Project Manager – Skills & Knowledge for Youth (SKY III) Project 91 views4 applications

ABOUT THE JOB

1. Purpose of the Job 

The Project Manager is expected to effectively manage the project, ensuring quantitative, qualitative, safe, secure, and sustainable implementation aligned with HELVETAS, donor, and government strategies and requirements. Responsibilities include systematic monitoring, documentation, filing, learning, communication, and reporting. Additionally, the Project Manager is expected to contribute to program acquisition and development in the field of vocational skills development, employment, and private sector growth.

1. Duties and Responsibilities 

Project Management 

• Responsible for the overall management, leadership and quality assurance of the project.
• Ensure the project is relevant, effective, efficient, impactful and sustainable.
• Ensure the project has relevant plans (budget plan, annual & detailed work plans) and targets.
• Ensure these targets are achieved according to the plans and logical framework by applying agreed strategies and approaches in the approved project documents.
• Ensure necessary standards, guidelines (e.g., for Results-Based Financing), methods and tools (e.g., for digital M&E) are in place and followed accordingly.
• Conduct regular field visits for management, monitoring, relationship-building and technical support purposes.
• Participate in and contribute to the development of training courses and materials in the project, especially related to Project Cycle Management. Ensure the project is accountable internally and externally (e.g., government, donor, primary and secondary stakeholders of the project and partners).
• Building, managing, leading and capacitating the project team and partners. Organize regular and demand-based meetings (in person and virtual as needed/appropriate) with staff and partners for trust/relationship-building, planning, project, partnership and financial management & MEAL purposes.
• Ensure effective, efficient and constructive coordination and collaboration between different teams such as between finance and non-finance, between MEAL and non-MEAL, etc.
• Ensure the budget is consumed as planned. When there are deviations from the phase/annual budget sheets, be proactive in undertaking amendments internally (Rolling Annual Plan) and externally with the donor in consultation with the concerned colleagues and partners.
• Ensure the project’s expenditures are cost-effective (value for money).
• Ensure necessary assets, facilities and equipment are in place, well maintained, inventoried and handed over/disposed according to the requirements of donor, HELVETAS and the government.
• Collaborate with finance and administrative personnel for compliance with HELVETAS and donor requirements (financial, administrative including procurement and logistics).

Partnership

• Work with the partners for the overall management and quality assurance of the project. Actively and systematically plan and realize capacity development measures for the partners in the areas of project management, financial management and reporting. Organize and facilitate annual learning & planning events with the partners. Ensure necessary coordination and management meetings among the partners are organized at different levels of the project.
• Ensure the project reflects the changing contexts in consultation with the partners, staff, stakeholders and in compliance with the HELVETAS, donor and government’s requirements. Responsible for preparing necessary amendments to the project document, budget and all associated annexes in compliance with the requirements of HELVETAS, donor and the government.
• Ensure the project is implemented and managed based on the up-to-date risk analysis and mitigation plan. Monitor the conflict context and its interaction with the project. Ensure all required mechanisms and measures are in place for risks management, safety and security of the project staff. Ensure the project follows Do-No-Harm principles and is conflict-sensitive. Plan and apply adaptive management, remote/distance management and scenario planning in the events of man-made and natural disasters (e.g., armed conflicts, Covid-19 pandemic, drought, flood).

Monitoring Evaluation Accountability and Learning  

• Responsible for the overall monitoring, documentation, filing, learning, communication and reporting of the project.
• Ensure the project has a robust MEAL system with a MEAL framework and required tools based on the approved logical framework.
• Ensure the approved indicators and targets are measured through agreed monitoring and evaluation methods/tools by MEAL personnel and/or consultants.
• Ensure the quality and timely submission of mid-term, final/terminal evaluation (of both the project and government).
• Ensure necessary assessments and studies are conducted and available for the project implementation, MEAL and management.
• Conduct/facilitate field visits (including the mission from Swiss office and the government’s visit) for monitoring and technical support.
• Ensure the project’s progress, achievements, challenges and lessons learned are properly documented and filed (physically and at the designated SharePoint).
• Ensure the project-related learning is deliberately and systematically carried out within the project (staff & partners) and with respective stakeholders.
• Organize annual learning and planning events. Collaborate with MEAL personnel for these purposes.
• Ensure the project is well communicated internally and externally for learning, accountability, transparency, visibility and marketing (fund acquisition) purposes.
• Ensure the reports (narrative, finance and all their annexes) are prepared and submitted timely to the Swiss office, donor and respective government entities.
• Verify (as needed) those financial reports prepared by finance personnel and justify concretely and make necessary adjustments. Ensure the accuracy, reliability, coherence and quality of the reports. Ensure the reports are prepared succinctly with analyzed and useful information.

Program Acquisition and Development 

• Responsible for participating in and contributing to the development of materials (e.g., concept, proposal, strategies, capacity statements, positioning papers) required for the scaling up, replication and sustainability of the project.
• Responsible for contributing to the program/fund acquisition attempts of HELVETAS in the working fields (basic education, vocational skills, private sector development) of SJI.