Project Manager based in Jerusalem

Terms of Reference (TOR)

Position Title: Project Manager

Location: WB/JRS

Project: Roots to Rise

Funded by: USAID

Reports to: Chief of Party (COP)

Duration: 2024-2027

Start Date: December 1st 2024

Background

The USAID-funded Roots to Rise is a 36-month project designed to repair and rebuild from the intense violence that began in October 2023 through dialogue and collective action in Israeli

and Palestinian communities, engaging a diverse group of approximately 1,580 youth and

adults across the region. The project requires a high level of compliance with USAID regulations and a robust contract management system to ensure transparency, efficiency, and accountability. A Project Manager is needed to oversee project activities, ensuring alignment with USAID standards, while managing contracting, procurement, and compliance processes to meet project goals efficiently and within budget.

Objective

The primary objective of the Project Manager is to oversee the implementation, management, and execution of the project, ensuring it meets USAID’s contractual, financial, and compliance requirements. The Project Manager will be responsible for delivering project outputs while adhering to USAID regulations on compliance, procurement, and contracting.

Scope of Work

The Project Manager will oversee the following tasks:

• Project Planning and Implementation
  • Develop detailed project work plans in coordination with programing staff, including timelines and milestones, in line with USAID-approved guidelines.
  • Ensure project deliverables meet USAID and organizational objectives while staying within budget and on schedule.
  • Oversee the execution of all project activities, ensuring compliance with USAID regulations throughout.
• Compliance and Contracting Management
  • Compliance Management:
    • Ensure that all project activities comply with USAID regulations, specifically USAID’s Automated Directives System (ADS), Code of Federal Regulations (CFR), and Federal Acquisition Regulations (FAR).
    • Develop compliance checklists to ensure all financial, procurement, and programmatic activities meet USAID and local regulations.
    • Monitor compliance throughout the project lifecycle by conducting regular audits and reviews of contracts, procurement documents, and project financial records.
    • Develop a compliance plan and reporting schedule for submission to USAID, ensuring all compliance milestones are met.
    • Identify potential compliance risks, report them to the Chief of Party, and implement mitigation strategies.
  • Contract Management: Oversee the drafting, review, and management of all contracts and agreements related to the project.
    • Ensure that all contracts, including those with consultants, subcontractors, vendors, and grantees, comply with USAID regulations and meet project objectives.
    • Work closely with the procurement team to ensure that contractual obligations are met on time and in compliance with USAID procurement guidelines.
    • Maintain accurate records of all contracts and procurement processes, ensuring that they are readily available for audits and reviews.
    • Resolve any contractual disputes or issues that arise in a timely and compliant manner.
• Procurement and Financial Management
  • Work closely with the Finance and Procurement teams to ensure proper financial management, including budgeting, tracking expenditures, and timely payments to vendors and contractors.
  • Monitor project expenses to ensure they align with the approved budget and USAID guidelines on allowable, allocable, and reasonable costs.
  • Ensure accurate documentation of all financial transactions, providing regular financial updates to the Chief of Party and USAID.
• Risk Management and Mitigation
  • Identify potential risks in project implementation, including financial, operational, and contractual risks.
  • Develop and implement risk mitigation strategies to minimize potential non-compliance or contractual issues.
  • Establish internal control systems to safeguard project funds, contracts, and assets, ensuring transparency and accountability at all levels.
• Monitoring, Evaluation, and Reporting
  • Work with the Seeds of peace Chief Impact officer to help establish a robust Monitoring and Evaluation (M&E) framework in line with USAID requirements to track project performance and ensure that all contractual and compliance obligations are met.
  • Regularly review the project’s progress towards meeting its contractual obligations and submit detailed reports to USAID on the project’s status.
  • Collaborate with the M&E team to ensure that project outcomes are properly documented and that USAID receives timely, accurate reports on project deliverables.
  • Conduct periodic reviews and audits to ensure the project remains on track, is compliant with USAID regulations, and achieves its stated objectives.
  • Provide training and capacity building for project staff and partners on USAID compliance regulations, contract management processes, and financial management best practices.
  • Support to ensure contracts are compliant with USAID requirements and provide technical assistance where necessary.

Qualifications and Experience

• Education: Bachelor’s degree in Project Management, Law, Business Administration, Finance, or a related field. A Master’s degree or professional certifications in project management, procurement, or compliance (e.g., PMP, CFCM, CPCM) are highly desirable.
• Experience: At least 7-10 years of experience in managing large, complex projects, with a focus on USAID-funded projects. Experience in contract management, procurement, and compliance is required.
• Compliance Knowledge: Strong understanding of USAID regulations, including ADS, CFR, and FAR, as well as procurement guidelines and financial regulations.
• Leadership Skills: Proven ability to lead and manage project teams, develop project plans, and ensure compliance with donor requirements.
• Contract and Financial Management: Demonstrated experience managing contracts, overseeing procurements, and ensuring compliance with donor financial regulations.
• Monitoring and Evaluation: Experience with USAID’s M&E frameworks and reporting requirements.
• Communication: Strong written and verbal communication skills, with the ability to prepare clear reports and present findings to stakeholders.
• Software Proficiency: Proficient in Microsoft Office, especially Excel, and project management software (e.g., MS Project, Smartsheet). Experience with financial and procurement management systems is a plus.
• Language; Fluency in English and Arabic (Basic Knowledge of Hebrew)

Key Competencies

• In-depth knowledge of USAID regulations and contracting practices
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• High level of integrity, transparency, and a commitment to compliance with donor and organizational policies.
• Ability to build and maintain strong relationships with USAID, partners, and other key stakeholders.
• Critical thinking and problem-solving skills, with the ability to anticipate and resolve compliance and contract-related issues.
• Flexibility and adaptability in a dynamic and fast-paced project environment.

The position is a contract, and pay is based on experience.

Interested applicants can send their CV’s to claire@seedsofpeace.org by November 14th 2024, with a cover letter

Only short-listed applicants will be contacted