CARE International Indonesia (CII), as an international NGO, has carried out large scale operations in Indonesia, encompassing emergency operations, transitional activities centered on agriculture and nutrition and a range of development initiatives in such areas as water and sanitation, health and enterprise & economic development.
CARE International Indonesia in Head Quarter Office-Jakarta is currently recruiting the following position for its project:
JOB TITLE: PROJECT MANAGER
DEPARTMENT/PROJECT: PROGRAM/P.A.C.E In Community-III
REPORTS TO: EED MANAGER/BUSINESS DEVELOPMENT SPECIALIST
BASE: MARUNDA (NORTH JAKARTA)
JOB SUMMARY
The Project Manager will provide technical oversight on assigned project. S/He will be responsible for coordinating the overall project planning, implementation, monitoring of progress, facilitation of requirements to secure project progress, synergize activities across the partners, coordination and relationship building with key stakeholders, including relevant national and local governments. In particular to make every effort to ensure that the Project’s objectives/outputs are achieved to a high standard of quality according to the log frame and budget, within the contracted project period and in compliance with national laws, donor regulations and CARE policies and procedures.
RESPONSIBILITIES AND TASKS:
S/he will serve as a leader and coordinator of the project team with the following responsibilities:
- Project Management;
- Financial/Budget and Asset Management;
- Contract Management/Compliance;
- Personal Management;
- Government Liaison/External Relations.
Project Management.
- Lead and manage overall project cycle within the grants framework.
- Ensure compliance with Project documentation and donor guidelines including:
- Approved Project proposal and budget and any donor approved changes. Donor contract Donor procedure manuals Individual Project Implementation Agreement or IPIA (agreement with CARE member).
- Ensure that the Project conforms with CARE International Program Principles and Project Standards (using Project Standards Measurement Index or PSMI as a tool to measure quality of program). If the Project does not meet these standards at any stage of the project cycle, take appropriate steps to correct or improve identified areas.
- Review approved Project outputs and indicators so as to ensure that they are appropriate and realistic, and if required suggest changes to line management.
- Develop Project start up plans in consultation with Project staff, line management, partners’ consortium and local government partners. Following project initiation, develop regular (monthly) implementation plans and reports.
- Establish and implement Project monitoring and evaluation systems in order to provide regular information on progress towards indicators of outputs and objectives and assess the impact of the Project.
- Mobilize and manage technical assistance and support to Project and counterpart staff as required.
- Support identification and implementation of potential innovation of the project to increase the project outreach or increase institutional added value of CARE International Indonesia.
- Coordinate with consortium partners organization and link the project to government for potential replication and wide impact.
- Make sure the visibility of the project and lesson learned along the project implementation.
- Comply with CARE Indonesia financial management procedures and expenditure monitoring systems.
- Authorize all necessary Project site expenditure within CARE Indonesia “Limits of Authorization” table and ensure that Project expenses are kept to a minimum consistent with sound administrative and financial practices.
- Ensure that Project expenditures are being coded correctly and consistently (i.e. allocated to correct budget lines) and that donor funds are used solely for the purposes for which they were granted and in accordance with relevant CARE Indonesia and donor guidelines.
- Check monthly Project expenditure report for accuracy and appropriateness. Regularly discuss with Finance Manager concerning financial reporting issues, errors, trends, payment delays, outstanding commitments and related matters.
- Prepare monthly program and financial projection, and monitor expenditure on a monthly basis against the approved budget. Review expenditure projections to ensure that expenditure stays within budget. Actual or anticipated expenditure variances against the budget should be included in the monthly report to line management together with any recommendations for changes to the budget.
- In close coordination with the Administration Unit and/or Regional Office Manager, ensure that assets purchased by or provided to the Project comply with asset management guidelines in the CARE Indonesia Administration Manual.
- Ensure that contractual compliance obligations to the donor are understood and adhered to by all relevant Project staff.
- In the event of any urgent and serious matters, provide immediate reports (verbal or written) to line management or Program Director. Such matters of significance may include:
- Personnel/staff, Security,
- Financial or asset control,
- Project performance,
- Legal problems,
- Events likely to gain adverse publicity, and or
- Any other matters felt to be of significance by the Project Manager.
- Submit all reports on time (donor, relevant CARE International member and CARE Indonesia).
- Ensure that approved objectives, outputs (targets) and budgets are reached. Any changes to the project design, objectives, outputs or budget must have prior approval by the donor.
- Ensure the effective management, maintenance, security and legitimate usage of all project facilities, assets, personnel and equipment.
- Develop, define and maintain updated job descriptions for all relevant Project staff, which clearly explain the roles and responsibilities of each staff member.
- Work with line management and Human Resources Unit to recruit staff for all project positions. Ensure that CARE’s recruitment procedures are followed.
