Internal Vacancy – Program Coordinator at Center for International Forestry Research (CIFOR)

Internal Vacancy – Program Coordinator

Overview

CIFOR-ICRAF’s research teams work on projects covering a wide range of topics, supported by a wide range of funders and involving a wide range of partners. The projects need to meet standards set by CIFOR-ICRAF policies and by funders. This requires the application of Project Management processes and the coordination between different units within CIFOR-ICRAF and partners outside CIFOR-ICRAF. The Program Coordinator provides supports in this to science team leaders and heads of country/regional programs and Principal Investigators (PIs) in those teams. Each Program Coordinator will support 1 or 2 such teams, depending on the size of teams.

Duties and responsibilities

Provide Project Management function for projects and activities, these include:

• Collaborate closely with PIs in the research teams/country programs assigned to the incumbent, for planning and implementation of project activities;
• Coordinate start?ups (inception meetings), implementation, and closing phases of project management cycles for projects in research portfolios assigned to the incumbent;
• Oversee annual planning and budgeting processes of projects in liaison with the team leader of the science team or country program and finance and prepare for engagement of audit reviews at the end of projects;
• Liaise with the Quality for Impact (Q4I) team and PIs on Theory of Change – Monitoring, Evaluation, Learning and Impact Assessment (MELIA) to ensure lessons are fed back to project development;
• Monitoring of projects, including ensuring regular check-ins with country teams and partners on implementation of activities, contractual and financial requirements (such as co-funding, BvA etc);
• Identify and take action to mitigate potential risks within projects and the work area;

Ensure that the project meets targets by ensuring that teams and individuals document progress and meet the donor’s reporting requirements.

• Prepares various written outputs, e.g. sections of reports, analysis and draft TORs for partners and consultants in collaboration with the PI and monitor timely delivery by partners and consultants in line with contract requirements;
• Manage the production of the required funder technical reports, monitor the completion of project deliverables, monitor project resource use and initiate corrective action where necessary, ensuring the quality and completion of the reports is according to funder requirement and CIFOR-ICRAF standard;
• Ensure in collaboration with the Financial Services Unit that CIFOR-ICRAF’s budgetary requirements are met and internal reports are delivered on time.
• Advise the PIs and funder on issues that may impact the achievement of the project outcomes (including issues of sustainability and post project requirements such as maintenance). Coordinate and negotiate amendments if needed in liaison with PIs and funders
• Support PI with other tasks as needed.

Serve as focal point of projects ensuring an efficient exchange of information between CIFOR-ICRAF, the funder and the implementing partners

• Engagement with strategic partners and knowledge sharing partners (i.e. for MOU development and implementation), coordinate flow of information between the project steering committee, project team and CIFOR-ICRAF country offices;
• Ensure that implementing partners, consultants and CIFOR-ICRAF country staff are fully briefed on their responsibilities, deliverables, work plans, budgets, partnerships and project status;
• Coordinate with other research teams, country programs, Resource Mobilization Unit (RMU), Communications team, Financial Services Unit (FSU), Admin/operations and HR where needed to facilitate effective project implementation and address bottlenecks;
• Keep oversight of the entire portfolio of projects in a research theme or country program in support of the theme leader/country coordinator.

Knowledge Management and Quality Assurance

• Support knowledge exchange between CIFOR-ICRAF technical staff and Implementing partners through acquisition of instruments of knowledge exchange for transmission to funder;
• Ensure the products or service delivered meets CIFOR-ICRAF and funder specified requirements;

Support CIFOR-ICRAF resource mobilization efforts

• Contribute to fund raising process though networking and providing related data requirements to support scientists and RMU in proposal/concept note development, specifically using the knowledge of other current and past projects;

Others

• Representation at relevant meetings with visitors/funders, in coordination with RMU/specific scientists/research teams/projects. Participates in and or coordinates field missions, including provision of guidance to external parties (funding or strategic partners, government officials) and drafting mission summaries, etc;
• Support the head of PMU in identifying areas of improvement and implementing improvements of the project management process at CIFOR-ICRAF;
• Support policy development, including review and analysis of issues and trends, preparation of evaluations or other research activities and studies.

Education, knowledge and experience

• Master degree in a relevant discipline.
• 7 years of relevant professional experience including 2 years Global experience.
• Familiarity with the CGIAR systems, networks and processes is preferred.
• Experience in working in large projects.
• Strong project management skills.
• Excellent written and spoken command of the English language is essential; knowledge of other major international languages will be an advantage.
• Strong computer skills in all the main Microsoft office programs and database management.

Personal attributes and competencies

• Displays initiative and is capable of working independently and team environments.
• Well planned and organized , Excellent analytical and problem-solving skills.
• Attention to detail.
• Excellent interpersonal and communication skills, with the ability to interact effectively with people of multinational and cultural backgrounds and to be a team player.
• Works with trustworthiness and integrity.

Terms and conditions

• This is a local position. CIFOR-ICRAF offers competitive remuneration in local currency commensurate with skills and experience.
• The initial appointment will be for 1 (one) year, inclusive of a three-month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources.
• The duty station will be in Bogor, Indonesia or Nairobi, Kenya or any other CIFOR-ICRAF Offices. CIFOR-ICRAF is an equal opportunity employer. Staff diversity contributes to excellence