Project Manager

Orbis UK seeks a proven, committed and hands on Project Manager to oversee, coordinate and support project start up for a large multi year grant in Ethiopia. The role will work closely with internal programme and finance/governance teams and country based colleagues, ensuring compliance with local, UK legal and grant requirements.

This includes coordination and project management of four main areas:

• Delivery of requirements to establish an Orbis UK Office in Ethiopia
• Finalisation of legal review of key documents e.g. subgrant agreements to partners
• Set up of OUK systems and processes - HR, Safeguarding, finance etc.
• Establishing arrangements for delivery of Year 2 of the grant, in compliance with the donor's requirements

About Orbis UK

Over 1.1 billion people live with vision loss in the world today. Yet for a staggering 90% of these people, visual impairment is treatable or could have been prevented.

Our vision is to transform lives through the prevention and treatment of blindness. With our network of partners, we mentor, train and inspire local teams so they can save sight in their communities. Through long term programmes as well as the Orbis Flying Eye Hospital, a state of the art ophthalmic teaching hospital on board a customised aircraft, we have helped to treat and prevent vision loss for millions of people since we were founded over 40 years ago.

Overall Purpose of the Job

• Title: Project Manager
• Department: Programme Funding Team and Finance Team
• Reports to: Director of Programme Funding & Director of Finance and Operations
• Location: London, UK (Charing Cross)
• Duration: 3 6 months with the possibility of an extension. 2 days a week, May - July/October
• Salary: Negotiable

Main responsibilities

• Project Management
  • Ensure key project management principles are adhered to and provide a clear and structured approach to delivering the project.
  • Develop and disseminate a comprehensive project plan outlining key milestones, objectives, timelines, and deliverables.
  • Act as the primary point of contact for all project stakeholders, including internal teams, external partners, and donors, ensuring clear and consistent communication.
  • Have processes in place to identify risks and challenges and propose strategies to manage or limit their impacts.
  • Set up regular channels of communication to keep all stakeholders and wider team members informed as required.
  • Effectively lead weekly update meetings ensuring all voices are heard and manage competing challenges and priorities.
  • Ensure the delivery of the project plan through creating and monitoring action plans, and ensuring responsibilities are delegated to individuals with clear accountability and deadlines set.
• Country Office Set Up and Operations (Ethiopia)
  • Coordinate the establishment of an office presence in Ethiopia, working with the Orbis UK team, Orbis Ethiopia team and where necessary external advisors (e.g. local lawyers, Ethiopian Embassy, Ministry of Health).
  • Ensure all set up requirements as defined by the Charities and Societies Agency in Ethiopia are in process and on track (e.g. logo, legal documents, and letters of endorsement).
  • Implement necessary amendments to project operations for Year 2, in line with the requirements as specified by the donor and put in place necessary measures to ensure the project can continue without interruption.
• Contracts and Legal Oversight
  • Coordinate the review and management of legal and contractual documents, e.g. Sub Grant Agreements, Power of Attorney, working closely with finance and programme colleagues both in the UK and Ethiopia.
  • Coordinate management of sub grants to partner organisations, ensuring timely contracting and onboarding.
• OUK Systems and Processes Set up
  • Coordinate the establishment of OUK and Orbis UK Ethiopian systems and requirements to ensure both grant compliance and smooth running of the contract, including but not limited to:
  • Safeguarding
  • HR systems and processes (including salary payments and insurance)
  • Finance and monitoring systems
  • Insurance
• Governance, Reporting and Learning
  • Prepare clear and timely project updates for internal leadership, trustees and funders.
  • Support donor compliance, documentation and audit readiness.
  • Embed learning and adaptive approaches throughout the project lifecycle.
• General Requirements
  • Contribute to the wider success of Orbis UK by working flexibly and providing support for other areas of the team as necessary.
  • Undertake other tasks as delegated and as necessary for fulfilment of the post. Must maintain confidentiality at all times.

Key relationships

• Director of Programme Funding Team
• Head of Programme Funding Team
• Director of Finance and Operations
• OUK Country Representative Trustees, where appropriate.
• Orbis International colleagues, where appropriate.
• Embassy in the UK
• Local government agencies in Ethiopia

Person Specification

• Strong project coordination and organisational skills.
• Excellent communication and relationship building abilities.
• Understanding and experience of contract management and grant funded projects.
• Risk awareness and problem solving capability.
• Budget monitoring and financial tracking skills.
• Experience setting, working to and holding colleagues to account on internal deadlines.
• Experience delivering projects in the NGO, charity, public sector, or international development context.
• Experience working with country teams, partners, and externally funded projects.
• Familiarity with sub grant management, compliance, and donor requirements.
• Experience working in or with programmes in Ethiopia or similar contexts desirable.
• Ability to work effectively, and influence beyond authority to gain buy in across project groups and ensure plans are delivered on time and on budget.
• High level of attention to detail.
• Able to work effectively under pressure, make sound judgements and proactively address problems.

Personal:

• Personable and professional, able to build rapport and trust quickly.
• Critical thinker who looks beyond the obvious to deliver the best solution.
• Oral and written fluency in English, with outstanding communication skills.
• Excellent organisational skills, good attention to detail, ability to prioritise tasks and adhere to deadlines.
• Collaborative, culturally sensitive approach to partnership working.
• Attention to detail and ability to maintain a high level of accuracy.
• Team oriented work style, with a proactive, open minded, and flexible approach.
• High degree of computer literacy (Microsoft Word, Outlook, PowerPoint and Excel).
• Proficiency in project management software and tools.

Equal Opportunities Statement

Orbis UK is an equal opportunities employer and welcomes applications from any suitably qualified person. We operate an anonymised recruitment procedure so that no job applicant receives less favourable treatment either directly or indirectly, on the grounds of age, gender reassignment, being married or in a civil partnership, being pregnant or on maternity leave, disability, race including colour, nationality, ethnic or national origin, religion or belief, sex and sexual orientation. This aims to ensure all applicants are assessed solely on the strength of their application and not be affected by unconscious bias or confirmation bias.

Orbis UK acknowledges and recognises the disadvantages and barriers people from under represented and socially diverse groups face in the workforce. Orbis UK is committed to addressing this issue and we strongly encourage those from under represented and socially diverse groups (Black and Ethnic minorities, LGBTQ+ and candidates with disabilities) to apply.

Safeguarding: Orbis UK is committed to safeguarding and promoting the welfare of children and vulnerable adults and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and criminal records checks. Orbis UK is also a member of the Inter Agency Misconduct Disclosure Scheme (MDS).