JOB TITLE
Field Project Manager
LOCATION
REPORTS TO
Client – Ethiopian Heritage Authority (EHA) management and Project Management Unit (PMU)
IOS’ Corporate Office – Project Manager, and Vice President for Project Management & Development
JOB DESCRIPTION
REQUIREMENTS
IOS PARTNERS, Inc. is an international economic development assistance and financial advisory firm. We provide consultancy services to multi and bilateral donor agencies, government institutions and the private sector all across the world. We were hired by the Ethiopian Heritage Authority (EHA) to provide technical assistance for the implementation of a heritage conservation project, the Lalibela Protection, Restoration and Development project (“the Project”) financed by the Agence Française de Développement (AFD). The overall aim of this assignment is to assist the EHA, as Client, with human and technical means for the effective management of the protection, restoration and development of the churches of Lalibela, a UNESCO World Heritage Site; and to enhance the Client’s capacity building program for heritage management and conservation.As such, we are looking for a dynamic individual to work with our corporate and in-country technical teams (one conservation architect as deputy-project coordinator and one finance & procurement officer) and Client’s representatives in driving implementation forward, juggling and coordinating the different moving pieces, and providing support to ensure that activities are achieved on time and meeting quality standards.
The main responsibilities of the Field Project Manager include:
1. General Administration
In close collaboration with the Client’s representatives:
● Coordinates the planning, preparation, organization, and monitoring of Project activities;
● Coordinates the production of deliverables, in line with Project priorities & contractual
requirements;
● Plans and attends regular and thematic meetings with the Client’s representative and management;
1● Works in the implementation of Project activities and preparation of Project documents of all kinds (such as minutes of meetings, PowerPoint presentations, etc.);
● Ensures that the Project actual procedures comply with the Project Implementation Manual (PIM) and that the PIM is adjusted to the project’s needs and constraints;
● Manages and reports on the overall progress and daily activities of the project, ensuring that milestones are achieved; deliverables meet quality standards and align with the approved Implementation Schedule;
● Provides any other Project coordination related task upon request from management.
2. Project planning and Implementation
● Plans, coordinates, and oversees the execution of project components, ensuring timely quality deliverables;
● Translates project objectives into actionable tasks and work flow across components;
● Leads the implementation of project activities on site in accordance with the approved work plan and budget;
● Prepares and updates field level activities schedules, resource requirements and logistics
plans;
● Prepares regular progress reports of project implementation;
● Assists in the preparation and detailed implementation plans, timelines and schedules;
● Coordinates day to day field activities and ensures alignment with the project objectives;
● Facilitates kick off meetings with different stakeholders;
● Prepares field visit plans itinerary and briefing documents in coordination with technical teams;
● Facilitates and organizes learning tours to similar project sites for training and learning exchange purposes;
3. Monitoring, evaluation and Reporting
● Tracks progress against performance indicators and implementation milestones;
● Identifies risk and develops mitigation plans to ensure smooth project implementation;
● Monitors project implementation status and reporting;
● Ensures accurate documentation of field activities including photographs, logs, and records;
● Leads the development and drafting of all deliverables, using critical judgment to control all project documents and guarantees quality prior to external circulation;
● Manages data collection and filing; and, where necessary, improves pre-existing data collection systems; and
● Maintains and regularly updates the project folder on Google Drive; and ensures that data handling complies with confidentiality rules while guaranteeing accessibility for relevant project stakeholders.
24. Quality control and compliance
● Ensures technical compliance with donors guidelines;
● Ensures all deliverables are produced according to technical specifications and contract requirements.
5. Stakeholder Engagement and Collaboration
● Facilitates field level meetings and public consultations and awareness activities;
● Maintains effective communication with local authorities, communities and implementing partners;
● Accompanies the Client in its project’s presentations and advocacy;
● Represents the Project towards the donor, and any other Project stakeholders, as appropriate;
● Undertakes site visits and attends meetings with Client and other relevant stakeholders, as needed;
● Provides any other Project representation related task upon request from management.
6. Procurement management
In close coordination with IOS Partners Finance & procurement officer, he/she:
● Ensures strict compliance with procurement procedures for goods and services required by the Project; and
● Submits documents for approval to the Client.
