Job Description

Project Manager

•   Application Deadline: 15-Jan-2025
• Job Posted on: 5-Jan-2025
• Country: YEMEN
• Duty Station: Hodeidah
• Duration of Assignment: 8 months

Background

Rofqa for Humanitarian Development Foundation is an independent, non- governmental,, non- profit foundation. It was established in 2009, . RHD was officially registered at the Ministry of Labor and Social Affairs as per license 52/268.
Fields of work: WASH - Food security and livelihoods - Shelter - Nutrition - Education -Health - Protection. RHD has a strong and close relationship with the Ministry of Labor and Social Affairs  and Local authorities, RHD has also a good relationship and acceptance with the host communities, and we have great experience in implementing projects in most Yemeni regions.

Job Summary    :

The Project Manager holds full managerial and technical responsibility for ensuring the success of project activities in line with the Organization’s SOPs, donor requirements, and organizational policies. This position requires strong leadership in planning, implementing, monitoring, and supervising field activities while ensuring optimal resource management, procurement oversight, and staff performance.
 They are accountable for the delivery of high-quality outcomes, including donor reporting, technical coordination, and alignment with broader humanitarian efforts. The Project Manager represents the organization in technical coordination meetings and manages critical relationships with stakeholders, including government entities, community leaders, and partner organizations.

Responsibilities/Duties:
    
Planning:

1.    Project Planning:
Create a clear and detailed implementation plan with specific objectives, timelines, and deliverables to guide the project effectively.
Define project goals and success metrics, ensuring they align with the organization’s broader strategies.
2.    Strategic Development:
Develop strategies, methodologies, and implementation mechanisms while supervising the design and preparation of tools and models for project activities.
3.    Stakeholder Coordination:
Plan and organize regular meetings with the project team, donors, authorities, and stakeholders, providing updates on implementation progress.
4.    Implementation Management:
Plan and oversee project execution to achieve objectives efficiently, effectively, and with the required quality.
5.    Risk Management:
Identify, analyze, and mitigate risks associated with project activities to ensure smooth implementation.
6.    Resource Management:
Plan and manage supply chain processes and human resources to support project needs effectively.
7.    Monitoring and Evaluation:
Develop and implement monitoring, evaluation, accountability, and learning (MEAL) systems to track progress and improve outcomes.
8.    Project Closure:
Plan and execute project closure and exit strategies to ensure sustainability and proper handover.

Coordination:

1.    Coordination and Compliance:

• Facilitate effective coordination and communication with relevant local authorities at the central level, community representatives, donors, and other key stakeholders to ensure the project aligns with donor policies, regulations, and broader efforts. Promote meaningful participation and integration with the initiatives of all involved parties.

2.    Stakeholder Engagement:

• Support and facilitate communication activities to consult on project activities, ensuring the active involvement of beneficiaries, stakeholders, and key actors throughout all phases of the project
• Facilitate communication and collaboration with key stakeholders, including government entities, civil society organizations, and private sector partners, through meetings, notices, and workshops.
• Collaborate with local authorities and target communities at governorate and district levels to develop and review project strategies.

Team Management and Leadership

1.    Defining and organizing tasks, roles, and responsibilities in alignment with the nature of activities, specializations, and job descriptions.
2.    Train, and lead and Coordinate team efforts to implement key project components, such as capacity building and strategy development, ensuring alignment with project goals..
3.    Hold regular team meetings to discuss progress, tackle challenges, and ensure everyone stays aligned with project goals.
4.    Offer ongoing guidance, support, and mentoring to help team members grow their skills and perform at their best.
5.    Supervise and support the project team, ensuring a clear understanding of all activities and requirements while fostering effective communication between field teams and project management.

Project Implementation:

1.    Project Management

• Oversee and ensure all project activities are executed according to the project plan, delivered on time, within budget, and within scope while adhering to project guidelines and standards.
• Supervise the completion of assigned tasks, providing professional and technical support, guidance, and advice as needed.
• Continuously monitor project progress across administrative, financial, and technical aspects to ensure the team maintains high performance and achieves defined goals, outputs, and outcomes.

2.    Compliance and Quality Assurance

• Ensure adherence to donor policies and procedures, including financial, logistical, and technical requirements, while verifying the integrity and quality of all administrative and financial operations related to project activities.
• Regularly evaluate and enforce compliance with project scope, timelines, and budgets to maintain operational efficiency and accountability.

3.    Project Monitoring

• Oversee and monitor the implementation of comprehensive project plans, including executive timelines, risk management, procurement, stakeholder engagement, monitoring and evaluation, reporting, training, and activity-specific plans.
• Track progress and achievement rates, ensuring the timely and effective delivery of project activities by the team.

4.    Risk Management and Problem-Solving

• Monitor and manage project risks, regularly updating the risk management strategy and implementing mitigation measures to address challenges and changes effectively.

