National Orphan & Child Welfare OSP Project Manager

Position Identification

Position Title       :  National Orphan & Child Welfare OSP Project Manager

Organization       :  Islamic Relief South Africa ‘IRSA’

Location               :  Cape Town office

Reports to            :  National Orphan & Child Welfare Program Manager

Purpose of Position

• The National OCW OSP Project Manager is responsible for the establishment, development, administration, implementation, and regular review of the Orphan Sponsorship Program (OSP), hereafter referred to as “the project” on a national level. Its work plans and systems are to be strictly in alignment with the requirements and desired objectives and outcomes of the OSP Operations Manual, hereafter referred to as the “the manual”, as developed by Islamic Relief Worldwide (IRW).
• In addition to the manual, all policies and procedures are to be strictly followed according to the Standard Operating Procedures (SOPs) as established by IRSA.
• To ensure monthly training of all OSP staff on the manual, while also facilitating learning reviews to discuss challenges, strengths, threats, and opportunities of the project
• To manage, oversee, and supervise the Community Care Workers in all regions, ensuring their work is in alignment with the manual at all times.
• To lead supplementary activities and initiatives that are in alignment with the 6 dimensions of development as per the Goal-Getters project under the Orphans & Child Welfare Program.
• To report on all aspects related to the project to the National Orphans & Child Welfare Program Manager.

Key Responsibilities

The following key responsibilities are to be in alignment with the manual and SOPs.

Establishment of the Orphan Sponsorship Program (OSP)

• Lead the setup of the Orphan Sponsorship Project in three operational regions – Gauteng, Kwa-Zulu Natal, and the Western Cape, ensuring alignment with Islamic Relief Worldwide (IRW) and Islamic Relief South Africa’s (IRSA) policies and procedures.
• Collaborate with relevant stakeholders to ensure best practices and desires objectives and outcomes are achieved
• Ensure onboarding of new orphans are in alignment with IRW and IRSA’s onboarding strategies – utilizing external stakeholders and sources as a means of verification to uphold and maintain the integrity of the project.
• To ensure the Al-Yateem system which houses all digital information related to the project’s rightsholders are maintained and updated regularly.

Project Management

• Ensure assigned activities and initiatives are implemented according to plan, overseeing all stages from initiation to completion, and meeting agreed objectives according to the established timeframe.
• Revise the budget quarterly, as needed, based on input and feedback from key stakeholders.
• Ensure project documentation is properly maintained, including Planning, Monitoring, Evaluation & Reporting (PMER), and for audit purposes.
• Assist related departments in drafting and managing project Memorandums of Understanding (MOUs) and Service Level Agreements (SLAs) to ensure good governance.

Reporting

• Prepare and submit all progress reports for the Orphan Sponsorship Project to the National Orphans & Child Welfare Program Manager, ensuring they meet agreed timelines and quality standards.
• Develop and present monthly, quarterly and annual reports of the Orphan Sponsorship Project, including the drafting of regular project updates and narrative activity reports.
• Upload orphan bio-data via Al-Yateem for sponsorship.

Financial and Administrative Management

• Oversee the efficient administration of project finances, consultant contracts, and other administrative tasks, ensuring proper record-keeping.
• Provide timely and high-quality financial reports to the National Orphans & Child Welfare Program Manager.
• Ensure compliance with financial controls, legislative requirements, and sound financial and resource management.

Field and Social Welfare Management

• Ensure APRs and Home-Visits, and its accompanied documentation are complete within the specified timeframe as per IRW’s OSP Policies and Guidelines.
• Conduct periodic home visits to orphans to monitor changes in their social life and collect updated data.
• Facilitate psychosocial events, aligned with the objectives of the 6 dimensions highlighted in the Goal-Getters Project for rights holders, ensuring needs assessments are conducted and the activities are aligned with their welfare.
• Prepare and present proposals relevant to orphan families to fulfil the objectives of the Orphan Sponsorship Project.
• Establish a close working relationship with the Regional Safeguarding Leads, periodically reviewing the nature of the project’s activities to ensure its alignment with IRSA and IRW safeguarding policies and procedures

Team Management and Stakeholder Coordination

• Lead and manage a team of Care Workers in each region, ensuring their general welfare and overseeing staff performance and development.
• Liaise with the OCW Program Manager frequently regarding team capacity building to ensure the team is well-equipped to deliver the project’s objectives according to a high standard of delivery.
• Coordinate with local and international NGOs and official agencies to maximise the Project’s impact – with particular attention to events and workshops, where specialized expertise could be utilized to further the project’s impact.
• Oversee and manage the relationship with stakeholders from satellite offices where OCW Care Workers will be stationed, ensuring responsibilities as outlined in the MOUs are adhered to
• Ensure staff grievances and disciplinary matters are handled fairly, and in a timely manner, in accordance with IR policies and code of conduct.

