The Program Coordinator will work under the direct supervision of the Executive Director and in close coordination with the Program Manager, will be responsible for program/projects coordination with donors, stakeholders and key beneficiaries to facilitate program/projects implementation across the country.
COORDONATION:
Take lead on overall coordination and communication with ACDO donors, partners, stakeholders and coordination bodies to facilitate coordinated programming and reporting across the functions and modalities. Internally, coordinate with head of offices, regional and provincial managers and key project staff to provide technical and operational support.
Externally, coordinate with Donors, partners and stakeholders to make sure coordinated, accountable and transparent programming and facilitate registration of the projects at the MoEc, MoUs with the sectoral Ministries and access issues with the local government counterparts across 15 provinces and be prepared for the expansion of program operation.
IMPLEMENTATINO:
The Program Coordinator at ACDO plays a critical role in ensuring the successful and smooth execution and implementation of the initiatives. His/her key responsibilities include but not limited to the following;
- Planning and Strategy Development – In close coordination with the SMT, developing comprehensive implementation plans and strategies aligned with the overall objectives of the program or projects;
- Resource Allocation – In close coordination with department managers, identifying and allocating necessary resources such as budget, personnel, equipment, and materials required for successful implementation;
- Team Management – In close coordination with the SMT, building and leading a cross-functional team, assigning tasks, setting priorities, and ensuring effective collaboration among team members;
- Monitoring Progress – In coordination with the MEAL Manager, monitoring the progress of implementation activities, tracking milestones, and addressing any issues or delays promptly to keep the project on track. Moreover, facilitate MEAL department in proper conduction of MEAL activities to ensure quality programming in the fields;
- Risk Management – In close coordination with the ED and SMT, identifying potential risks and developing mitigation strategies to minimize disruptions to the implementation process and ensure safe programming across the functions and modalities;
- Stakeholder Communication – Facilitating communication with stakeholders at various levels, including donors, stakeholders, clusters, working groups, and external partners, to ensure alignment and manage expectations;
- Quality Assurance – Ensuring that deliverables meet quality standards and regulatory requirements through regular reviews and quality control measures;
- Documentation and Reporting – Maintaining accurate documentation of project activities, milestones, and outcomes, and providing regular progress reports to stakeholders and leadership at ACDO;
- Change Management – Managing changes to project scope, timeline, or resources effectively by assessing impacts, obtaining approvals, and communicating changes to relevant donors, stakeholders and fields;
- Evaluation and Continuous Improvements – Conducting post-implementation reviews to evaluate the success of the project, identify lessons learned, and recommend improvements for future implementations;
- Training and Support – Providing training and support to team members and volunteers to ensure smooth adoption of new processes, technologies, or systems implemented through the program;
- Budget Management – In close coordination with the Executive Director and Finance Managers, tracking expenditures against the allocated budget, identifying variances, and implementing corrective actions as needed to ensure financial objectives are met. Coordinate budgetary issues and developments to the relevant donor and or funding partners;
- Compliance and Regulatory Requirements – Ensuring compliance with regulations, policies, and donor’s standards throughout the implementation process;
- Beneficiary Satisfaction – Monitoring beneficiary satisfaction and feedback related to the implemented program or project, addressing concerns, and making necessary adjustments to ensure adherence to Humanitarian Standards and Core Humanitarian Principles as well as meet hight quality program standards;
- Knowledge Sharing – Facilitating knowledge sharing and transfer within the organization by documenting best practices, lessons learned, and success stories from the implementation process;
- Program Developments – Contribute to program design and developments by facilitating and conduction need assessments, data collection and drafting reports. Drafting project concepts, proposals, budgets and logical-frameworks. Prepare concept notes and project proposals in response to RFPs, RFAs, and EoIs. Ensure adherence to policies and standards. Contribute in policy review, design and developments of tool;
- Overall – The Program Coordinator at ACDO plays a pivotal role in driving the successful execution of projects, translating strategic goals into actionable plans, and delivering tangible results that align with organizational objectives and donor requirements. The post holder is expected to lead on donor’s communication and reporting. Any other related task as assigned by line Manager;
DELIVERABLES:
- Bring significant experience and new ideas to lead on program and project implementation;
- Lead overall program planning, coordination, execution, quality and reporting;
- Significantly contribute to program developments and fundraising;
- Establish and maintain strong working relations with the donors and stakeholders;
- Focus on quality, impacts and results;
- Liaise with government ministries and local government departments in fields;
- Provide programmatic leadership and direction to SMT;
- Ensure optimum efficiency and compliance with scope, policies and procedures;
- Facilitate recruitment process to ensure any hiring is in accordance with ACDO regulations;
- Develop learning objectives and rollout staff capacity building initiatives;
- Develop and facilitate training programs, workshops, meetings or conferences;
- Develop bi-annual and annual report.
- Organize annual program and communication and advocacy forum and other policy event;
- Represent ACDO at clusters, working groups, government ministries and coordination bodies;
- Develop a communication framework for communication and information flow;
- Prepare, success stories, quarterly reports, project final reports, and annual reports;
- Develop implementation strategy, procedures, guidelines, framework and roadmaps;
- Contribute to SMT effort by undertaking additional tasks and responsibilities as requested;