5.    Documentation and Reporting

• Prepare, review, and manage all necessary project documents, correspondence, and follow-up procedures while maintaining effective communication with government counterparts.
• Support project officers and field coordinators in managing interactions with service providers, responsible parties, and other stakeholders to ensure seamless project implementation.

Monitoring and evaluation:

• Oversee the monitoring and evaluation activities, ensuring that project indicators and outcomes are achieved at every stage of implementation.
• Ensure timely and effective project implementation within the set targets and budget by utilizing efficient monitoring and evaluation systems to achieve the desired impact.
• Monitor changes and deviations in activity implementation, proactively developing solutions and corrective actions as needed.
• Supervise the documentation and dissemination of success stories, highlighting key project achievements.
• Manage the execution of follow-up activities, preparing periodic reports to assess progress, outcomes, and areas for improvement in the project.
• Compile and prepare a comprehensive lessons-learned report, analyzing project results and outputs to inform future initiatives.
• Prepare and submit timely and detailed reports to stakeholders, outlining project achievements, challenges faced, and valuable lessons learned.

Reporting

• Provide timely and regular updates on project progress and challenges to supervisors and team members, ensuring effective communication and issue resolution.
• Prepare and submit regular progress reports, monitor and review financial reports, and other relevant project documents to donors and stakeholders in both Arabic and English, ensuring accuracy and alignment with project goals.
• Draft and submit all types of project reports (monthly, and final) in both Arabic and English to the line manager, ensuring all required information is included.
• Ensure proper and periodic archiving of all project documents (both paper and electronic) for easy access and compliance with organizational standards.
• Oversee document control procedures for all project-related reports, narratives, financial documents, and knowledge products, ensuring proper management of both paper and electronic copies.

Data collection, analysis and monitoring:

• Oversee data collection and verification processes, ensuring the availability of reliable data for conducting project SWOT analysis and informed decision-making.
• Develop and implement data collection methodologies, ensuring alignment with project objectives and high-quality standards.
• Coordinate data collection across teams, ensuring consistency and accuracy in both qualitative and quantitative data.
• Supervise, and review analyzing data to identify trends and gaps, providing actionable insights for project decision-making.
• Ensure proper documentation, storage, and compliance with data protection regulations.
• Validate data to ensure accuracy and consistency.
• Supervise, and review data-driven reports and visualizations, highlighting key findings and project progress. 
• Train field staff on data collection tools and techniques, and on protection and PSEA ensuring consistent, high-quality data.
• Evaluate data collection processes and recommend improvements for future projects.
• Collaborate with M&E teams to integrate data analysis into project performance assessments.

Security and Safety:

• Ensure that all project team members are informed of security policies, procedures, protection, PSEA and SOPs, and consistently adhere to them.
• Contribute to the ongoing review and update of security guidelines within the project's area of operation.

Transparency:

• Ensure that project records and documents (including static files, attendance sheets, etc.) are accurately prepared, compiled, and maintained in compliance with RHD procedures.
• Ensure staff are fully informed of and adhere to the organization's Code of Conduct.
• Ensure the team consistently works in alignment with the organization's regulations and donor policies.

Sustainability and Knowledge Management:

• Design and implement strategies to sustain project outcomes and impact over the long term.
• Document and share lessons learned, best practices, and insights gained during project implementation.
• Facilitate knowledge transfer and capacity-building for local stakeholders to ensure continuity of project initiatives post-implementation.

Education and Experience

• Bachelor's degree in economics, business administration, public administration, or any other related field.
• Prior working experience with NGOs/International Organizations.
• At least 5 years of relevant work experience in business administration, project management/project implementation, administrative work or any other subject area.
• Strong knowledge of practical procedures, practical procurement, and experience in maintaining good implementation.
• Experience in project management and preparing periodic project reports in English
• Strong understanding of the challenges and opportunities related to the humanitarian field in the context of Yemen.
• Experience in conflict-sensitive approaches to project implementation, risk management, and mitigation strategies.

Skills:

• Highly experienced in using Microsoft Office tools to support efficient and organized workflows.
• Skilled in writing clear and professional emails and correspondence for donors and stakeholders.
• Excellent communication and interpersonal skills, enabling inclusive and participatory engagement with communities and local authorities.
• Strong track record of managing diverse teams, fostering collaboration, and using adaptive leadership to achieve project goals.
• Experienced in leading multi-disciplinary teams to ensure smooth and effective project implementation.
• Proficient in financial management and reporting, ensuring resources are used effectively and donor requirements are met.
• Adept at navigating Yemen’s complex political and security landscape while building collaborative relationships with various stakeholders.
• Confident in representing the organization and its programs to stakeholders and at the field level.
• Organized and detail-oriented, with the ability to create and manage schedules, appointments, and deadlines effectively.
• Passionate about empowering and inspiring teams to achieve their best and deliver on shared objectives.