HEKS EPER Job Vacancy: Project Coordinator - Palu, Central Sulawesi - Indonesian

Term Of Reference:
Position: Project Coordinator (Consultancy, 100%)
Duty Station/Country: Palu, Central Sulawesi - Indonesia
Reporting line: Humanitarian Aid Coordinator Indonesia (HEKS Switzerland) 

HEKS/EPER is partnered up with the Indonesian Organisation Muhammadiyah Disaster Management Centre (MDMC) to respond to the devastating earthquake and tsunami in Sulawesi, Indonesia.

For the recovery phase, a humanitarian program on construction of Transitional Shelter and WASH Facilities is implemented to support affected people mainly in rural areas in Central Sulawesi. HEKS/EPER is coordinating with the Swiss NGO Solidar with a shared office and close collaboration.

To monitor and guide the HEKS intervention, we are seeking a motivated, skilled and experienced person for the position of a Project Coordinator.

Under the direct supervision of the Humanitarian Aid Coordinator Indonesia (who is mostly based in Switzerland), the Project Coordinator will work in a team with the MEAL expert and the Finance Expert.. S/he will closely coordinate with the Livelihood expert of Solidar Suisse. The coordinator will line manage the Wash and Shelter expert for all administrative and financial issue but will receive direct technical supervision from the Humanitarian Aid Coordinator in Switzerland.

The project coordinator will represent HEKS towards the partner organization, in coordination with other NGOs and towards the Government.

The Project Coordinator is entrusted with the following tasks:

  • Ensure that applicable guidelines HEKS/EPER and the donor are followed.
  • Representing HEKS/EPER in the Country.
  • Maintain good relationships with government bodies and with other non-governmental organisations for humanitarian aid projects.
  • Take responsibility in coordination with the Humanitarian Aid coordinator for appropriate information flows with local and foreign media.
  • Coordinate with clusters and other stakeholders to ensure compliance and visibility of HEKS/EPER.
Strategic Programme and Project Planning
  • Support the development of project proposals.
  • Support the Shelter/WASH Project Manager for the development and methodology of the CASH project for the second phase.
Reporting, partner support, project implementation, monitoring and evaluation
  • Regularly update the Humanitarian Aid Coordinator Indonesia on project progress, plans, challenges and incidences orally and in writing in a frank and transparent manner.
  • Assume final responsibility for the timely submission and quality of all the reports of the projects.
  • Advise and assist the partner organisation with attaining the set project goals and support them with their own organisational development.
  • Overview, coordinate and consolidate weekly work-plans.
  • Monitor the project’s progress in the field.
Information and Flow
  • Ensure an excellent understanding of the political, social, humanitarian and security situation in Indonesia.
  • Support HEKS as and when required (for marketing and fundraising purposes), including preparation of case studies etc.
  • Provide administrative and logistical support to HQ staff and visitors
  • Provide a monthly report to HEKS HQ, including progress information and challenges. 
Coordination with Solidar Suisse,
  • Ensure a good cooperation with Solidar Suisse and ensure cooperative management of shared resources.
  • Support Solidar Suisse as per request by the Humanitarian Aid Coordinator Indonesia
Monitoring and Evaluation
  • Develop a comprehensive MEAL framework and ensure its proper application in the project
  • Design MEAL tools specifically for the project and train project staff on the application of said tools
  • Coordinate the MEAL activities (incl. data collection) of the respective field staff to ensure timely and conducive MEAL measures are applied
  • Ensure the adherence to the Core Humanitarian Standards (accountability commitments), the Sphere Standards and the donor Standards.
  • Ensure that accountability standards are institutionalized within the project according the project’s proposal
  • Develop a complaints and response mechanism in a participatory manner
Administration, Human Resources Management and security management
  • Provide monthly situation reports.
  • Assume a caring team support role.
  • Ensure collaboration within the team, arrange replacements during absence.
  • Supervise the holiday assets/credits and coordinate all absences.
  • Makes sure that all procedures related to the program are duly followed by all consultants.
  • Support the Finance Manager in ensuring compliance with the financial and administrative guidelines (FFAG).
  • Supervise the holiday assets/credits and coordinate all absences and report it to the Humanitarian Coordinator
  • Ensure the local team is managing security and in case of deteriorating security situation, report immediately to the Humanitarian Coordinator and take the necessary security measures in coordination with the local team and the Humanitarian Coordinator.
  • Assume final responsibility for the program’s finances.
  • Supervise the drafting, implementation and monitoring of the monthly budgets of the projects.
  • Report budget differences or shortfalls of the Programme to the Humanitarian Coordinator.[PP1] [SZ2] in a timely manner.
  • Check the financial requirement plan (cash flow) prepared by the Finance Officer.
  • Control/verify with the Finance Officer the accounts of HEKS/EPER financed partner projects.
  • Ensure quality and compliance of the HEKS and the partners finance management.
  • Organise/supervise legal obligations concerning the taxes to be paid, taxation for the organisation, social insurances, etc. related to all consultants.
  • Support the Finance Manager in ensuring compliance with the financial and administrative guidelines (FFAG).
  • Ensure the Finance Officer arrange the project auditing
Knowledge Management
  • Share knowledge and experiences within the organisation.
  • Ensure that all consultants and partners are aware of the consortium’s strategy and values.
  • Create an atmosphere of open dialogue in the office with no fear of questions and critical discussions. Contribute to maintaining a positive atmosphere in the coordination office.
Final Provision
  • The contractor may be asked to perform duties and tasks not covered in this job description within the remit of his/her expertise, as well as to provide support to other areas when necessary.
Required profile and experience
  • Master’s degree in management, social sciences, project management, humanitarian Aid related field with at least 5 years of experience;
  • Demonstrated experience working in senior management positions;
  • Work experience in an emergency context is an advantage;
  • Experience in shelter, WASH and CASH project implementation is a plus.
  • Experience in working in consortia and collaborating with partner organizations is an advantage;
  • Excellent computer skills;
  • Fluent in English (written, spoken and reading);
  • Strong attitude to take initiative, work autonomously and achieve results effectively;
  • Able to work flexible, cope with stress and respect deadlines.
Duration and starting date
  • We look for a candidate who is able to start as soon as possible, with contract duration till End of February 2020.
  • If you are interested in this assignment and meet the requirements, please send your application including detailed CV, and contact details of 3 referees by e-mail with Subject “Project Coordinator to applications-humanitarian-aid@heks-eper.org. Due to the urgency, the position will be filled on a rolling basis.
  • Only shortlisted candidates will be contacted.