Project Manager – Circular Economy for Green Transition (CE4GT)

Position: Project Manager / full-time

Starting date: ASAP

Duration: 12 months with possibility of extension (including 3 months probation period)

Country Programme: Kosovo (Western Balkans)

Place of work: Pristina

Line Manager: Regional Head of Programmes

Please note his position is only open for citizens of Kosovo or those with valid work permit.

About PIN in the Western Balkans

People in Need (PIN) started working in the region in the early 1990s to deliver humanitarian aid and has remained in the region since to support the region’s social and economic reconstruction and development. In the last two decades, PIN implemented projects supporting climate resilience and citizen engagement and minorities rights in the areas of waste management, circular economy, social inclusion, employment and inclusive education. More information is available on PIN’s website www.peopleinneed.net.

About the project

Circular Economy for Green Transition (CE4GT) in Kosovo is EU funded project implemented in partnership of PIN and Let’s Do It Peja (LDIP) in Kosovo. The goal of the project is to strengthen civil society role and capacities to influence decision making in the field of green transition through organizational and technical development of CSOs in Kosovo and advocacy and awareness raising activities toward the adoption of circular economy principles and social entrepreneurship. Circular economy is at the core of the European Green Deal and by signing the Sofia Declaration on the Green Agenda for the Western Balkans in October 2020, leaders from the WB region recognized the importance of the European Green Deal.

Position summary

PIN is looking to hire a dynamic and proactive Project Manager to lead the CE4GT project. The ideal candidate will have demonstrated knowledge and experience in the field of Circular Economy locally as well as within the European and global landscape, and will prove to have previous experience with the advocacy processes for policy making. Suitable candidate should demonstrate experience with partnership management, familiarity with the EC grant contract conditions, and the desire to actively engage in stakeholder engagement, networking activities and positioning efforts, leveraging her/his existing contacts and establishing new ones.

In general, the Project Manager takes overall responsibility for all aspects of project cycle management (PCM), including identification of needs, decision to intervene, planning and formulation of the project, implementation, monitoring and evaluation, and ensuring project feedback loops are in place and lead to adaptations to improve programming in real time. With support and guidance from the Regional Representative, Senior Management Team, and HQ teams, the PM is responsible for achieving project results and indicators, and fulfilling the contractual obligations of the project The PM sets an example to others through adhering to, and actively promoting PIN’s Code of Conduct and Core Policies (including Safeguarding, Anti-Corruption, Whistleblowing policies) with all the personnel working under her supervision.

1. Duties & Responsibilities
2. Project management and Implementation

• Analyses donor’s contract and guidelines and ensures project planning, controls and documentation are aligned with these;
• Develops and regularly reviews project work plans, including MEAL activities, procurement and project-related HR, advocacy, visibility and communication.
• Identifies, manages and reports on project-related risks.
• Develops and regularly updates the Internal Project Report;
• Ensures that requirements regarding donor (both institutional and private donors) reporting are fulfilled;
• When working through/with partners, responsible for the review of partner narrative and financial reports and for raising the quality of partners’ report (local and international).
• Ensures that requirements regarding communication and visibility are fulfilled in line with PIN Media Policy and donor requirements; ensures advocacy activities are planned, budgeted and implemented in cooperation with relevant colleagues at the CP and the Communication and Advocacy Department (CAD).
• In cooperation with the Finance team, responsible for financial management of direct costs (project staffing, activities, national and international partners’ costs etc.);
• Prepares high quality timely reports.
• Ensures that project documentation workflows and processes are followed.
• Reviews, prepares and approves key project documentation in a timely manner to facilitate financial payments to vendors, beneficiaries, cash transfer agents, etc.;
• Leads the development and monthly updating of budget vs. actual (drawing) forecasts for project activities and staffing to ensure accurate and timely financial management, flagging potential over/under spending to senior management.
• In cooperation with the Operations and Systems team, ensures that procurement plan is prepared and fully integrated into project workplan.

