Project Coordinator (PC)

Job Summary:

PURPOSE OF THE POSITION
The Project Coordinator will be responsible for everything from the inception all the way to implementation of the projects. Designing of projects with significant measurable impacts on the environment doing business and quality assurance of the implementation process will be guaranteed by the PC. PC will be the main focal point for liaison aspects requiring cooperation and coordination with external parties (grantee, implementers and other third parties) and equally the main point of contact with other departments, projects and initiatives within HARAKAT-AICFO. PC will achieve this without direct control over the project.

Skills Required:

Requires travel to provinces:

Skills Description:

Duties & Responsibilities:

JOB SPECIFICATION
Reporting to the Head of the PDU, the key responsibilities and accountabilities of the Project Coordinator are outlined as follows:

Strategic
• Providing feedback to strategic reviews conducted by the CEO and Head of the PDU

Operational
The PC is responsible for implementation of all aspects of the HARAKAT-AICFO project selection cycle. Key responsibilities include:

Concept Note Stage/Proposal Stage:
Proactive:
• Liaising with the CEO and Head of the PDU to identify potential project opportunities;
• Facilitating “matchmaking activities” to generate interest in project opportunities among potential implementing partners;
• And encouraging those implementing partners to take ownership of opportunities and turn them into project concepts for consideration by the Proposals Sub Committee.
Reactive:
• Prior to the concept note stage, stakeholder engagement and promotion of the in order to solicit initial project concepts. (i.e: informal networking; advertising; promotional events; updating relevant pages of the website);
• Ensuring “hard to reach” potential applicants are actively engaged and encouraged to submit applications to the HARAKAT-AICFO;
• Providing advice to HARAKAT-AICFO applicants in the development of their funding proposals in line with the requirements of the Proposals Operation Manual;
• Conducting pre-screening on project concepts; and pre screening and due diligence on proposals as set forth in the Proposals Operational Manual;
• Supporting the provision of Secretariat services to the Proposals Sub Committee as directed by the CEO and Head of the PDU;
• To work with the Finance and Procurement Unit to issue contracts to grantees;
• To support the M and E Unit in developing project log frames and key performance indicators for approved projects and provide advice and guidance to project based M and E;
• To liaise closely with colleagues in the Finance and Procurement, M and E and Communications Units to ensure effective flow of information and internal coordination;
• And, serves as the administrative focal point on behalf of HARAKAT-AICFO on all aspects of project implementation.
Grant Stage
• Grant Agreement preparation;
• Grant Agreement negotiation;
• Coordination of Grant Agreement event with the applicant and the Communication Department within HARAKAT-AICFO;
• Coordination of Press Release with the Communication Department;
• And, working closely with the M and E Department on reporting frequency and template developments for the project.
Implementation Stage
• Preparation of the first installment request;
• Preparation of subsequent installments request;
• Preparation and revision of the TOR’s for proposed positions;
• Preparation and revision of RFP’s for the proposed consultancy services;
• Facilitation project procurement;
• Ensure that progress activity report and financial report are submitted timely to the relevant departments in HARAKAT-AICFO;
• Follow-up with clients on issues highlighted by M and E, FPU and the CEO;
• For the better project documents records management, every PC is supposed to keep comprehensive filing records for the projects he/she is developing and managing.
Professional Conduct
• Comply with personal legal liabilities and fiduciary requirements of diligence and care in carrying out the duties of the HARAKAT-AICFO.
• Act honestly in all the affairs of the HARAKAT-AICFO and avoid conflict of interest and, should this arise, it must be declared. It is essential that the CEO does not seek to make a profit from the HARAKAT-AICFO or engage in transactions that provide personal profit or advantage.
KEY RESULT AREAS
• Effective contribution to the HARAKAT-AICFO’s delivery against the key performance indicators set by the Board.
• Report to the Head of the PDU on Project Design and Quality of Proposals and Concepts and as well as status of projects being implemented.