.

• Review management reports to track expenditures, and provide feedback to the SPA;

• Provide advisory support to the Procurement committee/team to ensure efficient use of project resources.

Coordination and synergies

• Coordinate closely with the beneficiaries and local community leaders to ensure efficient execution of project activities and optimum utilization of project items provided within the approved budget, and for planning, implementation, monitoring and evaluation of project activities.

• Liaise and consult regularly with the relevant local authorities, community leaders, civil society/non-governmental organizations, collaborating/implementing partners and other stakeholders where appropriate, in conjunction with the Sub-Program Manager, in relation to the planning, designing and implementation of all the community-based project activities.

• Organizing and participating in stakeholders’ coordination meetings in order to harmonize activities with others NGOs and in Working Groups and other coordination forums,

Management and supervision

• Coordinate and supervise the Project Officers and other staff under the PRM project in the overall planning, management, implementation and monitoring of activities and takes appropriate action to ensure efficient and effective performance.

• Provide technical guidance to the project teams with regard to project activities and other required capacity building that will enable them achieve the objective of the project.

• Take responsibility for discussing job expectations, performance, and objectives on an informal basis with all staff and as a part of the annual Performance Review and Planning

Process.

• Identify capacity gaps amongst the team under his/her supervision and key partners and come up with a staff development plan to address the gaps.

• Be responsible for staff development, coaching and mentoring to enhance the capacity of staff supervised.

• Ensure staff performance issues and work is shared and handled by Human Resources Department and address these in accordance with the National Staff Policies.

• Overall responsibility for staff timesheets, work plans, vacation schedules, and staff training/development activities.

• Encourage effective team work and inclusiveness and builds a team spirit through regular meetings and events and clear reporting mechanisms for each team member.

• Provide management support to the supervisees in terms of quality and effective reporting, implementation of objectives, work plans and budgets management;

• Advise and assist with defining the required team composition and structure for the operational programme in accordance with LWF standard structure.

Monitoring, Evaluation and Reporting

• Support and conduct regular monitoring of activities and ensure effective M&E tools and mechanisms are established to ensure efficiency and effectiveness of the operations

• Prepare and submit quality and timely monthly, quarterly and annual narrative reports as per the cooperative agreement, and as guided by Grants Manager.

• Complete and update the M&E Planning Matrix based on data collected during monthly field visits and from reports received from project teams.

• Develop project monitoring and evaluation tools in close collaboration with the Grants Manager and M&E team to assess and report on the progress and quality of completed and on-going project activities.

Other

• Undertake other related duties as may reasonably be assigned by the Supervisor or Grants Manager