Project Manager Full Time

PIN currently invites qualified applicants for the position of: Project Manager for the upcoming specific project entitled “WASH emergency response to the acute needs of the most vulnerable IDPs and host’’

Length of Contract: definite (until February 28, 2025)

Place of Work: – Based in Hawassa Sidama Region with frequent field travel to PIN’s project sites in different regions as required.

Number of Required : 2

Salary: 44,050

Job Description

PM is responsible to achieve the specific results in the field in proper quality and time. Project Manager works under supervision of an Emergency Program manager and with close cooperation HR, Financial, Logistic, MEAL, Safeguarding, Engineering departments and another Project Manager working under the same program.

The Project Manager will be responsible for the overall management and successful implementation of emergency response projects. This will include managing the entire components of the project and required deliverables/outcomes, ensuring both technical and management requirements are met, and managing relevant government /stakeholder and donor liaison requirements.

The Project Manager is responsible for ensuring that key organizational principles and core humanitarian values and principles maintained.  The project manager is also responsible for ensuring that MEAL system, FRM (Feedback and response mechanism) and gender mainstream are well integrated throughout the project cycle; for ensuring that lessons derived through implementation of projects are well articulated, documented and disseminated both internally and externally.

Project Manager specific tasks are

PROJECT MANAGEMENT

• Everything related to the project cycle management, including planning, needs assessment/ identification, proposal preparation, budgeting, monitoring, reporting, financial management, cash flow planning, management of local team, etc.
• Ensure the project is delivered according to the contractual requirement of the donor, i.e. all activities and deliverables are completed within the agreed timescale and budget, reports are submitted as per the agreed schedule and formats and any other requirements or criteria are fulfilled as specified in signed agreements and PIN internal guideline.
• Ensure the project is fully understood and internalized by all field project staff, senior managers and director.
• Regularly update detailed annual and periodic work plans with project implementation and ensure this is used by the whole project team to monitor project progress towards completion.
• Ensure programmatic and financial reports for donors, government and PIN are prepared as required, ensuring these are of a high quality and submitted to supervisor and respective department   in a timely manner for submission to the donor and government.
• Prepare project agreement for government and amendment for both donors and government (if the project needs) on time
• As primary budget holder for this project, responsible for the overall management and revision of a realistic budget, ensuring proper utilization and monitoring expenditure in line with the budget and donor guidelines, PIN financial guidelines. This will include preparation of spending budget plan and, supervision of monthly variance analysis reports on all budgets.
• To highlight and prepare, together with the Finance Unit, documentation for any project modifications, amendments or extensions which require donor and/or Government consent and approval. Ensure such changes are made in close consultation with the Program manager, International fundraising/program support, the Project Managers, Finance staff and all relevant project staff and senior managers.
• To provide guidance and supervision to the field-based project staff, to ensure s/he has clear objectives, understanding of the project and receives regular supervision and reviews. To provide overall project oversight and work plan for the rest of the project team.
• Ensure the project’s financial and procurement status and progress is monitored monthly with the Finance and procurement Unit.
• Conduct in regular field-based project review meetings, and monitoring visit and provide the necessary report to the respective person.
• Accompany and facilitate donor and government visits and provide relevant background information and materials.
• Ensure donor and PIN visibilities as per the requirements and guidelines
• Adhering to all donor’s and PIN’s guidelines and policies
• Ensuring proper handover and continuity
• Liaising with authorities and partners and healthy relation with beneficiaries as per PIN Code of Conduct
• Ensure the delivery of any donation or distribution of materials to beneficiaries and government in timely manner and as per PIN policy and project documents. Ensure all the necessary documentation is fulfilled
• Responsible for preparation of contracts and start the work flow in ELO, follow the workflow status
• Make sure Relations with Partners are as per PIN Code of Conduct
• Make sure that the donation for the beneficiaries are delivered on time and property as per the project document and PIN policy. Ensure all the necessary documentation is fulfilled
• Responsible on conducting project need assessment in collaboration with the relevant body.
• Meeting all project related deadlines

