Department:      ICLA – Information Counselling and Legal Assistance

Position:             Project Coordinator

Reports to:         Project Manager

Supervision of:  Team Leader, Information Management Officer, Officers, Technical Assistants, Community volunteers, incentive workers

Travel:                Between 20% to 40% domestically outside of duty station in Libya based on programme needs.

Grade:                7

Duty station:      Tripoli (Reporting to Tripoli Area Office, covering Tripoli, Misrata and Tawergha)

Duration and type of contract:   Upto December 2024, renewable based on performance, funding, and the need for the position (National).

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actionsand relationships.

Background

The Norwegian Refugee Council is an international, independent, humanitarian, non-governmental organization that provides assistance to displacement affected population in many countries worldwide including Libya. As a part of its assistance, NRC provides information, counselling and legal assistance (ICLA) services to empower project participants and support them to claim and exercise their rights and access justice.

NRC’s ICLA – Information Counselling and Legal Assistance Core Competency global objective is to support displacement affected population in Libya to engage with relevant justice and administrative systems to claim their rights. The legal support provided includes information/awareness sessions, empowerment through legal case management approach: legal counselling, legal assistance, and capacity building through the organization of training sessions, workshops, based on technical research.

1. Roles and Responsibilities

The Project Coordinator is responsible to developing, managing and leading the ICLA work portfolio in Libya. S/he is a budget holder and team manager, responsible to ensure a qualitative and timely planning and implementation of the ICLA projects in the relevant areas of operation. The project coordinator ensures inclusion of the population in need in project planning and delivery of services while maintaining high quality standards in the delivery of services, in accordance with NRC policies, guidelines, regulations and procedures.

1.1 Generic responsibilities (max 10)

1. Line management of Core Competency project staff of the Area Office: ICLA Team leaders, Information management Officer, officers, technical assistants, community volunteers and incentive workers.
2. Adherence to NRC policies, guidanceand procedures and awareness of NRC global and regional strategies.
3. Contribute to ICLA strategy development, project proposals and provide input on needs and gaps.
4. Lead, manage and implement delegated portfolio of ICLA projects (activities, budget and project documentation) as delegated from PM in line with proposals, strategies and donor requirements.
5. Provide regular progress reports to ICLA Project Manager/Area manager and to the ICLA Specialist or to other senior Management staff as needed.
6. Ensure that the project reaches all targeted project participants most in need of protection and legal aid and explore and assess new and innovative ways to assist.
7. Promote and share ideas for improvement and necessary changes in the activities
8. Ensure capacity building of project staff and transfer key skills
9. Liaise and collaborate with relevant local authorities and other key stakeholders
10. Promote the rights of displaced persons in line with the ICLA and advocacy strategy

 1.2 Specific responsibilities

Contextual, Legal developments and related practices

• Contribute to Core Competency project cycle management (programming and strategy development, identification and needs assessments, formulation and proposal development, implementation with planning, operationalization and team management, reporting and monitoring and evaluation)
• Oversee the monitoring and analysis of relevant contextual and legal developments and practices in areas of operation.
• Make sure that ICLA materials and tools are up to date and relevant, according to the analysis, assessments and research undertaken and produced, and in consultation with the CC Specialist/PM
• Make sure that all relevant research are undertaken as per the change in context and legal framework and as per project proposals.
• Build the capacity of ICLA field teams on ICLA projects, plans, implementation modalities, materials and tools. Make sure that all staff have accurate induction, training and materials to perform their duties with high quality.
• Oversee the technical support provided to the field teams on key issues in relation to legal case management (counselling, legal assistance, referrals), training and information sessions.

Monitoring & Evaluation (M&E)

• Support  PM and CC specialist in designing reporting, M&E and learning tools.
• Train the ICLA team on the reporting, M&E and learning tools.
• Support PM and CC Specialist in designing counselling M&E tools.
• Undertake regular quality checks of ICLA services provided by the team across areas of operation.
• Oversee the implementation of outcome monitoring exercises on quarterly basis and the regular use of the reporting and evaluation forms.
• Ensure regular implementation of ICLA needs assessments to inform programming, strategy and priority areas of operation.
• Oversee the reporting, M&E and learning of ICLA activities in the field and make sure that M&E reports are produced on quarterly basis.

