Project Coordinator at SOS Children’s Villages Rwanda | Gicumbi : Deadline: 04-04-2022

VACANCY ANNOUNCEMENT

Position: Project Coordinator

Type of contract: Fixed term

Working location: Gicumbi District

Supervisor: Head of Projects & RBM

Deadline:  04th April 2022

Context of the position 

SOS Children’s Villages Rwanda is an independent member association affiliated to the SOS Federation. SOS Children’s Villages Rwanda leverages existing community resources to strengthen quality childcare and protection through a holistic continuum of care tailored to orphans, vulnerable children, and their families. SOS Children’s Villages Rwanda actively advocates for the promotion of childcare and child protection. In Rwanda, SOS Children’s Villages operate in four locations based in Gasabo, Gicumbi, Kayonza and Nyamagabe Districts. In order to further fulfil the above-mentioned responsibilities, SOS Children’s Villages Rwanda is seeking for a competent Project Coordinator, in one of its locations.

(Gicumbi Location).

JOB PURPOSE

Project Coordinator will be responsible for the overall coordination, supervision and reporting of all activities related to the project “Uburumbuke Iwacu – Strengthening community-based child care and protection of children from most vulnerable families in Nyamiyaga Sector, Gicumbi District” to ensure that the project’s objectives and results are achieved in a timely manner and according to the agreed standards in the project framework and in the related grant agreement document regarding Donor compliance.

PRIORITY TASKS & RESPONSIBILITIES

• Management of partnership agreements.

1. Read and understand the Partnership Agreement (PA) signed between SOS CV Rwanda and SOS Iceland
2. Liaise with International Partnership Development (IPD) Manager in case there are issues involving changes of the PA signed with the donor (change in target group/project beneficiaries, activities, budget, staff and timeline)
3. Seek donor’s approval before implementing any changes in signed PA
4. Ensure proper documentation of requests and approvals of changes in PA
5. Liaise with IPD Manager in case you are to process cost/non-cost extension, Addendum of PA, or other IPD related matters
6. Keep IPD Manager, Head of Projects & RBM and Programs Director copied in all communications addressing contract management issues

• Financial Management & donor grant requirements compliance.

1. Responsible for proper management of project grants
2. Responsible for budgeting / budget revision / liquidity plan tasks
3. Monitor budgets and speed up spending to avoid unnecessary underspending or overspending
4. Process requests for budget reallocation if need be and inquire donor approvals
5. Set up clear measures mitigating budget underspending or overspending
6. Regularly monitor actuals versus budgets (BVAs)
7. Liaise with the Grant Accountant and ensure regular posting of support documents in the system
8. Compile donor reports and process reviews by the Head of Projects, Programs Director and IPD Manager before submission to the donor
9. Ensure timely submission of donor reports (Financial, Monthly, Quarterly, Annual Reports)
10. Keep IPD Manager, Head of Projects and Programs Director copied in all communications (e.g emails, skype calls) addressing issues related to donor grant requirement compliance
11. Ensure proper use of project assets including Project car, camera, laptops, etc
12. Follow up on donor enquiries, read and respond emails

• Coordination & delivery of project activities.

1. Ensure Project Team has good understanding of core project documents including full proposal (IMPACT Matrix), targets, outcomes, approved budget, log frame, etc
2. Oversee planning, monitoring, and implementation of all project activities
3. Master project activities and ensure timely implementation & completion of activities
4. Ensure good collaboration with project stakeholders including government institutions, Ministry of Gender, and Family Planning (MIGEPROF), National Child Development Agency (NCDA), local authorities, community structures (e.g., Inshuti Z’ Umuryango), schools, etc.
5. Represent SOS CV Rwanda in government forums (e.g JADF) and Child Protection Technical Working Groups, etc.
6. Draft Terms of Reference (ToR) for the recruitment of external consultants
7. Ensure proper collaboration with external consultants who support in Baseline, End line Evaluation
8. Monitor and coordinate the work of external consultants and liaise with Head of Projects & RBM if there are any issues
9. Conduct knowledge gaps assessment and contribute to capacity building of project team
10. Supervise the work of Project Team (e.g Field Officers and the Driver) and conduct Performance Appraisal
11. Be proactive to inform Head of Projects & RBM and IPD Manager of any challenges met during project implementation
12. Set up a clear plan for EXIT PLAN (e.g., identification of local Authorities or Local NGO to handover project interventions) and submit Project Closure Report
13. Performs any other duties assigned by supervisor to build synergy with other SOS Team Members

KEY SUCCESS INDICATORS:

• Effective management of partnership agreement with SOS Iceland
• Compliance to donor grant requirements (e.g. reports, spending)
• Effective management of project budget
• Effective planning and monitoring of activities
• Timely completion of project activities
• Timely achievement of project targets and outcomes
• Quality of donor reports (Result-based reporting, timely submission)
• Good relationship and transparent communication with the Donor
• Good relationship and collaboration with project stakeholders
• Effective collaboration with external consultants (e.g. Baseline & Endline evaluation)