Call for job vacancy: Program Coordinator + Human Resources, Western Balkans Fund.

Location: Tirana, Albania

Vacancy issued: 11 September 2017

Deadline for application: 4 October 2017

Background:

Western Balkans Fund (WBF) is a regional inter-governmental organization established by the Western Balkans countries (Albania, Bosnia-Herzegovina, Kosovo*, Montenegro, Macedonia and Serbia).

Through this all-inclusive regional initiative, the participating parties commit their own resources to finance regional projects and for supporting the overall development and cooperation of the civil society organizations in the Western Balkans.

The purpose of the WBF is to promote cooperation and strengthening of the relations between member states, the promotion of common values between citizens, civil society and institutions of the region, trying to strengthen cooperation and people to people contacts.

The Fund aims to achieve these goals by supporting common regional projects and by bringing people to share mutual experiences, values, traditions and culture of their respective countries in these key areas:

  • Education and Scientific exchanges;
  • Cultural cooperation;
  • Cross-border and youth cooperation;
  • Sustainable Development:

Program Coordinator

The program coordinator is responsible for the implementation and coordination of the projects and activities in the four specific areas/ programs, as defined in the Statute of WBF.

Program Coordinator will prepare the implementation procedures, including calls, application procedures and projects evaluation. Program Coordinator manages the contractual aspect of grants and conducts monitoring and evaluation practices, including financial and management practices.

The programs coordinator must have a deep experience in management, monitoring and evaluation of projects.

Job Descriptions:

  1. Manages and coordinates projects and activities in the program framework;
  2. Prepares call for project proposals and gives it to the PR officer for publication after ED approval;
  3. Assesses the applicant's action plan and the ability to achieve the objectives of the grant. Checks if the applications supporting documentation is in compliance with the requirements;
  4. Checks the applicant's background. Examines whether the applicant is in other donors black lists;
  5. Reviews applications and determines if applications and applicants are in accordance with the Funds Procedures. Confirms that the purpose of the application is not for profit and conveys with the program's and the Fund's mission;
  6. Informs ED, NC's if any conflict of interest is detected in applications;
  7. Manages the applications in the Online Application system;
  8. Prepares the documents for the members of the Selection Committee and the preliminary evaluation of applications. The documents should be sent to the members of the Selection Committee at least 10 days before the meeting;
  9. Participates in the meetings of the selection committee;
  10. Prepares grant contracts (three copies) and monthly report of active grants;
  11. Monitors projects and grants; Supervises financial reporting of grants; narrative reporting of grants; makes final closing of grants / projects;
  12. Participates in the drafting of the programs strategy and policies;
  13. Prepares in cooperation with the finance manager the annual budget of the program;
  14. Engages in building partnerships with other donor organizations;
  15. Gathers the necessary information for the overall development of the program;
  16. Organizes and maintains ongoing communication with program partners to ensure completion of joint projects;
  17. Maintains close contacts with WBF stakeholders thought all means of communications and by traveling frequently.

Requirements

  • Experience in program/project management in a related field. Proven experience as program coordinator or relevant position;
  • Knowledge of program management and development procedures;
  • Knowledge of budgeting, bookkeeping and reporting;
  • Tech savvy, proficient in MS Office. Ability to work with diversity and multi-disciplinary teams;
  • Excellent time-management and organizational skills;
  • Outstanding verbal and written communication skills;
  • Detail-oriented and efficient;
  • BS/BA in a related field;
  • Proficiency in English;
  • Knowledge of another regional language is considered an asset;

Job back up - Program Assistant; Reports to the ED; Decision on appointment / dismissal is taken by the Executive Director based on the criteria established in the Personnel Policies;

Human Resources

  1. Manages the recruiting process.
  2. Keeps record of Staffs presence.
  3. Prepares the work contracts.
  4. Prepares Social and health Insurance booklets.
  5. Prepares the work booklets.
  6. Prepares and conducts the performance review process.

Is responsible for reporting to the ED staff absences, performances obstacles and ways to overcome relevant issues regarding the staffs performance and progress;

Submission of application:

Interested candidates should present:

-Letter of interest

- Professional CV in English

-Any other recommendations/documents considered relevant for the application.

Applications to be submitted at: y close of business day, October 4, 2017.

Only shortlisted candidates will be notified.

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Western Balkans Fund

Rruga: ”Skënderbe”, No. 8, Floor IV, Ap. 35/36. Tirana, Albania.

Tel: 042231112;Fax. 042400420.

Email: