NGO JOBS

Title of Position: Operational CoordinatorN + 1: Country Director (CD)N+2: Desk Officer ASENE (HQ)Direct Team Management: 5 national project managers, 1 expatriate programme managerBudget Responsibility: Yes (budget planning, budget follow up, expenses validation)Contract: Fixed Term Contract 1 yearExpected Date of Arrival: January 2013Duration of Mission: Position should exist until end 2016International Travel: Possibilities for conferencesTravel Between Sites: Job is based in Vientiane but will require travel on project sites to support projects managers and monitor projects. Mainly travel to Savannakhet province.Possibility of a couple: YesPossibility of children: YesSpecifics: No specific constraints or living conditions

Background, context of the position The Operation Coordinator position is a new position that will be opened on the HI programme in Laos from January 2013. The creation of this position has been decided in the context of the preparation of the HI Laos 2012-2016 strategy in order to support the process of transfer of responsibilities to national project managers. In the past, most projects were managed by expatriate managers. In 2012 two projects are managed by national project managers and it is expected that by January 2014 all HI projects will be headed by national staff. This requires an important support in terms of capacity building and coaching on PCM and management/leadership areas. Monitoring and Evaluation are also to be improved on the programme with the adoption of standardised tools.The Operational Coordinator will assist the Country Director for the support and coordination of HI operations and for the set up of adequate monitoring systems.

RESPONSIBILITIES AND TASKS:The importance (in terms of time investment) of each of the responsibilities below varies according to the size of the programme.

MissionIn general, the OC has a global vision of the projects in his/her remit and ensures the correct implementation and attainment of the programme's objectives by activity. He/she also ensures that the project teams are operational.

Capacity building of national project manager• Assess the needs of training of each project manager (with eventual external provider support)• Elaborate a capacity building plan with each manager• Prepare and conduct internal training session on PCM• Mobilise HI resources for conducted trainings• Identify and mobilise external resources to provide training according to needs• Coach managers on keys aspects of project management (project identification, project monitoring, planning, report writing, team management..)

Strategic Management, and annual review/planning• With the support of the CD, lead strategic discussions within the team on the actions to develop and the decisions to take as well as on the approaches, methods and tools to use• Support the CD in (re)defining and in implementing the main strategic guidelines of the programme and of future projects according to the 2012-2016 CPF.• In collaboration with the CD, prepare identification documents and documentation for the development of new projects• Support the implementation and application of the following strategies: 1. operational2. communication3. human resources4. financial resources5. funding• Support the implementation of provisional budgets (financial and human resources)• Coordinate annual review of project and annual planning process

New project development• Assist project managers/ CD in collecting information if relevant for project development/outlook• Support Project Managers in the establishment of new projects (opening, extension, closing)• Facilitate project planning workshops as needed• Be involved in project writing process

Operations/projects management1. Project planning• Support Managers for their annual, quarterly planning exercise.• Review and revise planning with Managers whenever the needs occur 2. Project implementation• Support the Managers in the implementation of the projects• Provide methodological and organisational support to the Project Managers• Ensure good communication between team and partners• Select and disseminate technical communication between HI, NGOs, team and partners• Identify needs for further or specific training, equipment, external support, and elaborate terms of references3. Project monitoring & reporting• Develop (where they don’t exist) consistent M&E tools across the projects.• Conduct regular participatory planning meetings with all stakeholders for quality control and adequacy of the project strategy• Follow up, spot check on-going activities for quality control• Coordinate periodical reports: donor reports, internal reports (annual reports, information for website, newsletter…)• Update indicators, achievements, activities and results according to the project Logical Framework• Supervise, accompany and monitor the technical support missions in drawing up terms of reference and in the follow-up of recommendations4. Project Evaluation• Prepare and facilitate project evaluation (internal and external)

Fund raising• Support CD in identifying new funding sources• Support project managers in developing/writing new projects

Coordination• Prepare and facilitate quarterly coordination meetings• Participate to Country Management team meeting• Encourage links between projects and identify potential synergies.• In the absence of the Country Director, the OC could be called on to replace him, possibly in collaboration with the SSC• Ensure specific follow-up in the absence of a Project Manager

