Project Manager –Break Free

at Danish Refugee Council
Location Khartoum, Sudan
Date Posted April 17, 2021
Category Administration
Job Type Full-time
Currency SDG


  • Section/Unit: Programmes
     Supervisor: Programme Lead: Child Protection
     No. of Post: 1
     Duty Station: Khartoum with frequent visit to North Darfur (40%)
     Closing Date: 20 April 2021

    “We strive for a just world that advances children’s rights and equality for girls”

    Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls.

    Working together with children and young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

    We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

    We have been building powerful partnerships for children for over 80 years, and are now active in more than 72 countries.  In Sudan, we have been active for over 40 years, and currently maintaining an operational presence in four states - Kassala, White Nile, North Kordofan and North Darfur.

    This footprint is augmented by partner led emergency responses in East and West Darfur, South Kordofan and the Red Sea.

    Plan International core values are:

    • We strive for lasting impact
    • We are open and accountable
    • We work well together
    • We are inclusive and empowering



    Plan International is an independent child right and humanitarian organisation committed to children living a life free of poverty, violence and injustice.  We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.  We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.


    This role exists tolead all aspects of project management for Break Free!, a project aiming at supporting adolescents to exercise their right to live free from teenage pregnancy, female genital mutilation/ cutting, and child, early, and forced marriage.  The incumbent will ensure overall success by managing the scope, schedule, project resources, risks, project change justification, and engagement with local authorities and other stakeholders. They will work closely with many individuals - members of the project team, implementing partners including the government, contractors, networks and community groups.


     Duties and responsibilities:


    • The position reports to the Programme Lead: Child Protection, and will supervise two technical staff under the project, with performance review to be done in conjunction with area or department heads. The incumbent will have no financial authority delegated to them, although they will have project budgetary responsibility of approximately €1.2m, depending on donor approvals.  They will work closely with the North Darfur Programme Area Manager (PAM), Programme Leads for Education and SRHR, MERL team, and Director of Influencing.  Interaction occurs regularly and monthly.



    • In accordance with the project management responsibilities, the incumbent will be accountable for ensuring the performance of all the activities, budget and calendar required to conduct the work associated to the planning, implementation, monitoring, and closure phases of the project. Thus, accountabilities are as follows:


    Project Planning

    • Ensure a comprehensive project plan is developed that covers the detailed direct project outputs and the indirect work
      • Launch activitiesplan – interim staffing, systems, security, transportation
      • HR&training plan - recruiting, hiring, onboarding, coaching, skill-building
      • Communicationsplan - reporting, stakeholder meetings, project publicity
      • Monitoring, Evaluation& Research plan - Base-line surveys, issue surveys/research, site visits, etc.
      • Risk management plan
      • Procurement plan
      • Detailed project scope plan, schedule, and expenditure forecast
      • Close-out activities
    • Complete all the project set-up processes to recruit and hire staff, for initial activities, and spend on procurements regarding key purchases
    • Update the project and MERL global system with project detailed plans, and ensure all modifications are done timely
    • Complete all authorisation including by Government, partner NGO related agreements or memoranda of understanding
    • Ensure a reiterative regular process of planning is maintained throughout the life of the project
    • Develop project schedule recovery measures in case of delays to ensure outputs are delivered to donor expectations


    Project Governance& Accountability

    • Establish and manage project governance structures to make decisions (country project committee) and share project information with stakeholders (local coordination forum)
    • Ensure voices and perspectives of girls, boys, youths, marginalised groups are heard throughout implementation of the project
    • Ensure project participants and beneficiaries have access and utilise the child-friendly feedback and reporting mechanism


    Project Implementation

    • Formally launch the project to introduce it to stakeholders, and ensure consistent understanding
    • Support the project team in activity execution in a timely fashion and in consideration of emergency contexts including prevention of COVID-19 for project participants
    • Follow-up on timely & effective budget utilisation, including full cost recovery in accordance with Plan policies and guidance, and donor regulations
    • Conduct & document monthly detailed transaction reviews and budget versus actual analysis, and modify forecast expenditure according to organisational deadlines
    • Ensure project issues/ problems are recorded and resolved timely
    • Implement risk mitigation measures and ensure the project risk register is maintained throughout implementation
    • Maintain timely and accurate communication to meet donor compliance needs, and keep the project team informed
    • Lead the timely production and submission of project reports per contractual grant and Plan International management reporting schedules, including for aggregated reporting to the thematic programmes
    • Facilitate adequate preparation for and participate in project audits
    • Introduce team collaboration spaces and keep updated the project information
    • Ensure close follow-up on procurement, logistics, and asset management required to support project progress


    Monitoring, Evaluation, Research & Learning

    • Ensure there is continuous review and regular site visits to monitor project progressand determine if planned activities are actually delivered as expected, including taking corrective action when needed, and keeping a close eye on project assumptions
    • Ensure schedule and contract monitoring to keep outputs on track
    • Ensure evaluations are done as scheduled to measure project effectiveness, achievement of outcomes and elicit lessons for future improvements
    • Regularly review how systemically the project team is measuring progress, and ensuring quality beneficiary, output and outcome indicator tracking
    • Allocate and monitor utilisation of time and funds allocated for all M&E tasks
    • Identify responsibilities, involve stakeholders and project beneficiaries in participatory processes to gather verify & process data
    • Ensure a full data cycle where data is consistently and regularly collected, reviewed, summarised, analysed and feedback to relevant stakeholders
    • Manage project data in accordance with organisational procedures, ensuringdata integrity and proper storage