Team Management and work planning

• Line manage the ICLA Team leaders, officers, information management officers and the ICLA Technical Officers: ensure they develop, update and complete all tasks in their workplans on time and to a high level of quality as assigned in their Job Descriptions.
• Oversee the drafting of the team annual, quarterly and monthly workplans.
• Lead, with the support of the PM, quarterly work planning sessions to prepare actionable work plans.
• Proactively lead the exchange of information between the field teams and the other ICLA Project Coordinators and team members.
• In coordination with the PM and CCS, and with the support of the Technical Officers, support in the drafting of technical guidance (SOPs, reporting tools, database, legal case management tools, Legal Fact Sheets, tools…) on all thematic areas of intervention.
• Preparation of training packages and training on guidance to the ICLA team in coordination with the PM, CC Specialist and other PCs.
• The coordinator also makes sure that NRC assets are handed, handled, managed and kept in safe and secure way, will make sure that delegation of assets are done to team members and volunteers and that NRC assets are stored in a safe manner.
• The project coordinator manages and record the team’s attendance. He/She makes sure that the following is reported: timesheets, daily attendance/annual leave tracking, emergency leave, monitoring of absences, delays in arriving to the duty station, sick leaves, etc. The team attendance is reported to the Project Manager/Area Manager and Human Resources department.
• The project coordinator is in charge of following up through written documentation of any absence, late attendance or early leaving of the office without notice with the relevant staff.
• Ensures the performance management of all team members: setting and monitoring achievements of performance goals and staff development. He/she ensures to Complete WDPs for all reporting staff by end of January of each year and to conduct check-ins on NRC People every two months

Coordination and representation 

• Support in the preparation and delivery of briefing, training, presentations in coordination forums and before stakeholders as requested.
• Represent NRC in coordination forums and in strategic meetings and technical discussions with key stakeholders and authorities
• Represents NRC in front of NRC’s donors, during meetings and field visits, and support in the preparation of donor field visit (briefing, presentation, agenda and logistics arrangements)
• To lead on the internal coordination with the other NRC core competencies/ programmes in the field and co plan the implementation of integrated or joint activities for synergetic projects.
• Coordinate with the local stakeholders and authorities to ensure NRC’s meaningful access to   populations in need of NRC’s assistance.
• Oversee the drafting and update of service mapping
• Ensure coordination and partnership with national and community-based actors

Grants /Reporting

• Draft and participate actively in NRC Project Cycle Management milestones (I.e. Proposal planning meeting, Project review meeting, project closing meeting, evaluation, lessons learned and response action plans).
• Ensure that all internal activity reports and external reports (to donors and others) are drafted timely and of the highest quality. Provide input for the development of new proposals.

Budgets 

• Ensure project field activities are supported by a spending plan, to align the activity plan and budget spending of budgets per project in the respective area.
• Oversee the monthly “Budget Versus Actual” to ensure spending for each project is on track and communicate on time to the PM and Area Manager when delays and challenges are experienced.
• In coordination with the PM, modify budgets accordingly when there is a change in programmatic scope.
• Lead on the compilation of the ICLA procurement and spending plans for the respective areas based on inputs from the ICLA team leaders.

Research 

• Support ICLA PM and CCS in the design of the ICLA research and data collection tools for research undertaken by ICLA team, consultant lawyers or external consultants.
• Provide training to the team, volunteers and enumerators on data collection tools and materials in coordination with the information management officer, PM and CC specialist.
• Support in the review, translation, designed and publication of research produced.

