Openings at Cooperazione Internazionale

Description of the role

• The Project Area Coordinator / PM is responsible for the project’s execution, in technical, economic/financial terms, and in terms of resources management on field, in compliance with COOPI and the donor’s procedures. S/he will have direct responsibilities on project coordination and implementation, ensuring to reach the expected results on time, on budget, on quality, in reference to the project funded by the donor. S/he will ensure good representation of the Organisation with a variety of stakeholders and third parties and guarantee compliance to Standard Operating Procedures for safety, security and general operations.

Main responsibilities

Activity planning and management

• in cooperation with the project staff, s/he plans and monitors the activities’ progress, in compliance with the contract signed with the donor and with COOPI and the donor’s procedures;

Administrative and financial management

• in collaboration with the Project Administrator/Administrative Coordinator, plan all expenditures to make;
• regularly monitor all made expenditures;
• supervise accounting and the project cash safe/bank account management and, where there was no dedicated staff, directly manage the accounting and the project cash safe/bank accounts, making use of the instruments made available by the organization;
• in cooperation with the Project Administrator and in coordination with the Country LOG/Administrative Coordinator prepare the Purchases Plan;
• ensure the organization and donor’s procedures respect when purchasing goods and services.

Reporting

• in coordination with the Programme and Administration Unit, ensure the preparation, in compliance with the deadlines, of all financial and narrative reports – interim and final – expected by the project;
• be responsible for the preparation of all formal communication and contract modifications requests of the project managed.

Staff Management

• in coordination with the Head of Mission and in compliance with the country’s rules/laws and with the COOPI’s regulation in the country, select the local staff to be employed in projects, and manage any other assigned project’s expatriate staff;
• by making use of the organization’s tools evaluate the local staff employed for projects and participate to the evaluation of the project, upon request by his/her direct supervisor;
• coordinate and supervise the work done by all the project staff, in compliance with the organization’s security procedures;
• be responsible for the initial and continuous training of the local staff under his/her responsibility.

Goods management

• be responsible of the correct management of all goods purchased for the project, both directly and purchased by other offices/field offices;
• for all goods purchased by the project update the inventory, in cooperation with the Administrative Coordinator.

Institutional relations

• in relation to the project of his/her competence, communicate with the donors’ officers, the local authorities which are competent in the aspects related to the project, the project’s partners and beneficiaries, in compliance with the organization’s guidelines.

Security

• manage the security implementation plan in program areas in all its aspects, including supervision of security guidelines implementation by COOPI staff in charge and emergency and evacuation procedures;
• coordinate regular collection of information from areas of intervention;
• prepare security reports and timely inform the Country Director on security matters.

Requirements

Essentials

• Advanced degree in International Development, Business administration, Social Science or related subject;
• Three years' experience in the humanitarian field as project manager and/or area coordinator or in a similar position;
• Demonstrated experience in fragile context, including assistance to IDPs, refugees and returnee's;
• Experience of working within an insecure environment with responsibility for security planning, monitoring and management;
• Strong analytical and practical problem-solving skills;
• Strong supervisory abilities, and demonstrated capacity of teamwork and of coordination with the relevant actors;
• Experience in remote management of team;
• Very good inter-personal and writing communication skills;
• Problem-solving ability and ability to organize work efficiently and deliver assignments in a timely manner often under time constraints;
• Proficiency in written and spoken English;
• Computer literacy, with high proficiency in the use of standard office software applications (e.g. Microsoft Word, Excel and PowerPoint).

Desired

• Experience in a similar context, particularly in Sudan;
• Previous experience in UNHCR, ECHO, OCHA projects management is an asset;
• Arabic would be an advantage;
• Previous experience with COOPI.

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Description of the role

• The Project Administrator will report to the Country administrator (functional) and the Head of Mission (line manager). He/she will be the focal person directly responsible for the overall administration aspects of the assigned projects. He/she will be responsible to ensure the procuremet and administrative compliance of COOPI and Donor regulations during the implementations of the activities.

Main responsibilities

The Area Administrator will be responsible for the coordination of field operations, and will ensure:

• Training on DESY to local admin staff is done and effective;
• Program administration is correctly implemented and managed;
• Administrative and purchasing procedures are correctly applied;

Specific tasks

• Ensures the correct management of the safes and the project's bank accounts, by directly managing or by regularly controlling the project accountant, if available;
• Ensures the correct project accountancy and all accountancy documents filing, by monitoring the accountants or by directly performing the accountancy, in case there was no accountant;
• Verifies the correct administrative management of the projects (contracts, goods and services purchase, calls for tenders etc.) in compliance with COOPI and the donor's procedures (EU and others);
• Ensures the correct filing of all project's administrative documents;
• Monitors expenses in accordance with the budget, and provides the accounting data to the PM so as to allow him to monitor and plan the expenditures and to request funds;
• Supports the processing of contract modifications (including the budget), and in the preparation of all necessary project documents;
• Contributes to the development of the project's financial planning;
• Prepares the intermediate and final financial reports for the projects under his responsibility;;
• Supports in budget preparation as well as proposals development.

Human Resources

• Plans the work, supervises, and collaborates to train the staff of the project's accounting-administrative area upon request by the Head of Mission;
• Upon request, collaborates to staff evaluation activities;;
• It is the focal point of the complaint mechanism and the code of conduct.

Logistics

• Provides technical oversight to the procurement process;
• Ensures that proper supply chain management procedures are in place and that standard logistics and related administrative systems are established and implemented within COOPI country programme.

Requirements

Essentials

• University degree in economy, business or social sciences 
• A minimum of 2 years of relevant working experience in similar positions;
• Demonstrated successful experience in international relief and development in a similar position;
• Demonstrated effective verbal and written communication, negotiation skills, multi-tasking and organizational skills;
• Experience in liaising with governmental/local authorities, IOs and NGOs;
• Fluency in English language;
• Computer literate;
• Proven ability to work in a team is essential;
• Demonstrated ability to work in stressful environments, under pressure and in remote context;
• Experience in using the double-entry bookkeeping system and most common accounting software.

Desired

• Familiarity with logistics, procurement and security procedures is a strong advantage;
• Experience in managing staff is an advantage;
• Previous work experience in Sudan;
• Previous experience with COOPI;
• Experience in working in conflict-prone environments a plus;;
• Italian language knowledge is a plus.