    Project Closure & Transition

    • Ensure the project sustainability strategy is fully implemented and concluded with the end of the project
    • Ensure project closure activities are completed excellently with clear output or outcome handovers to relevant stakeholders, including partner organisation if appropriate
    • Verify the project scope completion and confirm with beneficiaries the acceptance of deliverables
    • As the need may be, ensure timely no-cost or additional cost continuation of the project to finish activities
    • Identify and recommend what elements of the project to replicate, including new target areas or populations
    • Ensure administrative closure processes are complete, including releasing or reassigning staff, project files archived, and project equipment, facilities, vehicles and other assets are disposed of or reallocated
    • Monitor that with the project accountant that all donor funding is received, all receivables liquidated, and all payables paid
    • Follow-up with relevant department heads that allcontracts are closed out, and that the donor receives, reviews& accepts the deliverables


    People Management

    • Participate in the recruitment, selection and induction of project staff
    • Develop the capacity of the teamincluding partner staff, by reviewing competence levels, and determining capacity development options to support project delivery and outcomes
    • Manage the project team by identifying staff assignments, and promoting and assessing performance
    • Ensure timesheet records are maintained for all staff working on the project
    • Ensure timely staff performance reporting in accordance with organisational requirements


    Stakeholder Management

    • Maintain and manage stakeholder relationships, communication, and roles and responsibilities, and monitor overall participation in project implementation
    • Involve key project stakeholders often and at key decision points to ensure control, ownership, and project success
    • Manage partnership, technical and any other agreementswith various key stakeholders related to the project in the field and at the country office level.
    • Represent the project in relevant coordination forums and events at national level and North Darfur state.
    • Ensure the project is coordinated with other state and national programmes or alliances


    Risk and Issue Management

    • Continuously manage project risks by reviewing, identifying new risks,prioritising, assigning ownership, taking mitigation actions,tracking, and reporting risks
    • Ensure all concerned are accurately and promptly informed about the status of project risks
    • Maintain an issue log and ensure timely resolution
    • As part of risk and issue management, ensure change requests are recorded and made timely, and with the participation of key stakeholders


    Safeguarding Children & Young People and Gender Equality and Inclusion

    • Ensure that Plan International’s global policies for safeguarding children and young people, and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policies including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures
    • Apply do-no harm principles for beneficiaries, and conflict sensitive measures to protect staff


    Key relationships

    Internal Communication:

    • PAM – High level reporting, seeking approvals, sharing viewsto strengthen the project &ensure continues support.
    • Deputy CD and Head of Programmes – High level strategic support and decision-making
    • Head of Influencing and Gender– strategic and tactical directionfor influencing, gender, and advocacy
    • Communication and Campaigns coordinator – Technical support to design&implementcommunication and campaign activities
    • MERLSpecialist
    • Operational support –for finance transactions and reporting, logistics, security and supply chain support services


    External Communication:

    • Partners (consortium, CSO, Government) – high level of communication to share and understand progress of the program.
    • Advisory\steering Committee – Low level of communication in form of sharing program outcomes on quarterly basis.
    • Plan International Netherlands – high level interaction for project management and donor compliance on various deliverables
     Minimum Qualification, Skills and Experience Required:

    Experience & Knowledge

    • A bachelor’s degree in social studies, human rights, or reproductive health, master’s degree is added advantage
    • Minimum of 5 years’ working experience in project management at field level with at least 3 years in a similar position
    • Knowledge of gender equality,education, reproductive health, lobbying, and advocacy programming
    • Previous experience working with international development and or humanitarian NGOs
    • Work experience in participatory community-based programming,protection, and civil society strengthening is preferred
    • Proven experience leading project teams, being a team player, and demonstrably co-operative with members of other teams
    • A proven record of effective management of and commitment to agreed M&E indicators
    • Proven experience in managing complex and sensitive relationships and partnerships
    • Good understanding of community emergency issues, with experience of working directly with local NGOs or communities
    • Good understanding of development project management and governance and related methodologies and tools
    • Knowledge of managing government grants, such as DFID or USAID



    • Promotes innovation and learning
    • Ability to work in a challenging, post-conflict complex environment
    • Excellent inter-personal,written and verbal communication skillsin both Arabic and English languages
    • Strongplanning, organisational skills, time management and attention to details
    • Comfortable managing multiple tasks, works well under pressure
    • Significant capacity building skills and demonstrated leadership skills
    • Demonstrates openness to change and ability to manage complexities
    • Ability to work in a multi-disciplinary and multicultural environment
    • Strong negotiation, facilitating and influencing skills
    • Excellent networking, partnership, and coordination skills
    • Strong strategic independent thinker
    • Financial management and budgeting skills
    • Computer proficiency (MS Word, Excel)
    • Strong analytical and practical problem-solving skills

    Physical Environment

    • Typically combination of community and office environment with significant field visit demands.


    Level of contact with children

    High: Frequent interaction with children and young adults


    The complete application should be submitted  via Please note :

    • Only short listed candidates will be contacted
    • Females are strongly encouraged to apply “competitive offers are waiting for them!”
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