Project Coordinator job at Medical Teams International

JOB SUMMARY

Medical Teams International (Medical Teams) Uganda has been the lead health Implementing Partner (IP) for UNHCR in Uganda in the settlements of Adjumani, Palorinya, Nakivale, Oruchinga, Kyangwali, Kyaka II and Rwamwanja, Yumbe, Kiryandongo, Palabek, Rhinocamp, Imvepi, and Lobule.

The Project Coordinator will be responsible for managing Medical Teams’ portion of Health Funding from various donors; planning and ensuring implementation of all donor activities; ensuring all aspects of the program cycles are carried out, including donor reports and partner management. The Project Coordinator is also responsible for emergency responses within the country, including assessing and communicating gaps and managing Medical Teams’ interventions.

JOB RESPONSIBILITIES

Project Coordination:

• Ensure timely implementation of planned activities and liaise with the program team (including the Regional Program Managers and Health Coordinators, and all involved partners for effective planning, execution and evaluation.
• Monitor compliance with donor regulations applicable to projects implemented in the field about finance, logistics, security, HR, and administration.
• Ensure that all assets and constructions carried out in the project are labelled as per donor requirements.
• Participate in the project/proposal design (Proposal writing, budgeting), project implementation, monitoring and project control.
• Monitor overall budget expenditure and submit regular financial reports; inform the Grants Manager on budgetary challenges as they arise and prepare budget revisions as required
• Track budget performance, analyse and give recommendations on budget versus actuals (BVA) on all activities under the project in the different MTI locations.
• Assist Programs Kampala in ensuring quality standards and standard operating procedures in relation to MTI’s current donor programming.
• Participate in the needs assessment/surveys, design, implementation, monitoring and evaluation of all program activities in the different MTI locations, including specific disease outbreaks in the organisation's operational areas.
• Lead monthly report writing on project progress, obstacles and recommendations
• Lead in donor report writing as requested, including gathering of information and ensuring its accuracy and timely submission.
• Prepare media briefs and any other relevant information material and packages to increase project and Donor visibility.
• Perform any other duties as assigned by the Director of Programs or the Grants Manager.
• In the event that the grant is implemented in consortium, the project coordinator will be the focal point for coordination of the planned activities between the prime (Medical Teams) and the sub-grantees.

Emergency response management:

• Responsible for developing Uganda-specific emergency preparedness plans and response plans / together with HRT
• Responsible for assessing gaps/needs and putting clear assessments in place
• Oversee direct implementation during emergencies, including budgeting, SitReps, communication, etc.
• Coordinate with MTI Uganda HR to develop organisational charts and support the recruitment of emergency response staff.
• Assist program management in filing and record keeping of project activities and data entry of program statistics as requested
• Participate in all stages of the project cycle, providing technical inputs at each stage to ensure maximum health impacts
• Represent Medical Teams in coordination meetings with key donors, MoH, and other partners relevant to project implementation or relevant to new emergencies.
• Coordinate, integrate and report on all diseases of outbreak potential and other epidemic-related diseases in the different Medical Teams’ locations.
• Support staff, District, Sub-County, and Village Task Forces' capacity building on diseases of epidemic potential-related activities in the different MTI locations.

Risk Management.

• Identifying risks: collaborate with the compliance team in identifying potential risks and issues that could impede the progress of the project.
• Developing mitigation plans: Help create contingency plans for identified risks and proactively manage any issues that arise during the project's lifecycle.
• Monitoring and escalating: Ensure that risks and issues are tracked and escalated to the appropriate stakeholders for resolution.
• Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies.

All management-level positions should contain the following Safeguarding language:

Ensure the Safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable them to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behaviour expectations.

Qualifications

EDUCATION, LICENSES, & CERTIFICATIONS

• Bachelor's Degree in Public Health, Development Studies, International Relations or related field is required; Postgraduate qualifications are an added advantage.

EXPERIENCE

• 5 years of experience in Project Management in the humanitarian sector is required; experience in health-related projects is preferred.
• Experience with management of UN and EU funding is preferred.
• Experience working with INGOs is required.

KNOWLEDGE, SKILLS, & ABILITIES

KNOWLEDGE

In-depth knowledge of project cycle management and its application in emergency and development programs.

