Job Details

Name of the position : Disaster Risk Reduction Project Coordinator

Location: Mongu

Contract duration: (July/August to December 2024)

Start Date : (better to include a range e.g July /August 2024, )

Line Manager: Programmes Manager

Application deadline: (Monday 15th July 2024)

Salary: Candidates will be informed about the salary range in the beginning of the recruitment process

People in Need ( www.peopleinneed.net ) works in Zambia since 2017 delivering lifesaving and development assistance to vulnerable people in the sectors of nutrition, livelihoods, WASH, environment and good governance. We are part of Alliance 2015, a strategic network of seven European non-governmental organizations engaged in humanitarian aid and development projects. Lear more here: www.alliance2015.org

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply. Position: DRR Project Coordinator

Project Summary:

The project titled ‘ Strengthening Disaster Response and Preparedness in Nalolo and Sikongo Districts in the Western Province, Zambia ’ is 6 months project. The project is being implemented in Sikongo, and Nalolo districts by PIN Zambia.  The main objective of the project is to improve disaster preparedness and local risk management system in 2 disaster-prone districts in Western Zambia. This will be achieved through building the capacity of District Disaster Management Committees (DDMC) and the Satellite Disaster Management Committees (SDMC) in Emergency Preparedness and Response (EPR) in the districts and wards. Through the adaptation of a Participatory Hazard, Vulnerability, and Capacity Assessment, the project will prepare the ward Emergency Preparedness and Response Plans (EPRPs) and revise the existing EPRPs for the districts.

Scope of Works:

Under the direct line management of the PM, the DRR Coordinator will be tasked to implement project’s activities with a special emphasis on DRR element of the project. DRR Coordinator will be responsible for tasks coordinating meetings with the DDMC and SMDC, organizing capacity building activities and planning as we as ensuring proper coordination with project stakeholders.

The DRR project coordinator will work closely with DMMU (National, provincial and district levels), and the Local authority (councils in both districts), as well as community leaders. Moreover, the DRR project coordinator will ensure that timely collection, analysis and reporting of project indicators are take place. The he/she will closely work with the PM, as well as other PIN staff. Also, he/she will attend all relevant meetings with Anticipatory cluster to ensure proper coordination with other actors in the sector.

1.       Tasks and Responsibilities

a. Project Implementation Support

• Direct implementation of the project and its activities under the supervision of and guidance from the PM
• Under the guidance of PM implements activities with special focus on the project’s DRR component
• Coordinates and liaises DMMU structures, Local authorities, community leaders or any other relevant stakeholders
• Responsible for rolling out the PHVCA leading into the process of developing EPRPs in the wards and the districts
• Coordinating with DMMU, ensure that the additional SDMCs are formed based on the needs and there is a balance in the committees, and facilitate capacity building activities of DDMCs and SDMCs.
• Provide technical support to DMMU at district level to ensure that project activities are implemented well
• Support adaptation and roll out of Participatory Hazard, Vulnerability and Capacity Assessment (PHVCA) and Emergency Preparedness and Response Plan (EPRP)
• Regularly reviews project timeframe, indicators and budget to ensure the project meets all targets.
• Manage relations with project stakeholders such as community leaders, government officials and staff at the target communities.
• Work with the MEAL team in rolling out Complaints and Feedback Response Mechanisms (CFRM) in the target communities.
• Ensure that project documentation is properly generated, approved & archived in internal databases according to PIN and donor guidelines.
• Attend and participate in all project meetings including PIN all staff meetings.

b. Administrative Support & Archiving

• Leads on and coordinates on standardized project forms (e.g. attendance sheets). Ensures that the standardized forms with correct logos are used.
• Maintains and organizes up-to-date hard and electronic project files (ELO and SharePoint) for easy access and retrieval
• Ensures safekeeping of confidentiality of sensitive materials.
• Creates and maintains files of correspondence/documents and electronically received information and ensures up-to-date filing.

c. Monitoring

• Prepare project reports
• Ensures tracking of monitoring data from project communities is done
• Collects all relevant data and indicators in the field and cooperates closely with MEAL Unit
• Ensure a functional and responsive CFRM is in place in target communities

d. Finance Support

• Prepares advances and clearances. Ensures that no data, receipts or attendance sheets are missing, all forms are filled in correctly, and calculations are done correctly. Ensures that correct BLs are used and that correct and full descriptions appear on the documents.
• In case of distributions, he/she ensures that distribution sheets and cover sheets are filled in correctly.

e. Communication & Visibility

• Informs in advance and involves Communication staff to the project implementation
• Generate regular photo documentation of the project implementation and store the media files on Canto
• Support Communications Officer in collection of information for communication and promotion purposes (Facebook, PIN webpage, newsletters etc.)

f. Logistics and Procurement

• Informs in advance and involves Procurement Unit to the project implementation
• Assists with project related Procurement
• Develop Purchase Request and ToRs for project related procurements
• Submit weekly transport requests to Logistics based on the work plan

g. Safety and Security

• Assess safety and security situation critically and make informed decisions to protect project team and beneficiaries
• Inform and consult with Project manager immediately about any serious security issues affecting the project and team

h. Accountability and Safeguarding including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH)

• Carry out the duties in accordance with the PIN Code of Conduct and Key policies
• Participate in training and awareness raising (CoC and KP, Safeguarding…)
• Support the project manager in the implementation of Safeguarding measures throughout the project cycle

including risk analysis related to SEAH and Child protection at the project/program level and develop a

mitigation plan accordingly.

• Create and maintain a fulfilling and protective environment

1.       Required Skills, Experience and Behavioural Competencies:

• 2 years of experience in DRR related programmes
• Good communication and interpersonal skills
• Ability to observe and provide feedback on the activities
• Ability to collect and analyze data
• Excellent reporting skills
• Commitment to and understanding of PIN’s aims, core values and principles
• Fluency in spoken and written English and Silozi languages
• Good administrative skills, computer literate (working knowledge of MS Office)
• Self-starter and motivated, ability to plan and organize work independently
• Ability to work under pressure and react accordingly to evolving context/situation
• Experience using mobile data collection tools (such Kobo toolbox)

2.       Qualification

• Bachelor or higher degree in relevant field (disaster management and other development related fields)
• At least 2 years of experience as programs staff

People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need Code of Conduct and key policies (available at: www.peopleinneed.net/key-policies-4142gp ). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

What we offer

• 24 annual leave per year

• Contributions of Health Insurance (Nhima) as by Law.

• Accident insurance for all injuries during work time.

• National pension scheme contributions as by law

• Extensive Capacity Building program, both internal and external trainings – Induction training.

• internal online opportunities, such as access to e-learning platform and webinars

Month contribution for phone tariffs

• Annual Staff retreat

• International environments with oppotunities to learn from other country programs

• Paternity leave of 5 days and maternity leave of 14 weeks

• Breastfeeding breaks for nursing colleagues

• Per diem for working and sleeping outside of duty town depending on the location.

• Friendly and fair environment in small collective structure where everyone knows each other.

• We have lunch break with meals available at the office (Mongu Office)

• 2 health breaks per day.

• Salaries are according to People in Need Salary scale and shortlisted candidates to be informed about the salaries.