1. Technical Quality Assurance & MEAL

• Ensures quality and timely implementation of the project in line with PIN’s sectoral guidelines and strategy priorities, best practices and applicable international standards;
• Effectively mainstreams cross-cutting issues in the project, including protection, gender, and environment across project planning, implementation and MEAL;
• Leads quarterly or bi-annual learning review meetings with relevant departments to track progress against targets, review project outputs and outcomes, and make necessary adjustments to ensure that the project meets its stated objectives.
• Understands and is able to imply the principles of key documents relevant for the sector
• Ensures that the project-specific Community Feedback and Response Mechanism (CFRM) is functioning & accessible to all project stakeholders;
• In cooperation with the MEAL team, oversees the development and monthly updating of MEAL plans in the Project Management Plan, including Results Frameworks (RF), Indicator Tracking Tables (ITT), M&E workplan, CFRM database, etc.);
• Collects & consolidates data which demonstrates implementation of activities;
• Regularly reviews MEAL Reports & recommendations and integrates all feedback and recommendations into the Feedback Tracker;
• Plans mid-term and final evaluations.
• Makes sure that findings from MEAL team, evaluations are incorporated as action points for project implementation

1. Program Development, Coordination & Representation

• Develops and continuously updates mapping and understanding of the humanitarian/development environment, including other actors and any potential gaps based on the needs of the community; ensuring complementarity of the project with other actors.
• Analyses existing governmental, donor and other relevant strategies to build project rationale and design.
• Keeps updated knowledge of sectoral trends, context, and legislative changes and leads on needs and risk assessments.
• Under the guidance of the Regional Representative and Regional head of programmes, engages in external representation with government and non-governmental stakeholders and private sector.
• Ensures transparent and constructive communication with donors.
• Participates in identification and appraisal of potential project partners;
• Develops or contributes to Logframes and project proposals in line with the Country Strategy, donor and PIN guidelines with support from Country Programme (CP) management, HQ, Knowledge and Learning Department colleagues (KLD).

1. Staffing, Human Resource Management

• In cooperation with relevant colleagues (HR focal point, Regional HR Coordinator, Head of Systems and Operations - HoSO), responsible for relevant HR processes related to the project team, including recruitment, performance management, professional growth, capacity building and mentoring of national PIN and partners’ staff, including the identification of training needs, development of training plans and ensuring the delivery of appropriate training;
• Responsible for day-to-day team management such as Leave and Time management of the team (planning, approval of leave requests, time / attendance sheets approval process through Human Resources Information System - HRIS), handling disciplinary issues in cooperation with HR;
• Fosters a positive team spirit and good interpersonal relations.
• Appropriately delegates duties to the responsible project staff.

1. Other

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 
• Participates in training and awareness raising (CoC and KP, Safeguarding, etc.). and disseminates these trainings internally.
• Support his/her line 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. 
• Ensure that her/his team members attend training and awareness sessions and carry out the duties in accordance with PIN Code of Conduct and Key policies. 
• Ensure, when possible, that due diligence and/or capacity assessments of third parties include an assessment of third parties’ implementation of key safeguarding and risk policies including the prevention of SEAH.
• Create and maintain a fulfilling and protective environment.

1. Candidate qualifications

• A bachelor's or master's degree in environmental science, sustainable development, business administration, or a related field.
• Demonstrated experience working in the field of CE and advocacy in Kosovo.
• Successful track record in supervising, designing, managing and implementing technical oversight for donor-funded projects and proven ability to develop and monitor work plans and procurement plans.
• A strong reputation for developing excellent collaborative working relationships with local counterparts, partners, international organizations and donors.
• Excellent communication and facilitation skills.
• Fluent Albanian and English (spoken and written).
• Good interpersonal skills and ability to establish and maintain effective working relations with people in multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Ability to motivate and develop skills of others.

1. People in Need offers

• Working environment in a well-established and growing international organization;
• Salary and benefits according to PIN Kosovo salary scale, local law and internal HR policies;
• 25 days of paid leave annually;
• Accident and travel insurance and free medical helpdesk;
• E-learning courses, webinars, training possibilities.

Are you interested in this position? Send us your CV and short cover letter in English via this application form. Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

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: https://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.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

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