Project Manager, Field Officer, Treasurer & Administrator at People in Need

Responsible to: Head of Programmes/Project Manager/Finance Officer

Start date: April 2019

Applications deadline: on-going

Location: Solwezi and Meheba refugee settlement, North-Western Province, Zambia

1. Overview
1.1. Background
People in Need (PIN) is a non-governmental, non-profit organization with the headquarters in Prague, Czech Republic, providing humanitarian assistance and development aid all over the world. For more information, please see www.peopleinneed.cz
Our mission is to support and improve the livelihood of vulnerable people. We strive for open, informed, engaged and responsible society that would be able to address problems at home as well as in the world. We want to actively participate in shaping a society where cultural, ethnic, racial and other differences are a source of enrichment rather than conflict.
PIN opened its head office in Mongu, Western Province in August 2017, bringing an integrated multi-sectoral approach focusing on improving nutrition, food security, agriculture, maternal and child health, WASH, saving groups, access to markets, access to energy, access to education and good governance. PIN is currently expanding to North-Western Province to provide emergency assistance to refugees and persons of concern through cash based interventions and supporting access to education.
PIN is an Equal Opportunities Employer.
1.2. Description of the Role
People in Need is a growing and ambitious organization. The quality of our programmes and our impact on vulnerable populations is built upon effective management and technical knowhow.
PIN is currently looking for three candidates to fill the positions of Project Manager, Field Officer and Treasurer and Administrator. Female candidates are strongly encouraged to apply.
1.2.1 PROJECT MANAGER
Project Manager will be the main representative of PIN in North-Western Province.

Main responsibilities:
 Project management:
 Responsible for the project management of Increasing resilience of refugees and asylum seekers in Zambia and Let ́s Build a School in Africa Projects aiming at achieving the project results and fulfilling the contractual obligations
 Coordination and supervision of small team consisting of field officer and treasurer/administrator, incl. capacity building
 Project Planning, Monitoring and Evaluation
 Supervision of the overall quality implementation
 Project documentation and learning
 Responsible for the direct implementation of some of the project activities
 Continuous improvement of the project quality and relevance
 M&E and data collection, in line with PIN’s requirements
 Adherence to security guidelines and basic protection standards in relation to all cash based interventions
 Compliance with PIN ́s sectorial guidelines and internal procedures
 Reporting: The Project Manager will write activity reports, progress reports as well as evaluation reports for his/her respective projects; and other reports as asked by the PIN management.
 Coordination: The Project Manager will work closely with all PIN departments (logistics, procurement, administration, finance)
 Project development: Identifies new project opportunities; Conducts assessments and collects data; Contributes to new project proposals
 Representation: The Project Manager will be actively involved and keep excellent relationships with various stakeholders such as UNHCR, government offices, other NGOs, local authorities, and the communities and their representatives.
Note: All the above key responsibilities are for guidance purpose only. Specific and detailed job responsibilities would form part of the job contract of the person selected for the job.
Person Specific Requirements
• Diploma (or a degree) in relevant field (Project Management, Social Sciences, Development Studies etc.)
o Desired technical background:
 Cash based interventions
• At least three (3) years of experience in working in managerial positions with proven experience in project management
• Experience working in refugee context is a strong advantage
• Experience managing and implementing cash based interventions is a strong advantage
• Fluency in written and spoken English
• Fluency in IciBemba, Kiswahili or French is an advantage
• Experience of working for an international non-government organisation is an advantage
• Strong communication, interpersonal and representational skills
• Ability to work independently without direct supervision and make informed decisions
• Ability to work collaboratively as part of a team
• Strong networking and advocacy skills
• Experience in working with local key stakeholders
• Understanding of and experience in project management cycle is beneficial
• Motor bike riding with valid class “A” licence
• Female candidates are especially encouraged to apply

1.2.2 FIELD OFFICER
Field Officer will report to the Project Manager and will be the main driving force for the work with the communities.

