Scope of Work:
The Project Manager will work under the direct technical guidance and supervision of the MdM Medical Coordinator and administratively under the Provincial Field Coordinator, he/she will be responsible for coordinating and managing all project-related activities from the start of the project to the closure. He/she will be responsible for effectively and efficiently managing the activities on site and coordinating all the technical and administrative efforts and activities between the staff in Farah province of Afghanistan to ensure project implementation within the given timeframe, budget, and quality of scope.
Duties & Responsibilities:
Project Planning & Start-up:
• Develop the overall project implementation strategy, approaches, management tools, and materials in close coordination with the MdM Medical Coordinator.
• Organize & lead the project kick-off and close-out meetings with relevant authorities & stakeholders.
• Plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives within the project life cycle.
Project Implementation and Follow-up
• Oversee and manage the implementation of the project, ensuring that MdM technical quality and standards are considered and respected during project implementation.
• Organize regular project coordination meetings with the project team and relevant authorities & stakeholders.
• Ensuring budget utilization aligns with the project work plan/activities through monthly budget pipeline review and developing a mitigation plan for overspending and underspending.
• Tracking and reviewing the project achievements (core indicators) versus targets at least once a month with the provincial project management team, and developing a mitigation plan for low performance indicators and activities.
• Ensure project implementation is within the given timeframe, budget is efficiently utilized, and targets are achieved, using effective management tools to reach the desired impact.
• Anticipate and mitigate risks and troubleshoot any unforeseen challenges during the project implementation.
• Regularly update the work plan, monitoring tools/plan, and other relevant documents for effective project management.
Project Logistics & procurement:
• Contribute to the development of the project procurement plan and make sure all the required procurements and logistics are in place for the effective implementation of project activities.
• Contribute to quality checks and procurement with the logistics team to finalize suppliers’ selection according to the MdM’s established procedures and set requirements of the Logistics & Procurement Department.
• Confirm the quality of material selection when applicable.
HR & Administration:
• Support and close coordination with MdM’s HR Department in the overall recruitment of project technical staff (development of ToRs, shortlisting the vacancies, preparing the test papers, reviewing them, conducting interviews, and other required procedures).
• Ensure that project staff understand and can perform their roles and responsibilities as required for the effective & efficient implementation of the project.
• Follow up on the work plans and day-to-day activities of the project staff at all targeted areas and provinces.
• Manage the project staff in cooperation with the Provincial Field Coordinator.
• Ensure a positive working environment and good team dynamics at all stages of the project and manage interpersonal conflicts.
• Undertake regular appraisals of staff and report on staff who fail to meet the job expectations and perform in line with their established ToRs.
Transparency:
• Ensure transparency in overall stages of project life cycle (staffing, project planning & implementation, service deliveries at Health Facilities and other Services Delivery Points (SDPs), etc.) and make sure staff awareness of MdM’s code of conduct.
• Ensure all the project activities, records, and required documents are adequately prepared, processed, compiled, and filed according to MdM’s procedures & donor requirements, and shall be available anytime for audit trail.
Security & Safety:
• With the support of MdM’s Security Officer, ensure that each member of the project team is aware of security issues, policies, and SOPs, and make sure they follow them accordingly.
• In cooperation with the MdM’s Security Officer, monitor the local security situation and ensure security clearances for site visits at community, district & provincial levels.
• Contribute to the MDM’s Security Officer in updating the security guidelines in the project area of intervention.
Communications & External Relations:
• Support, facilitate, or undertake communication and liaison activities to actively engage with the project stakeholders and other relevant authorities in all stages of project design and implementation.
• Cultivate good relations with key project actors, including government authorities and non-government authorities, through regular attendance at project progress & coordination meetings.
Quality Control & Project Effectiveness & Efficiency:
• Assess the activities undertaken and ensure efficient & effective use of resources.
• Undertake regular field visits to project areas to provide technical guidance and supportive supervision, as well as regularly monitor the progress of project activities
• Ensure lessons learned are documented, shared, and reflected in project reports and decision-making with the MdM Medical Coordinator.
• Advise on and assist with project reviews conducted by MdM Medical Coordinator.
• Ensure quality improvement through harmonized quality improvement program (HQIP) standards and assessment, development of an action plan for gaps and shortfalls.
• Analyzing added value and impact, identification and capitalization on best practices and lessons learned, and providing relevant feedback for project development.
• Close coordination with MdM’s MEAL team and ensure appropriate monitoring and evaluation (M&E) mechanisms are in place to ensure project implementation according to the project agreed requirements.
• Provision of Training Needs Assessment (TNA) and capacity building to the front-line healthcare providers through on-the-job training and class-based training aligns with the project capacity building plan.
Reporting:
• Provide regular and timely updates on progress and challenges to the Medical Coordinator.
• Draft (internal) weekly, bi-monthly & monthly narrative reports and contribute to the development of consolidated monthly Situation reports (Sitrep) with the Medical Coordinator.
• Contribute to drafting (external) project progress reports, ensuring the quality and accuracy of technical information provided.
• Oversee the implementation of HMIS activities through the MEAL team, including accurate data collection, processing, analysis, interpretation, and feedback to HFs, and ensuring consistency and data verification at the HFs level.
• Any other task relevant to the project implementation.
