Consortium Coordinator

ABOUT ACTED PAKISTAN:

ACTED is a non-governmental organization with headquarters in Paris, founded in 1993. Independent, private and not-for-profit, ACTED respects a strict political and religious impartiality and operates according to principles of non-discrimination and transparency. ACTED has been present in Pakistan since 1993 and currently supports communities in Sindh, Baluchistan, Khyber Pakhtunkhwa, the Federally Administered Tribal Areas and Azad Jammu Kashmir. ACTED Pakistan programmes range from emergency responses to recovery and rehabilitation, as well as longer-term development initiatives. ACTED strategy is to target vulnerable communities affected by natural and conflict-related disasters as well as lack of socio-economic development.

JOB PURPOSE In close cooperation with consortium partners, the Consortium Coordinator ensures that the consortium’s project implementation according to the approved proposal and in accordance with the rules and regulations of the donor. The Consortium Coordinator facilitates close and effective coordination and collaboration between consortium partners, ensures high quality documentation of the project activities and ensures that project results are achieved.

OBJECTIVE

• To represent and position the consortium towards external stakeholders ensuring the mission, vision and interests of the consortium and its members are protected;
• To facilitate coordination and communication among consortium partners and ensure the consortium partnership operates in an effective manner;
• To ensure the project is implemented in a timely and professional manner, according to objectives, goals and indicators, in line with donor requirements and based on beneficiary needs.

DUTIES AND RESPONSIBILITIES

1. Representation

• Protect and promote the vision, mission and interests of consortium partners towards external stakeholders;
• Represent the consortium toward the donor(s) and government authorities and therefore communicate with the donor(s) and government authorities;
• Where relevant, expand the donor portfolio of the consortium by tracking funding opportunities
• Attend government, UN, NGO and donor meetings and present ongoing consortium activities;
• Ensure the visibility of the consortium amongst humanitarian, donor and government actors throughout the project;
• Effectively manage coordination with other actors (UN, NGOs) intervening in a similar sector;
• Ensure the continuum of consortium PR activities, including formal presentations, engaging media for coverage on success stories, updating project-specific and regional fact sheets, and documenting publications featuring the consortium in the media;
• Oversee the consortium’s communication activities including media visits, photographer’s mission, videos, etc.;
• Lead the drafting and dissemination of position papers, statements, reports and releases on the consortium’s engagements and humanitarian advocacy.

2. Internal Coordination

• Effectively manage partnerships between the different parties of the consortium to ensure smooth collaboration;
• Ensure regular and open/transparent communication between consortium partners;
• Regularly communicate with consortium Country Directors on project activities;
• Convene and chair regular (e.g. monthly, quarterly) consortium steering committee meetings to discuss programme and financial issues, disseminate minutes and follow up on action points;
• Carry out weekly catch ups with consortium key focal points.
• Support the development and maintenance of a coherent consortium strategy across all partners;
• Promote harmonization of approaches and methodologies across all consortium partners by developing and monitoring use of common tools, as well as creating opportunities for experience sharing and learning;
• Coordinate the development of all technical tools related to the consortium’s project (ToRs for consultants and evaluators, ad hoc reports, capitalization reports…)

3. Project Cycle Management

3.1. Project Planning

• Define project implementation modalities and methodologies (including, but not limited to technical specifications, identification and registration of beneficiaries, distribution and sensitization);
• Organize project kick-off and close-out meetings;
• Together with the Project Managers of consortium partners, plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives.

3.2. Project Implementation Follow-up

• Oversee and monitor the work of consortium and local implementing partners, ensuring that technical quality and standards are considered and respected during project implementation;
• Support the Project Managers of each partner to implement all aspects of the project;
• Conduct regular follow-up of work plans, identify and address any delays in a timely and effective manner;
• Monitor output achievement, cash burn rates and ensure a timely completion of the project.

3.3. Project Quality Control

• Conduct periodic field visits to validate progress reports, identify problems and issues to address during Consortium Management Team meetings and make recommendations for improvement;
• Ensure the project progress is effectively monitored through regular data collection, analysis of indicators and activities and documented with proper sources of verification;
• Advise consortium Project Managers to adapt implementation of the project according to monitoring and evaluation findings;
• Advise on and assist with project reviews conducted by internal and external monitoring and evaluation team;
• Coordinate and put in place a program capitalization system in collaboration with each focal point from each consortium partner.

3.4. Grant Management

• Ensure that contractual obligations are met in terms of project deliverables;
• Ensure the activities are implemented according to the approved donor and partnership agreement;
• Ensure that donor rules and procedures are understood and respected by all parties, sharing information and conducting training if required on proposed systems and processes for consortium management;
• Develop a reporting schedule that is agreed by all consortium members;Ensure external reporting for all the consortium members according to donor and ACTED requirements is respected by all according to agreed deadlines;
• Collect and consolidate narrative reports from consortium members for donor reporting;
• Prepare documentation for any project modifications, including budget revisions, amendments or extensions. Ensure such changes are made in close consultation with the consortium partners;
• Together with the Country Finance Manager, manage and negotiate any budget changes in accordance with donor and ACTED HQ criteria.

KEY PERFORMANCE INDICATORS

1. Number of technical documents (consortium strategy, advocacy paper, project methodologies and approaches, capitalization documents) produced
2. Number of internal and/or external articles/news/videos, etc. published about the consortium during the past 6/12 months
3. Regular coordination meetings conducted among consortium partners
4. Project completed on time without the need for an NCE
5. % of contractual performance indicators achieved
6. Positive monitoring and evaluation reports (internal and external)
7. Project records and documents (beneficiary lists, donation certificates, attendance sheets, payment sheets) available for all project activities
8. Number of donors supporting the consortium and % change.
9. % annual budget increase/decrease of the consortium budget.

Note: “ACTED is committed to protecting beneficiaries and staff within our programs from sexual exploitation and abuse (SEA). ACTED has a Code of Conduct and organizational policies, which outline the expected behavior of all staff, consultants and other stakeholders and reminds ACTED’s zero-tolerance approach. Any candidate offered a job with ACTED will sign those documents as part of their work contract and is expected to abide by them.” “ACTED is commitment to zero tolerance to all forms of violence against children, beneficiaries and staff. ACTED is equal opportunity employers. Females and minorities are encouraged to apply. Candidates with disabilities are encouraged to apply. Final selection will be based on security clearance of the candidate.”