Main responsibilities:
 Community and stakeholder mobilization:
 Mobilize and interact with the community & key local stakeholders
 Organize community meetings and trainings
 Project support:
 Assist with direct implementation of project activities in the following sectors:
 Cash Based Interventions
 Preselection of project beneficiaries in cooperation with the relevant partners
 Verification of project beneficiaries
 Supervision of Cash for Work Programmes and distribution of tools/protective gear
 Distribution of financial contributions
 Let ́s build a school in Africa
 Liaison and communication with the stakeholders
 Monitoring of activities
 Support procurement processes
 M&E and data collection:
 Act as a data collector during surveys
 Collection of monitoring and evaluation data, in line with PIN’s requirements
 FO will keep record of the community activities of the project
 Cooperation: Working closely with all PIN departments
 Compliance with PIN ́s sectorial guidelines and internal procedures. Adherence to security guidelines and basic protection standards in relation to all cash based interventions

Note: All the above key responsibilities are for guidance purpose only. Specific and detailed job responsibilities would form part of the job contract of the person selected for the job.
Person Specific Requirements
• Diploma (or a degree) in relevant field (Project Management, Social Sciences, Development Studies etc.)
• At least two (2) years of experience in working in similar capacity
• Experience working in refugee context is a strong advantage
• Experience managing and implementing cash based interventions is a strong advantage
• Experience working directly with the communities
• Fluency in written and spoken English
• Fluency in IciBemba, Kiswahili or French is an advantage
• Motor bike riding with valid class “A” licence
• Experience of working for an international non-government organisation is an advantage
• Strong communication, interpersonal and representational skills
• Ability to work collaboratively as part of a team
• Strong networking and advocacy skills
• Experience in working with local key stakeholders
• Understanding of and experience in project management cycle is beneficial
• Female candidates are especially encouraged to apply

1.2.3 TREASURER AND ADMINISTRATOR
Treasurer/Administrator will report to the Project Manager but also indirectly to PIN Finance Officer.

Main responsibilities:
 Financial administration
• Maintenance of cash payments (payment of advances, advance clearance, reimbursement of project related expenses) with supervision from FO
• Maintenance of Navision cash register – regular updates and cash inventories (Fridays & month end)
• Responsibility for PIN cash box
• Checking of bill/invoice correctness – dates, amounts, suppliers, clarity, descriptions, signatures before handing over to FO to upload on ELO
• Sorting, scanning, filing
• Making payment to PIN stakeholders with proper documentation
• Encoding daily transactions in Navision, bookkeeping, regularly reconcile cash books
 General administration/Logistics
• Ensures smooth running of the office (equipment, water, electricity, internet, cleanliness, supplies etc)
• Deal with administrative requirements connected with PIN’s work
• Conducts procurement as needed respecting PIN’s internal processes
Person Specific Requirements
• Experience in a similar position
• Formal qualifications in finance, banking, office administration or related field
• Knowledge of Zambian regulations for financial processes
• Ability of record keeping
• Experience in office management is an advantage
• Experience in logistics is an advantage
• Excellent IT skills, in particular Word, Excel and email is a must; knowledge of any finance software is an advantage
• Fluent in written and spoken English
• Highly organized, reliable, honest, dynamic and self-motivated, ability to work under high pressure and prioritize tasks
• Willing to learn and grow within the organization

Note: All the above key responsibilities are for guidance purpose only. Specific and detailed job responsibilities would form part of the job contract of the person selected for the job.
2. Contractual Terms
 Duration: Short term Contract up to 30th October 2019 with possible extension dependent on funding
 Salary: Dependent on position and experience
 Working Hours: Full time, 40 hours per week.
 Leave: 24 days per annum (2 days per month).

The position will be based in Solwezi, Manyama or Meheba, North-Western Province, Zambia with extensive travel to Meheba refugee settlement.

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