SKILLS

• Highly skilled project cycle management, including budget development and management
• Highly skilled in analysing data and writing reports.
• Skilled in using appropriate database systems (eg., ERP, HIS, HRIS, etc.) and Microsoft Word, Excel and Outlook.
• Excellent interpersonal and communication skills, with a strong command of English

ABILITIES

• Ability to collaborate within multi-ethnic and multi-functional teams
• Ability to maintain detailed records with high accuracy
• Ability to prioritise tasks to meet deadlines
• Ability to support MTI Calling and adhere to the MTI Code of Conduct

PHYSICAL CONDITIONS & WORK ENVIRONMENT

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of personal computers, databases and digital platforms, and other office productivity machinery, such as copy machines and computer printers.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, and computers.
• Frequent communication and exchange of information among colleagues and persons of concern requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or a ladder depending on the role.
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee may occasionally lift and/or move heavy items
• Seldom to occasionally position oneself to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.

• Ensure timely implementation of planned activities and liaise with the program team (including the Regional Program Managers and Health Coordinators, and all involved partners for effective planning, execution and evaluation.
• Monitor compliance with donor regulations applicable to projects implemented in the field about finance, logistics, security, HR, and administration.
• Ensure that all assets and constructions carried out in the project are labelled as per donor requirements.
• Participate in the project/proposal design (Proposal writing, budgeting), project implementation, monitoring and project control.
• Monitor overall budget expenditure and submit regular financial reports; inform the Grants Manager on budgetary challenges as they arise and prepare budget revisions as required
• Track budget performance, analyse and give recommendations on budget versus actuals (BVA) on all activities under the project in the different MTI locations.
• Assist Programs Kampala in ensuring quality standards and standard operating procedures in relation to MTI’s current donor programming.
• Participate in the needs assessment/surveys, design, implementation, monitoring and evaluation of all program activities in the different MTI locations, including specific disease outbreaks in the organisation's operational areas.
• Lead monthly report writing on project progress, obstacles and recommendations
• Lead in donor report writing as requested, including gathering of information and ensuring its accuracy and timely submission.
• Prepare media briefs and any other relevant information material and packages to increase project and Donor visibility.
• Perform any other duties as assigned by the Director of Programs or the Grants Manager.
• In the event that the grant is implemented in consortium, the project coordinator will be the focal point for coordination of the planned activities between the prime (Medical Teams) and the sub-grantees.
• Responsible for developing Uganda-specific emergency preparedness plans and response plans / together with HRT
• Responsible for assessing gaps/needs and putting clear assessments in place
• Oversee direct implementation during emergencies, including budgeting, SitReps, communication, etc.
• Coordinate with MTI Uganda HR to develop organisational charts and support the recruitment of emergency response staff.
• Assist program management in filing and record keeping of project activities and data entry of program statistics as requested
• Participate in all stages of the project cycle, providing technical inputs at each stage to ensure maximum health impacts
• Represent Medical Teams in coordination meetings with key donors, MoH, and other partners relevant to project implementation or relevant to new emergencies.
• Coordinate, integrate and report on all diseases of outbreak potential and other epidemic-related diseases in the different Medical Teams’ locations.
• Support staff, District, Sub-County, and Village Task Forces' capacity building on diseases of epidemic potential-related activities in the different MTI locations.
• Collaborate with the compliance team in identifying potential risks and issues that could impede the progress of the project.
• Help create contingency plans for identified risks and proactively manage any issues that arise during the project's lifecycle.
• Ensure that risks and issues are tracked and escalated to the appropriate stakeholders for resolution.
• Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies.

• Highly skilled project cycle management, including budget development and management
• Highly skilled in analysing data and writing reports.
• Skilled in using appropriate database systems (eg., ERP, HIS, HRIS, etc.) and Microsoft Word, Excel and Outlook.
• Excellent interpersonal and communication skills, with a strong command of English
• Ability to collaborate within multi-ethnic and multi-functional teams
• Ability to maintain detailed records with high accuracy
• Ability to prioritise tasks to meet deadlines
• Ability to support MTI Calling and adhere to the MTI Code of Conduct

• Bachelor's Degree in Public Health, Development Studies, International Relations or related field is required; Postgraduate qualifications are an added advantage.
• 5 years of experience in Project Management in the humanitarian sector is required; experience in health-related projects is preferred.
• Experience with management of UN and EU funding is preferred.
• Experience working with INGOs is required.
• In-depth knowledge of project cycle management and its application in emergency and development programs.