SayPro Project Management – Moldova Consulting Service

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Project Manager – Moldova

Code: 59-2480

Duty station: Chisinau, with frequent travel to field locations

Starting date: 01/05/2022

Contract duration: 2+4

Reporting to: Head of Mission

Supervision of: Field Officer

Dependents: Non-family duty station

General context of the project

The war broke out in Ukraine in march 2022. Since than millions of people have fled to the neighbour countries raising a big concern on how to managed such an immense flux of people. In order to support the refugees, INTERSOS is setting up an emergency response operation in Ukraine and Poland.

General purpose of the position

In close collaboration with the Coordination team, he/she will define and plan project objectives and priorities, identifying humanitarian needs, analysing context and humanitarian issues at stake, risks and constraints and calculating human and financial needs. Moreover, he/she will coordinate the operations, the strategic growth and external and internal representation in close collaboration with the Head of Mission, in order to efficiently ensure the goals and improve the targeted population’s conditions and humanitarian situation.

Main responsibilities and tasks

The Project Manager will:

· Represent INTERSOS within project limits proactively participating in relevant technical coordination meetings, cluster meetings and working groups. In close consultation with the Head of Mission, develop institutional contacts with local government and national partners at project’s level (civil society, civil and military authorities, NGOs, non-state actors, Ministry of Health representatives, UN agencies and donors etc.) as well as with media in order to obtain all information and agreements necessary for the integration of INTERSOS ’s programmes in the local context and improve the targeted population’s awareness on them

· Supervise the political and humanitarian situation in the project’s region in order ensure that INTERSOS’s charter, policies and image are respected with regards to national employees, populations, authorities and partners

· Together with Coordination and project team, evaluate needs by identifying the population’s status, by analysing the context (environment, actors involved, negotiations for access etc.) and associated risks and constraints in order to define priorities and projects goals and to calculate material, human and financial resources needed

· Propose and carry out exploratory missions and rapid assessment related to INTERSOS strategy in the country, according to Head of Mission’s and Medical Coordinator indications, in order to better comprehend context, priorities, constraints and population needs and design new project proposals

· Steer and supervise the implementation, monitoring and evaluation of the programmes in collaboration with the team, by collecting information and comparing it with the objectives, schedule in order to monitor progression and early detect deviations and propose corrections

· Provide reporting to the Coordination team on project’s evolution and propose corrections if needed

· Elaborate the Project’s institutional memory, keeping written records (and file them) on its development, in order to broadcast INTERSOS achievements and improve awareness

· Monitor the risks and threats around the project(s), documenting the situation and analysing the consequences of political decisions or negotiations in course, in order to bear witness of and to render the populations’ distress public

· In coordination with the HR department and relevant Managers, plan and organise the organizational charts, distribute tasks and workload among the teams, guiding their comprehension of the issues linked to the Project and the Mission through regular working meetings and feedback, in order to ensure an efficient deployment of the resources and the achievement of the expected goals

· Inform the field team on the instructions given by the Coordination promoting fluent, smooth written and oral communication and information flow and ensuring confidentiality and full compliance with security rules

· Supervise full implementation of safety protocols in order to ensure safe working conditions for the project staffs

· Is responsible of the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he/she is accountable for

· In coordination with the HR department and relevant Managers, identify training needs, building the capacity, coordinate, supervise and motivate the staffs, supports ad hoc training sessions and on-the-job training, provide individual follow up and coaching, carry out end of mission evaluation of the team members and lead internal communication initiatives in order to facilitate people’s integration and professional development and to maximize their capabilities and commitment to INTERSOS values and project’s goals

· Supervise all orders (logistical and medical) and the Project’s purchases as well as the financial indicators, in order ensure efficiency and early detect deviations and its causes

· Define and regularly update, in close collaboration with the Head of Mission, the Project’s security policy and strategic response to emergencies, reporting any concerning issue, in order to improve risk working conditions and to ensure staff’s full adherence to security rules and protocols. Manages the security in the project, ensuring that all necessary security measures are in place for the safety of INTERSOS staff and its operations

· Monitor financial supervision of expenditures

· Produce monthly internal specific report and elaborate mid-term and final report according donors rules and regulation and INTERSOS Project Appraisal Tool, ensuring accurate data collection and timely submission

· Ensure accurate data collection and reports are submitted in a timely manner for all activities within the project

Acting as Head of Base (if not present):

· Oversee basic logistics, administrative and financial operations on site

· Manage accountability of Admin and Operations actions

· Support the security analysis and the Head of Mission in updating the security documents in the field base and in any other security-related tasks

· Support coordination of emergency interventions

· Support the Grant writing process

· Support the Head of Mission on the promotion of accountability and commitment to INTERSOS charter and prevention on power of abuse

· Cooperate with the Logistics Coordinator for any logistic and procurement-related tasks in the field base

· Cooperate with the Finance Coordinator for the supervision of the financial and administrative aspects in the field base

· Cooperate with the HR Coordinator and HR Manager for the implementation of the HR procedures at field level

· Support project field staffs in the field base in the optimal and efficient administration and logistics organization for a smooth implementation of the projects

Required profile and

Education

Degree in a relevant field

Professional Experience

Minimum 2 years relevant work as referent in the humanitarian sector especially in fragile and unstable environments or equivalent studies

Professional Requirements

• Leadership

• People management and development, teamwork and cooperation

• Strategic vision

• Results and quality orientation

• Essential computer literacy (word, excel and internet)

• Demonstrate with different donors compliance and reporting

Languages

• Fluent in English
• Romanian, Ukrainian, Russian desirable

Personal Requirements

• Ability to work with minimal supervision

• Behavioural flexibility

• Self-driven and able to work in new, unstructured environments

• Problem-solving abilities

• Leadership

• People management and development, teamwork and cooperation

• Strategic vision

• Results and quality orientation