FSL Project Manger

Shafak was officially established on 10-10-2013 (registration no. 27-016-129). It was founded during the early months of the Syrian Crisis in 2011. At its core, Shafak is a grassroots NGO that was formed by Syrians for Syrians, with the intent of addressing the needs of their life with dignity, equality, and humanity with a focus on sustainability and autonomy**.**

Shafak is an impartial, independent, non-profit NGO that exists for the express purpose of providing humanitarian services to vulnerable people regardless of political or religious affiliations and in the long run to contribute to recovery and rebuilding the society on a freedom, justice, and equality basis.

ROLE PURPOSE:

The FSL program aim is to protect and to improve the access to food and livelihoods for the most vulnerable families; supporting livelihoods, and supporting farmers and associated infrastructure related to Value chain different Modalities. through provides assistance through direct distributions of food baskets and bread for the most vulnerable families in the directly affected areas by the conflict, as well as provides cash assistance in the form of vouchers to support most vulnerable families in the most stable areas to buy food, and provides emergency support for recently displaced people to meet their priority needs directly within the first days of displacement. The FSL program also supports farmers and livestock breeders inside Syria, through the provision of supplies, equipment and training opportunities. In addition to previous mentioned activities, the program provides support to the centers of technical and vocational training through the provision of equipment and opportunities for professional development.

The FSL Project Manager (FSL) will oversee the implementation of the project in Northern Syria. The Post Holder is responsible for managing the human, material, and financial resources of the project and ensuring smooth coordination internally and externally. The aim of the project is protection and improvement of access to food and livelihoods for the most vulnerable families; supporting livelihoods, and supporting farmers and associated infrastructure related to Value chain through voucher- In-kind modalities. The post holder will be expected to also mentor and/or build the capacity of project staff.

Job code: 220909

Location:

HQ/Gaziantep

Reports to; FSL Program Manager

KEY RESPONSIBILITIES:

Project Implementation and Reporting (60%)

• Manage the assigned project implementation as per the scope of the project and agreed standards and procedures
• Ensure project activities are on track and adhere to project proposal, budget, and donor and Shafak regulations
• Undertake market/trader assessments and ensure that vendors are selected as per the agreed criteria.
• Work with financial unit to ensure safe / efficient payments are made using vouchers and/or local banking systems.
• Develop appropriate targeting criteria and mechanisms to ensure the needs of identified eligible and vulnerable groups are met.
• Manage project staff in head quarter and field and ensuring implementation and monitoring of projects activities and practices
• Participate in the assessment of community needs and resources, collection of base line data to assist in project implementation.
• Following the agreed upon plan of action, implement the program to schedule, reporting any delays and deviations and troubleshoot as is appropriate.
• Initiate and manage the beneficiary registration and verification processes.
• Develop Technical guidelines to support activities implementation.
• Develop guidelines to monitor quality implementation.
• Develop project tools, including but not limited to Market Assessment, Vendors capacity assessment and Price Monitoring tools.
• Coordinate and follow up with support departments (logistic, human resources, media and MEAL).
• Plan and monitor all field activities, i.e. appointments, meetings, cash / voucher distributions, monitoring and beneficiary
• Work closely with the Supply Chain Unit to ensure timely procurement and delivery of project resources. Ensure accurate paperwork is provided for processing.
• Support M&E and technical teams with monitoring and data collection activities
• Establish and maintain constructive working relationships with other NGO’s, UN agencies, bilateral and multilateral donors, and other principle stakeholders.
• Share assessment reports and engage with relevant humanitarian actors to ensure operational coordination of FSL activities
• Represent Shafak in the different related agencies meeting and other different coordination groups.
• Conduct field visit during the project activities implementation and providing them with all required information.

