Job Description: Project Coordinator, Project Management Unit (PMU) PROJECT COORDINATOR, PROJECT MANAGEMENT UNIT (LONDON-BASED) JOB DESCRIPTION

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1 PROJECT COORDINATOR, PROJECT MANAGEMENT UNIT (LONDON-BASED) JOB DESCRIPTION February

2 About Maxwell Stamp PLC Maxwell Stamp PLC (MSP) is recognised as one of the world s leading international development consultancies. Established in 1959, we have nearly 60 years of experience in over 170 countries and territories around the world and have developed a reputation for successful implementation across a wide range of development areas. MSP s head office is in London, UK, and within the MSP Group it has permanent operating subsidiaries and joint ventures in the United Arab Emirates (Abu Dhabi), Bangladesh (Dhaka), Kenya (Nairobi), Ethiopia (Addis Ababa), Saudi Arabia (Riyadh), Uganda (Kampala) and the United States (Washington, DC). Our wide range of clients includes national and regional governments, international donor organisations, NGOs and public and private sector companies. MSP is currently structured into the following interrelated Practice Centres: Economics & Finance, Human Development, Infrastructure and Utilities, Livelihoods & Poverty Reduction, and Public Sector Management. Each Practice Centre is made up of a number of highly qualified consultants and internationally experienced practitioners, who are involved in both the bidding cycle and on -going delivery of projects. MSP also has a specialist Project Management Unit ensuring professional management and support to projects and other MSP operations. On a day-to-day work basis MSP has a horizontal, non-hierarchical structure where personal initiative is encouraged, high standards demanded and individual contributions recognised. The working environment is demanding, open, friendly and mutually supportive. The Project Management Unit The Project Management Unit (PMU) is responsible for delivery of MSP s long-term projects. The core function of the PMU is to manage project teams and resources in an efficient, cost effective and timely manner and to deliver the project outputs in a way that meets the expectations of the client in terms of deliverables and value for money (VfM), while also meeting internal performance indicators. There are at present eight grades of staff within the PMU: Head of the PMU (HPMU) Deputy Head of the PMU (DHPMU) Principal Project Manager (PPM) Senior Project Manager (SPM) Project Manager (PM) Junior Project Manager (JPM) Senior Project Coordinator (PC) Project Coordinator (PC). It is envisaged that within the PMU that all grades of staff contribute to supporting and/or actually managing projects depending on the staffing role and project complexity. All PMU staff actively participate in strengthening project management processes, systems and procedures, and implementing the principles and procedures set out in the MSP s Project Management Manual and associated documentation. Project Coordinators perform two primary functions for MSP: (1) to support the Practice Centres to develop and submit concept notes, expressions of interest and tenders (proposals) for new projects, and (2) to work closely within the PMU to ensure the smooth and timely delivery of projects. PCs also work in parallel with other support teams within the company including Reception, IT and Finance. 2

3 The Role: Project Coordinator Reporting to the Deputy Head of the PMU and working closely with a Senior Project Coordinator, the PC will actively contribute to ensuring the delivery and effectiveness of MSP s project coordination work. To this effect, the PC contributes to the day-to-day running of MSP project coordination activities within the PMU. (S)he is also supports the strategic development of MSP project coordination and ensuring Practice Centres and the PMU are receiving adequate and appropriate support. Specific Tasks Under the supervision of the PMU, the PC is required to manage the smooth running of delegated MSP project coordination tasks which include, but are not limited to, the following tasks: Operations together with the DHPMU and SPC, participate in weekly meetings to distribute workload amongst PCs and to report on any new developments; attend business development meetings with assigned Practice Centres; attend PMU staff meetings; support the recruitment and retaining of PCs, and providing inputs to annual performance appraisals of these staff; ensuring company compliance, memberships and registrations are maintained and kept upto-date; and, undertake other tasks commensurate with the role and position which may reasonably be requested. Business Development an important aspect of the PC role is the support of business development which is a very key activity for MSP. Specifically, this will involve supporting the identification of business leads from the various online and other published sources; ensuring procurement notices/enquiries sent to the Practice Centres or PCs from potential partners and donors are distributed to the correct Practice Centre(s) as quickly as possible; overseeing the production of expression of interest/concept note documents and ensuring donor/client compliance requirements are met (quality control function); coordinating the production of proposals and ensuring they fully comply with Request for Proposal (RFP) requirements (missing a compliance requirement can invalidate a proposal), also coordination of the various RFP requirements (e.g. including producing diagrams, formatting text and ensuring that accurate and well-presented documents are dispatched on time); o the coordination of proposal preparation also includes keeping Practice Centre Leaders informed of the various aspects of proposal submission (technical, financial and administrative); supporting Practice Centres through distributing reports, updating the Jobs Database and maintaining accurate records and files (both electronic and hard copy); and, as required, assist in the management of the MSP consultants database, ensuring information is updated regularly. Project, Contract and Logistics Management together with other PC staff, ensuring the contents of consultant starter packs and associated documents are maintained, updated as required and fit-for-purpose at all times; preparing contracts for short and long term individual consultants and sub-contracting 3