- Ensure that all staff clearly understands their roles and responsibilities. On the basis of their job descriptions monitor staff performance and provide constructive feedback to staff in line with CARE Indonesia performance management procedures (Annual Performance Appraisal process).
- Identify the key skills required by all Project staff to effectively fulfill their designated roles and where necessary suggest or plan staff training to fulfill such needs as well as provide on the job training and coaching/mentoring.
- Assist all Project staff to have access to training in order to develop their skills beyond the requirements of their current position.
- Actively assist staff, in particular women, assume greater responsibility within project activities and ‘foster’ their long-term professional development.
- Ensure that staff participates in the development of project Weekly/monthly work plans.
- Ensure that the provisions of CARE Indonesia’s Human Resource Manual are being complied with. In particular, ensure that working hours, annual, sick leave and other leave provisions are being applied and liaise with the Regional Office Manager (if applicable) or Human Resources Unit regarding relevant staffing issues.
- At all times ensure the safety and security of all Project staff in line with CARE Indonesia’s policies and procedures.
- Establish and maintain positive working relationships with other institutions involved in the project by ensuring appropriate representation of CARE. This should include regular contact to ensure they are fully and appropriately involved in the Project.
- Establish local procedures in order to liaise effectively with local government institutions. This may include such things as: planning, implementing, reporting, monitoring and evaluation or any other aspect that requires local government understanding and support for effective project management.
- Assist line management to meet all required narrative and financial reporting requirements promptly.
- Comply with host government priorities and policies where these are consistent with CARE Indonesia’s Mission and Vision as well as donor contractual obligations and the need to ensure project quality. And possibility of program replication with the local government, and support to influence the community programing and budgeting at the village level.
- Facilitate and provide the opportunities for counterpart staff and agencies to be aware of and learn from the implementation of all aspects of the Project.
- Undertake all areas of responsibility in a professional manner and in a way that enhances the reputation of the Project and the reputation of CARE.
- Together with EED Manager to develop program strategy, design and work plan.
- Together with EED Manager to analyze mapping need assessment report to support the programming and strategy.
- Together with EED Manager and team revise and prepare existing training module that will be used in the program.
- Develop the monitoring framework to be applied in the project.
- Together with NGOs (consortium) to synchronize related activities (if needed) in the field to ensure the achievement of expected output.
- Conduct socialization, monitoring and evaluation activity to ensure harmonization, standardization and optimizing of any project activities.
- Periodically visit the field as part of coaching, monitoring and evaluation activity (ToT, regular, trainings, Action Plan and Trainer Discussion Forum) to measure the project achievement, opportunity and help to overcome the challenges faced by the program.
- Prepare and submit narrative report in quarterly, semi-annual and final report.
- Facilitate the coordination meeting with all team (EED team and local partner, if needed).
- Pro-actively identify and communicate program opportunities and challenges for replication and/or scale.
- Supervise Project Officer and other team (if any) on the project structure.
- Liaise with respected government, NGOs and other stakeholder on the project implementation .
- Conduct any other duties that may reasonably be assigned inline with the position.
- Project Officer (1 person; Marunda-North Jakarta base)
- Education: University degree in Economic Management or Management or Social Study or communication, Social Welfare and/or other relevant background.
- Experience: At least 5 (five) years proven in community facilitation capacity for livelihood development.
- Specific technical skills:
- Experience in program design and workplan development.
- Good communications skills, including negotiation skills particularly with community and local authority.
- Good interpersonal skills, including patience, diplomacy, willingness to listen and respect for project staffs and beneficiaries.
- Prepared to spend a considerable amount of time in the field.
- Honest, responsible, self-motivated, ability to work in tight schedule and able to take initiative under minimum supervision.
- Able to give helpful directions, detailed instructions and demonstrations.
- Demonstrate ability to independently work as well as to contribute in a cross cultural environment.
- Experience in managing and supervising large team to reach the project objectives.
- Experience in building partnership with government and other civil society organizations.
- Competent in Windows, MS Office programs, email and database experience.
- Familiar of social media as media of communication to team and beneficiaries.
- Fluent in English (spoken and written).
CARE is an equal opportunity employer offering a competitive salary and benefits package, and a collegial working environment, and women candidates are encouraged to apply. Applicants are invited to send a cover letter illustrating their suitability for the above positions, and detailed curriculum vitae, with names and addresses of three referees (including telephone, fax numbers and email address). Relocation cost will not be covered. Please DO NOT attached academic transcripts and Diplomas and state clearly the applied position in the email subject.
Please submit your applications before March 04, 2017 to CARE International Indonesia, Human Resources Unit: recruit_925@careind.or.id
"Only qualified applicants will be shortlisted"
