TERMS OF REFERENCE. Coordinator, Monitoring and Evaluation, WWF Greater Mekong Programme. Representative, WWF Greater Mekong Programme

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1 WWF Greater Mekong Programme TERMS OF REFERENCE Position title: Directly reports to: Supervises: Coordinator, Monitoring and Evaluation, WWF Greater Mekong Programme Representative, WWF Greater Mekong Programme Consultants when required Technically supervises: Monitoring and Evaluation Officers or Focal Persons of Regional / Country Projects or Programmes Location: Hanoi, Vietnam Background WWF has a long established presence in the Mekong region, starting in Vietnam in Since then, WWF operations have grown to four Country offices based in Cambodia (Phnom Penh), Laos (Vientiane), Thailand (Bangkok) & Vietnam (Hanoi), including a Regional team in the Hanoi, Vientiane and Bangkok offices. The Greater Mekong Programme Office was officially formed in November 2005 merging WWF Indochina (Cambodia, Laos, Vietnam) and WWF Thailand. In order to be relevant with partners at provincial levels and deliver conservation results in landscapes, GMPO has also developed 20 field offices across the 4 countries and 6 landscapes. Following a strong track record of conservation delivery over the last 20 years, WWF has established both the credibility and presence to deliver conservation impact at all levels from provincial, to national to regional. WWF Greater Mekong Programme Office has embarked on new strategic plan FY11-FY15. The new strategic plan outlines changes in the way WWF GMPO operates, both in conservation and operation aspects. I. Major Function The Coordinator, Monitoring and Evaluation is responsible for the implementation and regular updating of GMPO s monitoring framework on Strategic Plans and Action Plans. He/she works to ensure the monitoring of the key deliverables within the Strategic Plans and Action Plans and ensures the timely collection of data throughout the organisation is coordinated with all stakeholders and communicated to the Regional Management Team (RMT), throughout GMPO, to WWF International and to the whole WWF Network as necessary. II. Major Responsibilities A. Strategy Development and Implementation Develops, implements, reviews and updates the strategy in M&E for GMP to ensure the attainment and delivery of plans and objectives 1

2 Communicates the M&E strategy to all staff and ensures that these are effectively implemented Provides inputs to M&E action plan of country to ensure the alignment with overall M&E strategy for GMP B. Budgeting Develops, monitors, and updates the annual budget for M&E to ensure the sound management of the organisation s M&E and that the Function has all the resources required to meet its objectives within agreed financial parameters C. Workplan Development and Implementation Develops M&E activity workplan Monitors progress against activity workplan to ensure that the organisation attains its objectives as cost-effectively and efficiently as possible Works closely with RMT to ensure that key programme and operations deliverables and targets are met on time Reviews and updates activity workplans D. System Management Implements all M&E systems and tools to ensure compliance with WWF International standards and advises the RMT on the implications of new system and tools Facilitates the adoption and dissemination of the Programme and Project Management Standards (PPMS) in all relevant GMPO Plans and organises the effective communications of all systems and tools to staff Leads the monitoring and evaluation of PPMS practice in GMPO, and communicates results and lessons to concerned GMPO staff and to the Network as necessary In close coordination with RMT/technical experts (e.g. Finance and Administration Director), coordinates the evaluation and improvement of operation systems, processes, tools or methods that are crucial in the timely delivery of both programme and office operation targets Monitors Risk Matrix and alerts concerned managers to mitigate risk in, both programmatic and operational areas Reviews and updates the M&E systems and tools to respond to changes in WWF International standards and to ensure that they provide an effective control system E. People Management Reviews staffing requirements with the Representative and Country Directors to maintain M&E functions at regional and country Supports the recruitment and selection of M&E staff at country Provides orientation and reorientation training to staff at regional office to help them understand and comply with M&E systems and tools Provides induction, training, coaching and advice to all M&E staff in 2

