Program Development Coordinator

Under the guidance and supervision of the Head of Mission and in close coordination with the Program Manager, the Program Development Coordinator will be responsible for the following deliverables;

• Develop and improve linkages and networks with humanitarian and development actors and partners, government counterparts, and the private sector.
• Undertake lead role in the development of concept notes and proposals for Cesvi and close coordination with the relevant consortium members, focusing on multi-sectoral development and humanitarian interventions.
• Update, revise, design, and develop Cesvi capacity statements for various relevant sectors in close coordination with the team, the Program Manager, and the Head, where relevant with the staff of consortium partners.
• Manage consortium partner/implementing partner affairs w.r.t. sub-awards, work with finance/compliance staff, on the process of contracts and amendments and partner due diligence.
• Undertake the process of PRA (Project Risk Appraisal) with the Cesvi team in the country and HQ for all CN and proposals.
• Develop overviews of donor requirements, rules and regulations, and internal and external deadlines, including the filing of grant documents to ensure archiving of all grant files and institutional memory of grants and programs.
• Implement quality control mechanisms to improve the quality of the collected information, ensuring consistency across projects, in line with the relevant donor requirements.
• Develop and update retro plans, calendars for project development, engage with multiple staff in CO and field for proposal development.
• Ensure that partnership and sub-grant-related administrative processes and procedures are standardized and consistently implemented throughout the program, including pre-award compliance checks, agreements, disbursements, reporting, and partner capacity-building.
• Organize and facilitate partnership meetings; support and guide program staff in partner to amendments, realignment, and general challenges in project implementation, as necessary.
• Channelize energies for effective pre-positioning and positive relationships developed with key donors, partners, and potential allies, specifically ECHO, FCDO, EU, USAID, etc.
• Prepare and finalize documents or regular reports including but not limited to interim, final and quarterly progress reports, situation reports, briefing and background information required by the donors, Government and other entities, in coordination with project teams.
• Track donor reporting requirements and provide alerts to consortium partners reporting/ focal points for monthly and quarterly donor reports.
• Compile progress reports received from the Consortium partners and submit monthly activity reports to Program Manager/Head of Programs.
• Ensure that internal and external reports are drafted in a timely manner and with an attention to quality (coherence of data, quality of writing, justification of the gaps and variation, measurement of indicators, results and objectives, appropriate formatting and presentation), including all necessary attachments and annexes.
• Compile daily and weekly updates from Cesvi project team, on medical/ non-medical equipment and relevant WASH infrastructure needs, submission of assessments to database, identification of beneficiaries, confirmation of beneficiaries, and distribution/completion statistics, in close communication and collaboration with database manager and MEAL department.
• Support MEAL team in reporting duties including, but not limited to, responding to information requests, drafting success stories, reporting on project impact.
• Stay up to date regarding assessments and reports produced by the consortium partners and extract relevant and important information for reference and use in Cesvi reporting.
• Serve as the focal person for all the consortium lead Cesvi’s Project Management Unit (PMU) reporting matters.
• Maintain proper and standardized filing system for storing project documents according to Cesvi Program Management Maximum Standard.
• Periodically review reporting and documentation to determine whether the risks are being effectively managed and to check compliance with terms and conditions stated in the partnership agreement and MoU.
• Assist with audits and verifications and other ad-hoc reports and ensure that required documentation is available in a timely and effective manner.
• Coordinate the preparation of donor financial and program reports in accordance with Cesvi regulations and established procedures.
• Maintain and update reporting calendar, guidelines and templates as necessary.
• Cross check implementation plans with progress reports if assigned.
• Support PM to engage with regionally based donors for potential funding sources.
• Ensure effective and timely communications with Partners.
• Ensure a comprehensive required documentation is available at all times to track engagement and information with/of Partner.
• Any other job-related added task assigned by the supervisor.

Competencies/Personal Attributes

• Superior organizational skills and ability to multi-task, work under pressure, meeting deadlines in a fast-paced fluid environment.
• Excellent interpersonal communication skills to build linkages with staff, partners, government officials, donors, and other relevant stakeholders.
• Creative and flexible with problem-solving skills.
• Strategic planning and leadership skills.
• Demonstrated professionalism and diplomacy skills.
• Ability to confidently represent oneself and organization to high-level officials.
• People management, particularly coaching and influence management.