Job Description and Person Specification Job Title: Project Coordinator Directorate: Program Job Family: Programmes Reports to: Head of Programmes Grade: 5 Location: Direct Reports: Islamabad Project Finance Officer Job Role Role Overview: To ensure delivery and effective project coordination of the EU funded Project. S/he will act as the project lead; coordinating and closely working with the internal and external stakeholders particularly implementing partners and relevant government line departments to ensure timely and quality implementation of activities of the project. S/he will monitor contractual obligations to EU and will be responsible for the overall delivery of the project. The role is fixed term and mandate of the role is primarily to the overall implementation of the EU funded project. Accountabilities Performance Objectives/Results High Quality of Project Management and Implementation (e.g., timely, within project budget and in line with the Government, EU and AA project guidelines) Key Responsibilities/Planned Work Priorities Successful project implementation with quality, efficiently, demonstrating year on year improvements. Develop excellent working relationship with relevant government departments. Actively inform and coordinate with the relevant agencies of the Government at provincial level and ensure that all project work is in accordance with the laws/guidelines of the Government. Develop a holistic understanding of project interventions in development context. To interpret, implement and monitor work in accordance with EU guidelines. Ensure the project meets EU expectations with respect to proposal, quality, budget, and delivery timelines. Negotiate, agree and clarify targets/metrics/milestones for the project with various stakeholders. Lead on the Monitoring and Evaluation of the project, overseeing the 1
M&E work and ensuring learning and impact assessments are being incorporated into continuous improvement of the project. Ensure the project adheres to ActionAid, Pakistan Country Program and EU guidelines, policies, systems. Draw guidelines for grant management at partner and beneficiary level and ensuring that these are aligned with EU and ActionAid, Pakistan Country Program policies. Ensure AA security and safety guidelines are followed within the project. Work closely with Business Development Manager for ensuring donor servicing on time. Undertake project maintenance work on AA Donor Contract Management system with the help of Business Development Manager. Manage day-to-day operational aspects of the project High quality of Contract Management including Project Planning & Reporting Excellent Partnership Management and Communication Ensure implementation of the project complies with EU grant provisions and delivery and reporting meets beneficiary requirements and proposal commitments. Lead planning and reporting including financial risks and issues and security management ensuring deadlines are met. Programme work planning and scheduling of project activities based on contract obligations. Lead quarterly and bi-annual review meetings. Improve project implementation in line with the monitoring reports. Contribute to the creation of knowledge assets. Prepare/supervise project reports (narrative and financial) for internal and external stakeholders. Work closely with Business Development Manager for report submission to EU and other external stakeholders (e.g., Global Secretariat of AA, etc.) Work closely with Senior Security & Government Liaison Advisor of AA to ensure compliance with the reporting requirements of Government of Pakistan at various levels. Form and maintain good collaborative relationships with implementing partners, local communities, relevant government departments and other stakeholders at the provincial level. Manage corrective actions when and where required, resolution of project related disputes and issues related to partners and beneficiaries. Call and lead meetings with partners and conduct review and reflections. Use sound judgment in project communication and ensure that project communication meets needs of different audiences, for example government, people s representatives, private sector, CSOs, EU, etc. Serve as focal point for strategic communication and visibility of the project. Ensure that EU visibility standards are met and case studies are developed and disseminated EU visibility at provincial and national levels. Identify and share lesson learnt, areas of innovation and best practices for continuous improvement of the project. 2
Duty of Care and Growth Representation of project work of ActionAid and coordinating with other agencies, as well as with local/provincial line departments for knowledge sharing and mutual learning. Profile building of ActionAid in development context. Ensure compliance to ActionAid s communication requirements and sign off procedures. Ensure constructive verbal, non-verbal and written communication in the organization Coach and guide project team on key deliverables and maintain a cooperative, motivated and successful team that views itself part of ActionAid. Ensure professional work culture within EU Project Team. Line manages project staff and ensures appropriate training and effective performance and personal management. Ensure performance targets of each team members are set, monitored and appraised. Ensure compliance to the ActionAid Pakistan s HROD policies and procedures. Ensure that every team member complies with the process, procedures, systems and policies of ActionAid. Facilitate an enabling, just, transparent and empowering environment with respect to AAPk values, principles and in particular women rights. Project Sustainability and Programme Strengthening & Development Work closely with Business Development Manager to plan and undertake further programme development trajectories. Approximate number of people managed in total Matrix Manager (projects/dotted line) Team Leader Grandfather- manager of Team Leaders/Managers Own country Geographic Region Typical People Management Responsibility Direct-1 What is the global remit? Operates in: Primarily four districts of the project implementation. Multiple Geographic Regions 3
Remit covers all ActionAid countries Role Dimensions Financial (limits/mandates) Direct departmental budget: Organisation-wide expenditure Internal (to Action Aid or team) Project management team, project implementation partners, ActionAid, Pakistan Country Programme staff, ActionAid International, HoP, SMT and CD Person Specification Education & Certifications Key Relationships to reach solutions External Relevant Government departments, national and international NGOs, donors, academic, social movements, CBO s, media and other relevant institutions. For external government working, the Project Coordinator will be required to work in close coordination and guidance of the Senior Security & Government Liaison Advisor of AAPK. A Master s degree from HEC recognised institutions. 1 Essential Experience At least seven years relevant experience, of which three years must be in a senior management position from a reputable organization, preferably an INGO. Experience of managing donor funded projects (preferably EU funded project implementation but it is not mandatory). Experience to formulate do-able Work Breakdown Structures based on the Project Log Frame and linking them with various approved budget lines. Experience of working on programme development trajectories. Experience of constructively working and collaborating with the government and donors. Experience of managing teams and partners. Essential Knowledge Excellent understanding (read, write, interpret and guide the team) of Project Documents including Log Frame, Project Budget, Project Gantt Chart. Essential Skills Project Cycle Management Project operational planning 1 http://www.hec.gov.pk/english/universities/pages/recognised.aspx Important te: This Job Description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs. It is part of every staff member's responsibility to contribute to AAI's and the AP/CP s mission and comply to its values, which are: Mutual respect, Equity and justice, Honesty and transparency, Solidarity with the poor, Courage of conviction, Independence, Humility. 4
Networking & Coordination People Management (particularly team management) Coaching & Mentoring team members and partners Crises Management/Conflict Management/Risk Management Fluency in written and spoken Urdu and English Essential Essential Abilities Physically fit to travel extensively Entrepreneur spirit for spotting opportunities to make difference in the lives of poor children, women and men. Ability to work independently with only strategic guidance from the line manager ( getting the things done spirit) Ability to resolve issues at peer level and forge good working relationship with in AA country team. Legally able to work and travel inside Pakistan (AA will not facilitate in obtaining work and travel permits/nocs) Organisational Structure Country Director Head of Programmes Project Coordinator Project Finance Officer 5