3 country offices on standards, practical monitoring and reporting experience, management of project/programme proposals and alignment to donor standards and reporting Updates Country Directors on performance of M&E staff under technical supervision Works with HR Director to identify training needs in M&E for all regional staff Provides inputs on the identification of training needs and career development for M&E staff at country offices Provides guidance and training to the Project Officer, Monitoring and Evaluation for the Annamites Biodiversity and Carbon Sinks project and ensures that the project s key performance indicators are duly considered within the overall coordination and delivery of the GMPO portfolio of projects and F. Issue Resolutions, Crisis/Risk Management Provides comprehensive advisory and technical guidance to managers and staff on all aspects of M&E Maintains an awareness of staff comments and any complaints to identify any areas that may need development or improvement G. Reporting Leads the consolidation, analysis and synthesis of technical reports, monitoring sheets, and other information from projects and Works closely with Strategy Leaders, Landscape Managers, M&E focal points and other technical conservation staff to lead the development and ensure timely updating of the Biodiversity Tracking Tool for monitoring progress in species and places goals Ensures that WWF International and Network colleagues are kept fully informed on key issues by preparing briefing materials, targeted evaluations, analyses and reports as directed by the Representative and co-ordinates communications to the WWF network to ensure consistency and quality Works closely with the Conservation Programme Director and facilitates timely completion of all Key Performance Indicator (KPI) reports and all other reports for WWF International Collects M&E data and provides regular reports and analysis to the Regional Management Team to facilitate continuous improvement Ensures relevant tools for monitoring the GMPO Strategic Plan are updated and represents the current state of conservation and operation areas/functions in GMPO at any point in time H. Other Technical Specifics Captures and promotes conservation achievements for use by GMPO for communications and fundraising based on results of monitoring and provides the RMT with relevant information and analysis at its quarterly meetings Serves as the GMPO point person for the PO (Programme Office) Performance Dashboard, and provides necessary inputs for its timely completion or revisions, as necessary 3

4 Facilitates dialogue, workshops, interviews as necessary to produce the outcomes of the Monitoring and Evaluation Plan Maintains an awareness of developments and up-to-date knowledge of the M&E to ensure that the organisation continues to take advantage of best practices I. Networking Supports the dissemination of learning and best practices throughout GMPO on process and outcomes of and operations by promoting internal networking, building working groups, encouraging innovative ideas and helping staff to write up and promote their experiences Liaises with WWF Network colleagues working on M&E processes and facilitates the adaptive management and learning processes based on results of monitoring Promotes the organisation s image in the community by attendance at meetings and fora in M&E III. This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated from staff. Other tasks may be assigned as necessary according to organizational needs. This role is regional in scope and will require travel as needed (approx. 20% of the time). Working Relationships 1. Internal WWF GMPO: Works closely with GMP Regional Management Team, Strategy Managers, Project Managers, M&E focal persons of Country Programmes. Engages with and supports WWF GMPO staff. WWF Network: Coordinates and interacts with WWF AP and WWF International M&E colleagues IV. 2. External Liaises regularly with implementing agencies, counterparts, donors, government departments Engages with other development-oriented organisations on M&E systems and practices for learning and sharing Requirements 1. Education and Qualification Bachelors or Masters degree in Business Administration, or any business, information, behavioural sciences or development management-related fields 2. Knowledge Familiar with conservation and natural resource management issues in Greater Mekong Region Demonstrated understanding of the project management cycle Strong knowledge of M&E practices, methodologies and quality assurance Knowledge of WWF s PPMS is an advantage 4

5 3. Experience 3-5 years of practical experience in monitoring and evaluation at regional level, 2 years of which should be in Greater Mekong Region or Southeast Asia Demonstrated experience in data collection, analysis and synthesis, and preparation of strategic information for decision makers Proven track record of successful experience in writing reports and reviews, delivering presentation and defending recommendations Experience of working in a multi-cultural environment Experience of working in an NGO or a civil society organisation working on monitoring and evaluation 4. General Skills Leadership and Networking Coaching and capacity building/development Presentation and communications Teamwork and virtual support / coaching Planning, organisation, time management, facilitation, and coordination Fluency in written and spoken English Fluency in a regional language (Thai, Khmer, Lao, Vietnamese) is an advantage Proficiency in MS Office and the web 5. Technical Skills Analysis and research Monitoring and evaluation Report writing 6. General Ability and Personality Able to travel frequently Working within tight deadlines Working both independently and in multidisciplinary teams, particularly in the implementation of cross-country activities and projects, and multi-donor Detail-oriented Impartial and Patient V. WWF's Mission and Values 1. It is part of every staff member's terms of reference to contribute to WWF's mission: WWF s Mission is to stop the degradation of the planet's natural environment and to build a future in which humans live in harmony with nature, by: - conserving the world's biological diversity - ensuring that the use of renewable natural resources is sustainable - reducing pollution and wasteful consumption. 5

6 2. It is also part of every staff member's terms of reference to embody WWF's values, which are: Passionate and Optimistic, Challenging and Inspiring, Credible and Accountable, Persevering and Delivering Results. Prepared by: Signature Date: Representative, WWF Greater Mekong Programme Reviewed by: Signature Date: HR Director, WWF Greater Mekong Programme Approved by: Signature Date: Director, Asia Pacific Programme, WWF International Accepted by: Signature Date: Staff member 6