Communication1. Internal communication • Act as a link between the projects and the HI Laos direction, as well as with other HI administrative departments • Communication with Technical support at HQ• Draw up a monthly report covering the general situation of the different projects. This report is based on a structured and monthly input from each team manager• Provide a regular technical report to the desk and to the DRT2. External communication• Represent HI on delegation from the CD • Participate to sector technical working groups /INGO meetings as required by CD

CapitalisationCapitalisation is a process of enhancing knowledge and practices allowing the association to respond to its mandate in the most pertinent and efficient way.The OC will ensure that the capitalisation process is in place for each project developed. This includes:• Identification of priority holding subjects for capitalisation• Definition of a structural and organisational framework of capitalisation• Organisation and centralisation of key documentation relating to projects• Drawing up end of mission reportsHe/she will ensure that capitalisation is systematically carried out for each project developed.

Human Resource Management• Supervise and motivate the team of Project Managers• Support and monitor all Project Managers under his/her responsibility in team management• Recruit (or assist in recruitment in the case of expats), train and supervise own team members• Draw up the IAP (Individual Action Plan) and final and intermediate evaluations for employees under his/her direct responsibility and ensure that they are completed for other employees in the project teams• Ensure that the policies and procedures guaranteeing good working and security conditions are respected at all levels• Prepare or update when needed job descriptions/IAP for Project Managers and short term consultants • Validate the plan of action of project Managers • Evaluate Project Managers• Have regular meetings (weekly) with Managers• Establish a good communication with the team to prevent and solve eventual conflicts• Develop team building activities when appropriate and possible• Manage consultants

Financial management• Assist the CD, the SSC and the project managers in drawing up the annual budget in line with the programme objectives• Based on information from the SSC, guide and direct the Project Managers in the use of budgets• Validate or veto expenses, based on authorisations for signature• Review the project budget in collaboration with the managers and the SSC• Ensure that Project Managers comply with the donor's obligations (rules, reports, amendments)• Make sure all procedures are followed, according to both HI Laos rules and donors rules• Give analysis in intermediate and final financial reports upon request from Finance Department

WORKING ENVIRONMENT

Partners will be:Internal: The Operational Coordinator will work under the supervision of the Program Director and will manage 6 project managers.The Operational Coordinator will be in support to 6 project managers on project Management, monitoring and evaluation, training on monitoring and evaluation, fund-raising.External:Project partners: The National Committee for Disabled people, The National Regulatory Authority on UXO, the Ministry of Labour and Social Welfare, The Ministry of Health, the Ministry of Public Work and Transport, the Ministry of education, LDPA , the other disabled people organisationsINGos, donors...

Travel:Regular trips to Savannakhet Province (once a month maximum)

PROFILE REQUIRED FOR THE JOB:

Knowledge1/ University level degree in a relevant discipline and/or equivalent professional experience, preferably in the fields of development and disability

2/ English is essential as all project documentation and reporting systems are in English; French would be an asset.

Skills1/ At least 5 years experience in his/her field and/or in coordination; • Experienced in INGO• Strong experience in project management• Experienced in Asian context • Working experience in coordination
• Experience in capacity building/coaching2/ Others• HR: Strong coordination and management skills• Strong methodology and experience in project cycle management• Strong knowledge in Monitoring and Evaluation techniques and methodology• Strong experience in training and participatory approach• Ability to work in partnership with national and local actors• Experience in working within a multi-cultural environment• Experience in working with government and institutional partners• Knowledge in the field of disability is a plus• Strong communication and negotiation skills• Strong writing skills • Computer literate (Word, Excel, Powerpoint etc.)

Personal qualities• Mature, diplomatic and patient but determined • Ability to gather and coordinate staff in a multi cultural environment• Ability to communicate and collaborate effectively with a variety of colleagues• Dynamic, flexible and creative• Skills in public relations at all levels• Able to integrate easily and to negotiate effectively with local partners• Adheres to Handicap International mandate