Project Coordinator at World Agroforestry Centre (ICRAF)

Job Description

Project coordination & monitoring

• Serve as the main focal point for all internal and external communication among team members of assigned projects, corporate service units, program management, and external stakeholders.
• Provide strong support to the project leadership in compiling annual work plans and monitoring their execution against the project baseline, including activities, deliverables, schedule, and associated costs, and ensure that the project work plan is regularly updated in CIMMYT’s project management system (Teamwork).
• Manage partners’/stakeholders’ expectations, and conduct quality assurance of project deliverables, including monitoring of the project variables (cost, effort, scope, etc.) against the project management plan and the project performance baseline.
• Prepare necessary documentation and coordinate the administration of project contracts, including subgrants, consultancies, procurement, services, and IMIC-Africa membership agreements, ensuring full compliance with established policies and processes; monitor contract execution, implementation, and compliance, and ensure smooth closure.
• Proactively coordinate activities of Project Management Committees.

Project Financial monitoring

• Provide strong support to the project leadership in developing annual budgets.
• Monitor and report on utilization of budget and commitments accurately and in a timely manner to facilitate informed decision making, including appropriate project budget upload and revision, based on work plans, extracting project budget monthly, reviewing transactions, and providing feedback to project leadership.
• Ensure that all project financial transactions undergo proper institutional approval process and are satisfactorily executed and review project financial reports to ensure accuracy.
• Monitor and follow-up on the procurement project assets and other resources, in alignment with CIMMYT’s policies and processes.
• Review financial transactions and shared the burn rate report with the scientists.

Project Reporting

• Assist in compilation of technical reports in consultation with the project leadership and team members.
• Assist the project leadership in knowledge capture, documenting the lessons learned, and in disseminating relevant information to the project management team.
• Curate, manage, and ensure appropriate availability to stakeholders to key project documents via institutional repositories.
• Participate in compiling of the end of year reports and any other reports as per donor requirements.  

Other responsibilities

• Manage the logistics of project workshops and events.
• Ensure responsible parties follow through on the decisions and assigned action items related to project
• Facilitate development of grant proposals.
• Conduct surveys to collect and analyze feedback from stakeholders, e.g., about field days and germplasm indents.
• Maintain and manage access to centralized project-related databases and documents.

Requirements

• Master’s degree in business administration or related field.
• Certification in project management (e.g., PMP) highly desirable.
• Advanced knowledge of administrative or operating protocols and procedures of project management.
• Minimum 3 years’ experience working in project management, monitoring and evaluation, and/or business administration required.
• Experience working in agriculture or for a research organization or donor-funded organization highly desirable.