Other tasks 

• Oversee the ICLA referral system in the field (internal and external), as well as the referral received from partners and Complaint and Feedback Mechanism – CFM (NRC M&E team)
• Under the supervision of the PM, AM and CCS, ensure that the activity planning includes all consideration of NRC Safe and Inclusive Programming: communication, consultation and engagement with partners and project participants, Complaint and feedback Mechanisms communicated to project participants among others.
• Support analysis and provision of recommendation on NRC ICLA thematic area:  Housing, Land and Property rights (HLP), including Due Diligence and evictions, Legal identity and civil documentation, Employment laws and procedures, Legal stay and Access to essential services, and Legal protection of children.
• Oversee referrals to the ICLA legal consultants and support the PM in managing their contracts.
• Deliver information, counselling, legal assistance and training sessions when needed.
• Any other reasonable task as instructed by immediate supervisor.
• Support in the coordination, supervision and organisation of specific consultancies, in implementation of projects.
• Any other task relevant to the position as requested by the line manager, including administrative tasks, translation of documents or support to emergencies and other Core Competencies among others.

1.3 Critical interfaces: 

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position include:

• Programmatic strategic and operations support: Project Manager, Area Manager, ICLA Specialist, M&E, risk and compliance, other CC program teams
• Support functions: Area Manager, Human Resources, Finance, Administration and Logistics
• Security: Health, Safety and Security Officer
• Budgets: Specific budget lines related to projects at area of operation
• Grant Compliance: Donor financial and compliance guideline, Code of Conduct, NRC Terms of employment, and Donor guidelines, Anti-Corruption, Duty of Care and Security and Risk Management Policy, Protection against sexual exploitation and abuse (PSEA), child safeguarding policies.

1.4 Stakeholders:

• INGOs, NGOs and CSOs and other humanitarian actors, local authorities, legal and administrative duty bearers, community leaders and community members, volunteers and project participants.
• Staff:Team leaders, technical officer and Legal consultants,
• Stakeholders: Courts, civil registry department, public defender, legal aid providers, CSOs, NGOs, INGOs, municipalities, Embassies and consular services, and other legal and administrative stakeholders.

1. Competencies

Competencies are important in order for the employeeand NRC to deliver desiredresults. They are relevantfor all staffand are divided into the following two categories:

2.1 Qualification requirement:

• Bachelor’s degree or higher in Law
• Years of Experience: 3 years minimum in project management.

1. Professional Competencies

Generic professional competencies: 

• Previous experience from working in a humanitarian/recovery context
• Documented results related to the position’s responsibilities
• Strong communication, interpersonal, analytical and negotiation skills;
• Strong organizational and team building skills
• Ability to prioritise responsibilities, carry out multiple tasks simultaneously, and meet deadlines
• Knowledge about own leadership skills/profile
• Ability to work independently whenever required

Context/specific skills,knowledge and experience:

• Minimum of 3 years of experience in working as project manager or similar position in a in a humanitarian/recovery context.
• Excellent team management, leading by example.
• Excellent communication and interpersonal skills.
• Good capacity to directly influence and negotiate with a wide range of stakeholders.
• Knowledge of the NGO operations and the dynamicsof the humanitarian sector       preferable.
• Good trainer and presentation skills.
• Ability to work collaboratively with NRC colleagues and in a culturally diversified team.
• Experience in M&E
• Experience in reporting and excellent drafting skills in both Arabic and English.
• Experience in administrative tasks
• Experienced in creating team spirit, peer learning and overall learning environment at the workplace Excellent knowledge of Libyan laws and regulation
• Excellent research and analytical skills
• Knowledge and experience within a relevant field (law, administration, political science), and a relevant Diploma or bachelor’s degree
• Excellent English drafting skills, high standard of accuracy and attention to details
• Strong analytical and numerical skills
• Excellent computer skills especially MS Excel and Word.
• Solid information, communications, and technology skills are an asset
• Training or prior achievements in protection will be an asset
• Ability to work independently, take initiatives, and perform in a result-oriented multi-tasking and multi-cultural environment
• High integrity and confidentiality. Stress and time management

2. Behavioral Competencies (max 6)

• Build meaningful relations
• Empower people
• Act with integrity
• Deliver results

3. Performance Management

The employee will be accountable for and evaluated on the responsibilities and the competencies, based on NRC’s Performance Management Framework. The following documents will be used for performance reviews:

• The Job Description,
• The Goals and Performance Plan
• The NRC Competency Framework