TEAM MANAGEMENT

• Participating on all selection procedures (senior positions to be selected in cooperation with program manager), suggestions on termination of work contracts
• Supervision of the local project team performance, allocation of bonuses
• Support of professional growth of the staff, ensuring minimum staff turnover
• Ensuring the maintenance of good personal relations
• Managing and supervise the field staff attendance sheet and their per dime as per PIN Policy

SECTORAL DEVELOPMENT

• Support of new assessments
• Suggestions on improvements of program’s quality, relevance and efficiency
• New proposals writing under supervision with Program manager

OPERATION and PROCUREMENT 

• Adhere to the security rules of PIN and enforcing the security rules with the project team
• Prepare project procurement plan on time, submit Purchase request and primary responsible in following up of the procurement status and ensure the delivery of materials in quality and timely manner
• Ensure the technical inspection of the procured materials are done by the respective stakeholder or technical staff
• Make sure procured materials are with quality as stated in the specification or as per PIN standards and beneficiary/stakeholder request
• Proper processing and documentation of all tenders both in ELO and hardcopy
• Responsible for weekly car request every Thursday and make sure the vehicle is used properly and efficiently
• Responsible for preparation of stock sheet and provide to the Finance unit on time and follow the stock management procedure as per PIN policy.
• Organizing projects logistics including transport, purchasing, stocking, etc.

OTHER

• Substituting other Project managers during their leave as assigned by the Program manager
• Other assignments corresponding to actual needs of the mission.

ACCOUNCOUNTABILITY AND SAFEGUARDING including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH)

• Carry out the duties in accordance with the PIN Code of Conduct and Key policies.

• Participate in training and awareness raising (CoC and KP, Safeguarding…).

• Implement Safeguarding measures throughout the project cycle including a risk analysis related to SEAH and Child protection for each project and develop a mitigation plan accordingly.

• Ensure that his/her team members attend training and awareness sessions and carry out the duties in accordance with PIN Code of Conduct and Key policies.

• Ensure that due diligence and/or capacity assessments of partners include an assessment of partners’ implementation of key safeguarding and risk policies/ procedure including the prevention of SEAH.

• Create and maintain a fulfilling and protective environment.

General obligations and responsibilities

The Employee is obligated not to purvey any information concerning any of PIN activities to outsiders (including former PIN employees, who may no more be informed about current process in PIN).

PIN is a relief and development organization whose aim is to help and assist needy people. The Employee’s position within the institution requires contacts with outside; he or she therefore conveys a certain image of the PIN. PIN expects its Employees to behave in appropriate manners at all times and in all places. All members of staff should ensure their attitudes correspond to PIN principles, both during and after working hours.

The Employee takes over the responsibility for all entrusted material or cash. The Employee is obligated to cover all damages or losses caused by his carelessness. The Agreement of Liability of Assets has been signed separately.

Benefit

• Standard work schedule of 40 hours per week from Monday to Friday
• Per diems for working and Accommodation outside of the duty office depending on the location
• Transport Allowance
• Bank loan facilities
• 20 days of paid annual and after 5 years of work an extra paid day for every year
• Extra days of paid leaves for selected holidays
• Medical insurance, including spouse and children
• Accident insurance for all injuries during work time based on the law
• Pension contribution of 11 % from PIN
• Paternity leave of extra 2 paid days above the mandatory 3 days
• Maternity leave according to the law and extra financial motherhood support
• Monthly mobile phone hybrid tariff
• PIN supports fast career growth and internal mobility
• International environment with opportunities to learn from other PIN’s country programs
• Extensive Capacity Building program, both internal and external trainings, including the Induction training
• Internal online learning opportunities, such as access to PIN’s e-learning platform and webinars
• Annual staff retreat
• Friendly and fair work environment with small collective where everyone knows each othe