4 companies/entities in line with head contracts and Heads of Terms, MSP corporate policies and compliance requirements of the client; liaising with freelance/external consultants and sub-contracting companies/entities on contract and other ad hoc queries; arranging travel logistics including booking flights, arranging visas, insurance and accommodation. This may require delegating (some) tasks and responsibilities to Reception staff; undertaking security checks (screening) and other due diligence of organisations and individuals MSP may engage with prior to their contracting (pre-screening); briefing freelance/external consultants and sub-contracting companies/entities on MSP invoicing/payment procedures, insurance and other compliance as necessary; proofreading, formatting/editing of project reports and ensuring they comply with reporting requirements; project resourcing, placing adverts, coordinating searches for replacement consultants, and supporting the drafting of Terms of Reference as maybe required; support the PMU and MSP in general in the development and implementation of PMU processes, systems, policies and procedures; and, provide assistance in developing and implementing a communications and marketing strategy for project/corporate/practice Centre/PMU related materials. General Competencies maintenance of electronic and hardcopy project folders, documents and databases, ensuring all relevant information is saved in a clear and accessible manner; work in compliance with MSP s company policies and procedures; to be pro-active and innovative in seeking ways to improve the efficiency and performance of the PMU, in particular its project coordination functions; and, other tasks/responsibilities agreed with the DHPMU. The PC will ideally command the following range of competencies: Essential: hold a degree in human resource management, administration and/or other relevant discipline; have administration or general office experience in a busy working environment; experience with preparing contracts in a management consulting or similar working environment, be able to communicate confidently with donors/clients/senior international experts, by , via Skype, on the phone and in person; have excellent time management and organisational skills to be able to prioritise multiple requests and demands from senior level staff members, practice centres and externally from the field; proven experience of meeting strict deadlines and being able to remain calm under pressure; maintains high performance and demonstrates resilience when operating in a fast paced environment; comfortable with routine functions balanced with some more demanding requirements; team player who is able to work effectively in small groups; ability to be flexible about working hours as required; have practical IT skills including competency in MS Word, MS Excel, MS PowerPoint, MS Outlook and experience with internet research (search engines); writes clearly and concisely with a high attention to detail; and, 4

5 Desirable: have an understanding of and empathy with other cultures. knowledge and understanding of international donor procedures, such as: EU/EC, DFID, DFAT, World Bank and the African and Asian Development Banks; experience with conducting pre-contracting compliance and due diligence checks on suppliers; experience with supporting the compliance and administration needs of business development units in a management consulting environment; knowledge of legal terminology (particularly with contracting); and, an ability to communicate in another language. Performance Expectations MSP expects the PC to: be highly astute with project administration and logistics tasks; be creative and proactive towards PMU and, more broadly, MSP strategic and policy improvements; ensure that tasks assigned to him/ her and other PCs are completed within agreed timeframe and budget and to a high professional standard; keep his/her Line Manager, the Managing Director, Project Managers and Practice Leaders informed of progress and of any significant problems or other developments; provide monitoring support and guidance to PCs and other MSP staff; be alert to new business developments to changes with international donor/client procedures; foster strong and effective working relationships with freelance/external consultants and subcontractors; approach international donor and client personnel in a professional manner, and promote and represent MSP in a positive light; and, be a good team player who quickly establishes effective working relationships with other MSP staff across all departments and offices. Remuneration and other Benefits The package comprises a basic salary, 25 days annual leave, travel insurance, life assurance equivalent to four times basic salary and private medical insurance (after successful completion of their probation). Employees are also enrolled in the MSP staff pension scheme following successful completion of a ten-month probationary period. The basic salary will be commensurate to the competency and experience levels of the candidate selected and within the available MSP salary scales for the post. It subsequently is reviewed on an annual basis to coincide with the anniversary date upon which the employment commenced. Salary progression depends on personal performance and the availability of funds. In addition, the MSP London office has a small but well equipped gymnasium. 5