Program Development Coordinator

Primary Roles:

The Program Development Coordinator will be responsible for the following deliverables under the guidance and supervision of the head of mission and in close coordination with the program manager.

• Develop and improve linkages and networks with humanitarian and development donors, partners, government counterparts, and the private sector.
• Undertake a lead role in developing 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 PRA (Project Risk Appraisal) process with the Cesvi team in the country and HQ for all CNs and proposals.
• Develop overviews of donor requirements, rules and regulations, and internal and external deadlines, including filing 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 that align with the relevant donor requirements.
• Develop and update retro plans and 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 partnering 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, briefings, 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 from the Consortium partners and submit monthly activity reports to the Program Manager/Head of Programs.
• Ensure that internal and external reports are drafted promptly and with 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 the Cesvi project team on medical/ non-medical equipment and relevant WASH infrastructure needs, submission of assessments to the database, identification of beneficiaries, confirmation of beneficiaries, and distribution/completion statistics in close communication and collaboration with a database manager and MEAL department.
• Support the MEAL team in reporting duties, including, but not limited to, responding to information requests, drafting success stories, and reporting on project impact.
• Stay current regarding assessments and reports produced by the consortium partners and extract relevant and important information for reference and use in Cesvi reporting.
• I will be the focal point 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, verifications, and other ad hoc reports and ensure that required documentation is available promptly and effectively.
• Coordinate the preparation of donor financial and program reports by 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 in engaging with regionally based donors for potential funding sources.
• Ensure effective and timely communications with Partners.
• Ensure comprehensive required documentation is always available to track engagement and information with/of Partner.
• Any other job-related added task assigned by the supervisor.