7. Human Resources management In close coordination with IOS Partners Corporate office, he/she:
● Is responsible for the coordination of activities of IOS Partners resident team (one senior conservation architect and one finance & procurement officer) engaged in the implementation of the Project;
● Co-signs the attendance sheets of technical experts together with the corporate office Project Manager.
8. Financial management
In close coordination with IOS Partners Finance & procurement officer, he/she:
• Secures timely and quality financial reporting in quarterly report;
• Ensures that Budget forecasts are updated and alerts in case of deviation.
9. IOS contractual management
● Ensures compliance with IOS’ internal administrative, financial and technical reporting standards, procedures and requirements;
● Keeps the corporate office and higher management informed about local activities
● Proactively communicates with and acts as liaison between IOS, donor, and Client, representing IOS’ best interest;
In close coordination with IOS Partners Corporate office as well as with the resident finance & procurement expert, he/she:
● Assists with timely follow up on all submitted invoices through to completion of payment collection process;
● Assists with receipt of Tax Certificate confirming payment of taxes on behalf of IOS by Client;
● Ensures receipt and timely review of timesheets, invoices and expense reports from in-country team;
● Ensures logistics set up for all Project related travel and team’s missions to the site, including hotel, air travel, money advance, etc.;
REQUIREMENTS
● Gradate or Post-graduate qualifications in the following fields are desirable: Project management, Architecture, Civil Engineering, Cultural Heritage Management, Cultural Heritage Conservator or related fields.
● Minimum 5 years’ experience in Project management. Experience managing international development and multi-stakeholders projects will be considered a plus.
● Ability to work independently and with minimal supervision.
● Experience working with international, multidisciplinary and cross-cultural teams, and ability to lead a local team.
● Proficiency in Microsoft Office, particularly for developing Project materials (Excel, Word, PowerPoint, etc.); experience in creating dashboards or other data visualizations tools is a plus.
● Meticulous attention to detail, with the ability to adapt priorities and rapidly realign Project activities under high-pressure timeframes.
● Excellent communication and interpersonal skills, capable of interacting with junior staff, diverse groups of stakeholders, and government officials.
● Acute sense of responsibility and problem solving skills.
● Ability to work in a fast paced environment as part of an international company.
● Fluent in English with strong verbal and written communication skills. Working knowledge of Amharic will be considered a plus.
REQUIREMENTS
- Bachelor’s or Post Graduate Degree in International Relations, International Development, or a related field. Project Management certification is a plus.
- 5+ years’ experience on Project management. Experience in international development Projects and/or heritage conservation is desirable.
- Ability to work independently and with minimal supervision.
- Experience working with international, multidisciplinary and cross-cultural teams.
- Excellent Microsoft Office skills for Project materials development (Excel spreadsheets, MS Word documents, PowerPoint presentations, etc.)
- Experience with the creation of dashboards or other data visualizations tools is a plus.
- Meticulous attention to detail, with the ability to shift priorities and rapidly realign Project activities and under high pressure timeframes.
- Excellent communication and people skills, with the ability to communicate effectively from junior staff, through to diverse groups of stakeholders, and government officials.
- Acute sense of responsibility and problem solving skills.
- Ability to work in a fast paced environment as part of an international company
- Fluent in English and Amharic, with strong verbal and written communication skills. Knowledge of French language is a plus.
WHAT WE OFFER
We offer a competitive remuneration package and a platform from which to do exciting and meaningful work with a dedicated and passionate team in an international company that is working towards driving sustainable development.
SPECIAL NOTICE
This position is meant to be full-time based at EHA’s office in Addis Ababa, with travel to the Lalibela site, as needed.
This is a one (1) year independent consultancy contract, with possibility of extension for another two (2) more years; subject to employee’s performance and IOS Partners’ Client contract renewal. Applicants must possess authorization to work as an independent consultant in Ethiopia.
TO APPLY
Interested candidates should email a cover letter expressing their interest in the position and how their background meets the requirements of the role as well as a CV to: Florencia Solano at fsolano@iospartners.com