Project Monitoring and On-site Leadership

• Assist and Support the M&E team to maintain a well-communicated schedule for all phases of the project, establishing effective Monitoring and Evaluation (M&E) systems.
• Conduct regular field visits to ensure effective implementation of all Project activities.
• Provide on-site leadership, building and motivating the team to meet project goals, adhere to responsibilities, and maintain milestones.
• Record, track, and report relevant project indicators.

Quality Assurance and Risk Management

• Ensure the Orphan Sponsorship Project activities are in line with partner, donor, and field structure needs and are operated in a way that minimises organisational risk.
• Continuously analyse and adapt the project’s activities to respond to internal and external needs and risks.
• Ensure the quality of the project and services in all three regions, in line with IRW and IRSA’s broader organizational strategy and various codes of conduct.

Project Governance and Documentation

• Maintain detailed project files and documentation, including individual orphan files, ensuring adherence to IRSA and IRW policies.
• Be responsible for the technical operations of the Orphan Sponsorship Project, including resource management such as project equipment, assets, and records management.
• Develop and present case studies to support marketing and fundraising efforts for the Orphan Sponsorship Project.

Other Responsibilities

• Spend approximately 60% of the year in the field, ensuring direct oversight and engagement with the Project’s beneficiaries and stakeholders.
• Travel at least 4 times a year – once per quarter, to the two other regions to conduct field visits
• Perform any other duties (ADHOC) as requested by the management in line with the job purpose.

Key Interfaces

HOD: Projectmes

National Project Manager – Orphans and Child Welfare

Chief Executive Officer

Partners (IRSA office) and Stakeholders

IRSA Project Manager/Regional Projectmes Coordinator

Field Officers

Community Care Workers

Educational Qualifications

Bachelors Degree in Social Work/ Social Sciences, Development, or relevant qualification is essential.

or

A qualification at NQF Level 7 in a related field (aligned with the role of Project Manager)

Skills and Knowledge

• Minimum of 3 years of successful project management experience, managing projects of low complexity, in the humanitarian/ social development field, including rehabilitation, and capacity building (or 5 years successful project management experience without NQF Level 7, according to CIFTER).
• Experience in Project Management
• Fluent written and spoken English (Afrikaans, isiXhosa, isiZulu are advantageous).
• Proven ability and experience in people and activity management as well as delegating roles and authority in a way in which enables teams to reach their targets/objectives.
• Proven experience of developing and implementing strategies and work plans which help to deliver the wider organisational objectives.
• Ability to respond to a dynamic and changing environment.
• Ability to guide staff development towards achieving key performance indicators and delivering development activities which assist the organisation in achieving its targets.
• Demonstrable experience in consultative team approaches to decision making and innovation which motivates and drives teams forward.
• Sound communication skills which deliver complex information persuasively and with clarity.
• Proven ability and experience in analysing data which enables sound conclusions and recommendations to be drawn.
• Experience managing child development and protection for a minimum period of three years at field office level.
• Demonstrates the flexibility and energy that is required for a high level of self-management and awareness

Critical Skills & Membership

• Registration with the South African Council for Social Service Professions (SACSSP) or another relevant, reputable, recognised body
• The Project Manager should aim to obtain PMSA membership or other relevant project management membership and critical skills certification to meet professional and industry standards.

Key Islamic Relief Qualities Required

• It is essential that the post holder shows a good understanding and sympathy with Islamic values and principles as well as commitment to IR’s vision and mission as per below:

• Excellence (Ihsan): Our actions in tackling poverty are marked by excellence in our operations and conduct which are deserving of the people we serve.
• Sincerity (Ikhlas): In responding to poverty and suffering our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity
• Social Justice (Adl): Our work is founded on enabling people and institutions to fulfil the rights of the poor and vulnerable. We work to empower the dispossessed towards realising their God-given human potential and developing their capabilities and resources.
• Compassion (Rahma): We believe the protection and well-being of every life is of paramount importance and we shall join with other humanitarian actors to act as one in responding to suffering brought on by disasters, poverty and injustice.
• Custodianship (Amana): We uphold our duty of custodianship over the earth, its resources and the trust people place in us as humanitarian and development practitioners to be transparent and accountable.