Documentation and Reporting:

• Ensure proper documentation of project processes is upheld, i.e. distribution plans, beneficiary lists, voucher requisition, distribution reports, working with all stakeholders.
• Prepare timely and accurate periodic reports as required by the program manager and the response team.
• Prepare and submit timely and period reports (monthly, quarterly), management reports, and other reports as needed.
• All information, data and reports generated in this project belong to Shafak and its donors. Therefore, it is mandatory to take care all the
• Information especially the key documents and back up the information on regularly basis.
• Handle the Complaints and feedback, that are received from CFM team, Donor, TPM promptly and responsibly

Financial / Asset Management (15%)

• Support procurement and financial processes related to the projects, and ensure they are in line with Shafak policies and procedures
• Ensure that Project expenditure is being coded correctly and consistently (that is 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 Shafak and donor guidelines.
• Ensure regular payment of casual workers based on attendance timesheets
• Check the monthly project financial report for accuracy and appropriateness.
• Regularly discuss with program manager concerning financial reporting issues, errors, trends, payment delays, and related matters.
• Monitor expenditure on a monthly basis against the approved budget.
• Review expenditure projections to ensure that expenditure stays within budget. Significant 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.

Personal Management (15%)

• Develop, define and maintain updated job descriptions for FSL project which clearly delineate the roles and responsibilities of the team.
• Work with line management and administration Section regarding the recruitment of staff as per Shafak’s policies
• Ensure that all staff clearly understand their roles and responsibilities. On the basis of their job descriptions monitor staff performance and provide constructive feedback to staff in line with Shafak policy
• Ensure that staff participates in the development of project weekly/monthly work plans.
• At all times ensure the safety and security of all project staff in line with Shafak policies and procedure
• Create the conditions to ensure effective teamwork and morale. Ensure staff wellbeing is addressed.

Program Development and Capacity Building (10%)

• Contribute to the development of new programs and to the preparation of concept notes, proposals and budgets
• Conduct performance appraisals of staff if and as required, ensure regular feedback and mentoring on individual performance.
• Identify the key skills required by all project staff to effectively fulfil their designated roles and where necessary suggest or plan staff training to fulfil such needs as well as provide on the job training and coaching/mentoring.
• Work to develop Project staff capacity in FSL programming including reviewing SoP’s. mentoring and coaching.

Demonstrate adherence to Shafak’s following policies:

Child Safeguarding Policy: Child abuse in all forms is unacceptable to Shafak, which recognizes its responsibility to protect children from harm in all areas of its work. Shafak is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

Discrimination, Abuse and Harassment Policy, Shafak expressly prohibit and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, sexual orientation, marital status, citizenship status, disability, or military status. Shafak employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside Shafak.

Notice: We will discuss these policies during the interview, so if you are asked to interview please download and read them beforehand:

http://www.shafak.org/site/files/shafak-PSEA-CoC.PDF

QUALIFICATIONS AND EXPERIENCE AND ATTRIBUTES

Essential

• University Degree Graduate, preferred in Engineering, Projects Management, Business Administration, Economics or related field.
• Previous work experience with INGO is an asset.
• At least two years’ Experience of project management/coordination in establishing and managing FSL projects, including monitoring, evaluation, administration, finance, and logistics, in complex and challenging environments
• Previous experience in value chains and Economic Recovery and Market Systems
• Excellent understanding of cash programming and cash based interventions
• Comfortable in of all aspects of managerial work, including managing large budgets
• High level of expertise in representation and negotiation with Government, Donors, partners and other stakeholders
• Familiarity with projects involving large-scale procurement.
• Familiarity with projects involving infrastructure rehabilitation activities.
• Strong understanding of the humanitarian emergency operating context, including the humanitarian system, donors, security, civil military liaison and program management.
• Experience and ability to work in volatile and unsafe situation.
• Strong capacity building skills and experience.
• Good analytical skills including data analysis and good reporting/writing skills
• Fluency in English (both written and spoken) and proficiency computer skills
• Ability to travel to Syria
• Turkish Citizenship