Project Coordinator

JOB PURPOSE The Projects Coordinator ensures all projects in the country run in a smooth and cost-efficient manner and in compliance with ACTED’s and donors’ procedures and legal requirements.

OBJECTIVES

1. Ensure the smooth running of projects reaching outputs and maximizing outcomes for beneficiaries.

2. Anticipate and mitigate risks in implementation and ensure projects are run in a cost-efficient manner, in compliance with ACTED’s and donors’ procedures and legal requirements.

DUTIES AND RESPONSIBILITIES1. Project Implementation Follow-up

1.1. Project Planning) Ensure timely organization of project kick-off and close-out meetings) Ensure that all projects have an implementation strategy and work plan) Together with Consortium Coordinators, Area Coordinators and Project Managers, plan the various stages of project implementation and set direction by prioritizing and organizing activities and resources to achieve project objectives

1.2. Project Implementation Follow-upa) Oversee the implementation of projects ensuring that technical requirements and quality standards are considered and respected during project implementation) Anticipate and mitigate risks and implementation delays and provide ad-hoc support to project implementation through trouble shooting and eliminating blocking points) Monitor output achievement, cash burn rates and ensure a timely completion of projects through review of PMFs, BFUs and project reports) Ensure that contractual obligations are met in terms of project deliverables

1.3. Project Quality Control) Ensure the application of a practical field based M&E system/plan for each project) Conduct frequent field visits to project sites to assess activities and ensure efficient use of resources) Advise Consortium Coordinators, Area Coordinators and Project Managers to adapt projects according to monitoring and evaluation findings) Advise on and assist with project reviews conducted by AMEUe) Together with the AMEU team, ensure capitalization of best practices and lessons learnt for projects in the area of operations

1.4. Implementing Partners) Support the Consortium Coordinators and Project Managers to regularly review partnerships with implementing partners and ensure that any issues or disputes are resolved in a timely manner.b) Provide support to partners in project implementation and ensure timely and qualitative implementation of projects by partners in line with ACTED and donor requirements) Lead review meetings with partners, with particular attention given to the relationship aspects of partnership collaboration

1.5. External Relations) Establish, maintain, and improve active and regular working relationships with local authorities and where necessary non-state actors and obtain required authorizations and buy-in for ACTED’s activities) Support, facilitate or undertake communication and liaison activities to actively consult and involve beneficiaries, key informants, actors, partners and stakeholders in all stages of project implementation) Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner

2. Administrative and Operational Management of Project Implementation

2.1. Finance) Review the project BFU(s) to avoid under/over spending) Ensure accurate budget forecasting and expense planning

2.2. Logistics) Contribute to the development of project procurement plans) Contribute to quality checks and procurement committees to finalize suppliers’ selection according to applicable scenario) Ensure timely procurement and adherence to rules of origin and nationality

2.3. Administration/HRa) Participate in the transparent and timely recruitment of project staff (developing oranograms, ToRs, elaborating recruitment tests) Proactively support Project Managers and Area Coordinators to adapt the project staffing structure to needs and funding) Ensure regular performance appraisal and career management of project teams) Ensure a positive working environment and good team dynamics) Manage interpersonal conflicts) Ensure capacity building among project staff

2.4. Transparency/Compliance) Ensure project records and documents (FLAT files, beneficiary lists, donation Terms of Reference – Country Project Coordinator December 2016certificates, attendance sheets etc.) are adequately prepared, compiled and filed according to ACTED procedures) Ensure staff awareness and respect of ACTED’s code of conduct and FLATS procedures

2.5. Security) Together with the Security focal points, assess risks in the areas of project implementation and develop context specific MOSS and SOPs) Ensure that project teams are aware of security threats and follow ACTED security policies, MOSS and SOPs accordingly

2.6. Implementing Partners) Support the FLATS team, Consortium Coordinators and Project Managers to ensure adherence to ACTED’s policies and procedure, arranging training and induction as required) Ensure that all budgetary issues between ACTED and partners are addressed and that mutually beneficial solutions are agreed upon in a timely manner) In collaboration with the FLATS team, review due diligence of partners or conduct new due diligence and develop appropriate time bound organizational development work plans) Oversee the development of capacity building framework and action plans with full participation of partners) Ensure partners provide all project documents required by ACTED and its donors in a timely manner and according to ACTED standards.

KEY PERFORMANCE INDICATORS% of projects with kick-off and close-out meetings held% of projects with up-to-date and accurate Project Management Framework (PMF) and expense forecast% of projects completed on time without the need for an NCE% projects completed within budget flexibility% of projects with contractual targets/indicators met% ineligible expenses on project budget lines Project records and documents (beneficiary lists, donation certificates, attendance sheets, payment sheets) available for all project activities% positive monitoring and evaluation reports (internal and external)

Required Qualifications:

Post graduate / master’s degree or other related social science area with over 07 years of professional experience.

• A minimum of three to four years’ experience in multi projects management.
• Having 1-2 years’ experience in managing Implementing partners 
• Strong experience in training and capacity building of project staff, officials/stakeholders
• Good understanding of monitoring protocols and approaches at field level.
• Having strong coordination skills at various level with different stakeholders.
• Good understanding of child safeguarding/protection issues in Pakistan. Particularly for girls.
• Excellent interpersonal, communication, writing, motivation, reporting and presentation skills.
• Fluency in English language is must, with good writing and spoken ability in Urdu and other local languages.

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.”