Job Description

Terms of Reference for Project Coordinator

Position title: Project Coordinator

Program name: SSF III Program

Location: Jowhar, Hirshabelle state of Somalia 

Published date : O6/07/2025

Deadline: 17/07/2025

1.      Background

The Hirshabelle State Government, in collaboration with the Somalia Stability Fund (SSF III), is actively implementing the SSF III Program, which was launched in March 2023. This initiative is designed to foster inclusive political agreements, address local grievances, promote democratic processes, strengthen local governance, and enhance accountability between citizens and the state. By establishing this partnership, both entities aim to advance stability efforts within the region through the execution of essential activities related to local governance, conciliation, dialogue, social contracts, and accountability mechanisms.

To guide the implementation of these critical project activities, both parties have signed a Memorandum of Understanding (MoU). This agreement outlines the roles, responsibilities, and expectations of each partner, ensuring a structured approach to achieving the program’s objectives. Recognizing the importance of effective execution, the Hirshabelle State Government is seeking to recruit a Project Coordinator. This individual will play a pivotal role in leading and coordinating all aspects of the SSF III engagement, ensuring that the program meets its goals and serves the community effectively.

2.      Purpose of the Role

The Project Coordinator will act as the primary representative of the Hirshabelle State Government, responsible for coordinating and overseeing all project activities outlined in the MoU, as well as additional SSF III-funded partner projects within the state. This role is crucial for ensuring that project activities are delivered in a timely, transparent, and accountable manner, adhering to the agreed-upon work plan and budget. The coordinator will serve as a liaison among various stakeholders, including the Somalia Stability Fund, relevant ministries, local government entities, civil society organizations (CSOs), and community stakeholders. This collaborative approach will enhance the effectiveness of the project and promote a sense of ownership among all parties involved.

3.    Scope of Work: 

The Project Coordinator will act as the central liaison for coordinating and overseeing all SSF III projects in partnership with the Hirshabelle Government and other SSF III-funded initiatives. This role involves managing daily operations to ensure compliance with project requirements and timelines, while fostering effective communication among government entities, local organizations, and community members to encourage participatory implementation.

The coordinator will also establish monitoring and evaluation mechanisms to track project progress and incorporate lessons learned into future activities. Regular reporting on project status, financial expenditures, and impact assessments will be essential for maintaining transparency and accountability to stakeholders.

Moreover, the coordinator will focus on capacity building by supporting local government officials and community representatives, enhancing their involvement in governance and accountability processes. Overall, this position is critical for the successful execution of SSF III initiatives in Hirshabelle.

4. Key Responsibilities

a. Project Management & Coordination

• Lead day-to-day implementation and coordination of the SSF-Hirshabelle work plan including development and implementation of comprehensive work plans, concept notes, budgets, and monitoring and evaluation frameworks for the project. Ensure that all activities are aligned with the MoU and implemented on schedule.
• Maintain regular communication with SSF focal points and project stakeholders.
• Organize regular coordination meetings among State, SSF and other partners to ensure effective project implementation, information sharing, issue resolution and keep abreast of all ongoing/planned relevant programmes within the State.
• Monitor project progress, identify and mitigate risks, and provide timely updates to the State and SSFIII lead in Galmudug. 

b. Financial Management & Compliance

• Oversee the procurement of goods and services, and ensure compliance with the ministry's and donors' policies and procedures. 
• Review and verify all financial reports and documentation submitted by suppliers before submission to SSF III for payment processing and ensure it is compliant with ministry policies and donor requirements 
• Monitor and track project budget expenditures and ensure financial compliance Work with finance departments to ensure funds are used transparently.
• Prepare financial reports and project documentation as required by SSFIII and Galmudug government.

·          Ensure accurate and timely financial liquidation and reconciliation of SSFIII project expenditures.

c. Stakeholder Engagement

• Maintain strong engagement with Hirshabelle government institutions, local governments, SSFIII, CSOs, and other development partners.
• Facilitate inclusive dialogue and promote collaboration among stakeholders.
• Represent the project at relevant forums and coordination platforms.
• Facilitate the engagement of local communities and ensure their active participation in project activities. 
• Manage and resolve any conflicts or tensions that may arise among project stakeholders. 

d. Collaboration with SSFIII-Contracted Implementing Partners

• Establish and sustain close coordination with other SSFIII-implementing partners operating in Hirshabelle State.
• Ensure activities are harmonized, synergies are built, and duplication is avoided across partners.
• Participate in joint planning, review, and learning forums to align efforts and share lessons.

e. Monitoring, Reporting, Documentation and knowledge Management

• Develop and submit monthly updates and quarterly and annual project progress reports highlighting project achievements, challenges, and mitigation measures. 
• Document lessons learned, best practices and success stories from the project for refining programming and adaptation.
• Assist in the preparation of donor reports and other project-related documents as required. 
• Maintain an organized filing system and ensure the proper storage and management of project-related documents and data. 

Experiences and Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Development Studies, or a related field. Master’s degree preferred.
• Minimum of 5 years of experience in project management or coordination roles.
• Proven experience working with government institutions, CSOs, communities, and development partners.
• Sound understanding of governance, reconciliation, and development challenges in Hirshabelle or similar contexts.
• Strong analytical, organizational, and communication skills.
• Fluency in Somali and English languages with the ability to communicate effectively in both.
• Demonstrated ability to work independently, manage multiple priorities, and deliver results under tight deadlines. 
• Strong understanding of the political and social context of Galmudug and Somalia, including familiarity with the key stakeholders, challenges, and development priorities. 
• Excellent communication, negotiation, and conflict resolution skills, with the ability to effectively liaise with diverse stakeholders. 
• Willingness to travel within Galmudug and Somalia as required. 

Preferred:

• Prior experience in implementing donor-funded governance or stabilization programs.
• Familiarity with SSF programme modalities and expectations.
• Experience working on drivers of Stability like local governance, democratization, social dialogues, conciliation, or conflict resolution projects.

5. Reporting and Supervision

The Project Coordinator will report to the chief of staff of the office of the President Hirshabelle state of Somali and work closely with designated SSFIII Focal person

6. Terms of Employment

• The contract will be for 12 months starting from July 2025, renewable based on performance and availability of funds. This is an anticipated funding and the actual start date of the contract depends on the approval of the SSFIII-Hirshabelle year 3 workplan and renewal date of MOU extension)
• Compensation: The salary will be commensurate with the candidate's qualifications and experience, and in line with the Ministry's salary scale and available budget
• The coordinator is expected to be based in Jowhar and available for frequent travel within Hirshabelle.

Skills Required

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